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Brief user guide Microsoft 365

For:   employees

Here you find the most important steps for acquiring, setting up and usingMicrosoft 365 at the University of Vienna. Detailed information and user guides are available on the Microsoft 365 service page and the Teams service page.

Students use the user guide Microsoft 365 for students.

 

Step 1: Acquiring Microsoft 365

To use Microsoft 365 including Teams at the University of Vienna, you need a Microsoft account and a personal licence. Both will be created during the ordering process.

Employees aquire Microsoft 365 via the self-service portal (via Uni data network/VPN). Outside the university data network, you will need a VPN connection. Various subscription plans and additional packages are available. Use the user guide Acquiring Microsoft 365.

Microsoft 365 is offered free of charge to students via AcadCloud. Use the user guide Microsoft 365 for students.

Microsoft 365 account

You will be informed by e-mail as soon as your Microsoft account at the University of Vienna is ready. This is:

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


The provision of the Microsoft account can take up to 2 hours.

Step 2: Activating Microsoft 365 and setting up second factor

The first time you access Microsoft 365, it is mandatory to set up multi-factor authentication.

Log in to the Microsoft 365 portal with your Microsoft account at the University of Vienna. A note appears that Further information is required. Click on Next.

By default, Microsoft Authenticator is suggested as the method for the second factor. You can choose one or more of the following methods:

 

Use the user guide Activating Microsoft 365 and selecting second factor.

Step 3: Using Teams app

The Teams desktop app is not included in the Office apps package and must be downloaded separately from the Teams website. Use the user guide Installing Teams app. 

You can also use the Teams web app.

For detailed information, see Teams service page.

Step 4: Installing Office desktop apps

Via the Microsoft 365 portal, you can access the web apps directly or download the Office desktop apps package. In the Microsoft 365 Portal, click Install Apps in the top right corner to download the Office desktop apps to your device.

If necessary, use the user guides under Office apps.

The Office apps such as Word, Excel, PowerPoint and Outlook for installation on your desktop device are only available to employees with the subscription plan Microsoft 365 (A3) – Account and licence desktop and web apps.

Before installing the Office desktop apps, an older version of Microsoft Office (2016/19) that has already been installed must be returned via the self-service portal (via Uni data network/VPN) and uninstalled on the respective device.

 

Users of centrally managed PCs

  • Return an older Microsoft Office licence via the self-service portal (via Uni data network/VPN).
  • Microsoft Office will be automatically uninstalled after the return.
  • In addition to your Microsoft 365 subscription plan, order from the self-service portal m: Microsoft 365 (add-on package) – Installing the Office apps on centrally managed devices.
  • The Microsoft 365 Office apps will be installed automatically after ordering. Please also use the user guide Installing Office apps on centrally managed devices.

 

Users of locally managed devices

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