Zentraler Informatikdienst

Obtaining Microsoft 365

For:  employees

This user guide helps employees of the University of Vienna to obtain Microsoft 365 including Teams via the self-service portal (via Uni data network/VPN).

Before installing

  • Before installing the Microsoft 365 Office desktop apps, you must return an older version of Microsoft Office (2016/19) that has already been installed via the self-service portal (via Uni data network/VPN), otherwise the quarterly rental fee will continue to apply. If required, use the user guide Changing or returning Microsoft 365 subscription plan.
    • Centrally managed PCs: After the return, the software will be uninstalled automatically.
    • Locally managed devices: After the return, you must uninstall the software manually.

Microsoft Planner und Project

If you wish to use Microsoft Planner and Project, please first order the service SRV02860 Microsoft Planner and Project Plan 3 – Account and Licence for Desktop and Web App via the self-service portal (via Uni data network/VPN).

  • Centrally managed PCs: Please also order the service SRV02866 – m: Microsoft Planner and Project (add-on package) – Installation of Planner and Project on centrally managed devices.
  • Locally managed devices: Use the relevant apps via the Microsoft portal. Use the user guide for installing Planner, Project or Visio.

There is no desktop app available for Microsoft Planner and Project on macOS and Linux.

Microsoft Visio

In Microsoft 365, Visio is only available as a web app with restricted functionality.

If you wish to use Visio with full functionality, please first order the service SRV02741 Microsoft Visio Plan 2 – Account and Licence for Desktop and Web App via the self-service portal (via Uni data network/VPN).

  • Centrally managed PCs: Additionally, order the service SRV02861 – m: Microsoft Visio (add-on pack) – Installation of Visio on centrally managed devices.
  • Locally managed devices: Use the relevant apps via the Microsoft portal. Use the user guide for installing Planner, Project or Visio.

There is no desktop app available for Microsoft Visio on macOS and Linux.

Subscription plans

Employees of the University of Vienna can obtain the following Microsoft 365 subscription plans via the self-service portal (via Uni data network/VPN):

  • Microsoft 365 (A3) – Account and license desktop and web apps
  • Microsoft 365 (A1) – Account and license web apps

Additional package

  • Microsoft 365 (additional package) – Connected and optional connected experiences

Installing packages for centrally managed PCs

  • m: Microsoft 365 (additional package) – Installing the Office apps on centrally managed PCs
  • For IT representatives only: m: Microsoft 365 (additional package) – Installing for shared devices 

Microsoft account

As part of the Microsoft 365 ordering process, will be created for each user:

  • a Microsoft account
  • a personal licence

 

Your Microsoft account of the University of Vienna is:

  • User name: UserID@univie.ac.at (example: doejami8@univie.ac.at)
  • Password: u:account password

Ordering process

  1. Go to the self-service portal (via Uni data network/VPN).
  2. Log in with your UserID in the format u\UserID and your u:account password.
  3. In the navigation area on the left, select Catalogue and enter Microsoft 365 in the search text field at the top. The available Microsoft 365 subscription plans as well as add-on and installation packages are displayed. For information on the product, click on the relevant product image.
  4. Click on Add to cart for the desired product.

Note

It is possible that not all the documents listed above are displayed to you. In this case, you have already consented to these documents in a previous order. You can find your consent forms in the self-service portal (via Uni data network/VPN) under Workplace – My Services.

Click More data required.

Agree to the documents by activating the checkbox and clicking on Further data required.

As soon as all declarations of consent have been given, you can check the items in the shopping cart and complete the order by clicking on Place Order.

A summary of your order is displayed. You will also receive an overview of the order progress.

You will receive an e-mail with details of your order.

Users of centrally managed PCs

If you have ordered a Microsoft 365 (A3) subscription plan – account and license for desktop and web apps or Microsoft 365 (add-on package) – installation for shared devices, you will also need SVR02364 – m: Microsoft 365 (add-on package) – installation of Office apps on centrally managed devices.

This will automatically install the software on your centrally managed PC. To do this, proceed as in the previous ordering process.

Provision

After the order has been placed, the approval of the IT representative and the cost centre manager is required. You will be notified by e-mail as soon as the approvals have been granted.

After approval, your Microsoft account will be created and provided with the corresponding personal licence. Once the Microsoft account and licence are provisioned, you will receive 2 e-mails with the subject Order provisioned and Microsoft account provisioned.

Note

Note that provisioning can take up to 2 hours.

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