Microsoft 365 Eligibility

Overview

Microsoft 365 (formerly Office 365) is the main suite of productivity tools offered by Microsoft. This subscription service comprises several different plans, depending on the necessary services. For example, there are home, family, small business, and enterprise versions available. 

If you are purchasing a personal Microsoft 365 subscription plan, you must use a personal non-UT email address

The University maintains a large shared pool of Microsoft 365 licenses. Depending on your position within the university, you may receive one of several types of licenses.

License Types

Microsoft 365 A1

This is the basic version of Microsoft 365, which includes:

  • Office Mobile – Install a simplified mobile version of Office on up to five devices.
  • Office Web – Access a simplified online version of Office from any Internet-connected computer (including Outlook Web).
  • 50 GB of Outlook Web storage – Split between mail, calendars, contacts, and tasks.
  • 100 GB of OneDrive storage.

Microsoft 365 A5

Active students and most active faculty and staff receive an A5 license.  See below for details.

This license includes everything offered in the A1 plus several additional features:

  • Microsoft Office computer download – Allows installation of the latest version of Microsoft Office on up to 5 computers or mobile devices.
  • 100 GB of Outlook Web storage - Split between mail, calendars, contacts, and tasks
  • 5 TB of OneDrive storage
  • Power BI Pro computer download

Faculty and Staff

Most active faculty and staff receive an A5 license which includes a 100 GB mailbox and Microsoft 365 ProPlus, the full computer download version of Microsoft Office available via Microsoft 365. 

Faculty and Staff Designations Not Eligible for the Full Desktop Version of Microsoft Office

The following faculty and staff designations have an A1 license which includes access to a 50 GB mailbox and the online (web) versions of Outlook, Word, Excel, PowerPoint, OneNote, and OneDrive through their Microsoft 365 account but will not have access to the full computer download version of Microsoft Office through Microsoft 365. 

  • Pending Employees for UTSA, UTHSC, and UTS
  • Emeritus Faculty
  • Faculty Retirees
  • Ushers
  • Employees with a special appointment (subgroup 40)
  • Friends of the University, including many adjunct faculty and county-paid Ag Extension employees
  • UTMCK leased employees
  • Sponsored users

Getting Microsoft Office For Those Not Eligible

Departments have a few options for their employees who are not eligible: 

  1. The department can issue a UT-owned computer to the employee with Microsoft Office installed from the OIT Software Download website.
    • Note: If the version of Office on your computer is prompting you to log in to activate, this means you do not have the version from the OIT Software Download site installed. Uninstall your current version and install the version linked above. Microsoft A1 and A5 licenses have no bearing on the version of Office downloaded from the OIT Software Download site.
  2. The employee can purchase a consumer copy of Microsoft Office. 
  3. The department can purchase an A5 license for an individual for $7.60/month ($91.20/yr). Fees are billed monthly to the department. Contact the OIT HelpDesk to purchase a license. Please include the NetID to be licensed and the account number to be billed in the Description. 
    • Note: A5 license for non-eligible employees is intended for business use. A5 licenses must not be resold by departments to individual users, including non-eligible employees. Individuals should purchase a consumer copy of Microsoft Office for personal use (per option 2). 

Students

All active students can access the full version of Microsoft Office through Microsoft 365.

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Details

Article ID: 122713
Created
Tue 12/15/20 2:48 PM
Modified
Mon 2/26/24 9:15 AM
Environment
Microsoft 365

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