FAQs for Microsoft 365 apps for enterprise


OVERVIEW

Target audience: Students, faculty, and staff.

Microsoft 365 apps for enterprise is the full suite of Microsoft applications, both installed and online versions. It is available to all McGill registered students, faculty, and staff members. For details, please see the Microsoft 365 apps for enterprise service description.

If you have a question not covered below or in the Microsoft 365 apps for enterprise service description, please contact the IT Service Desk.

Questions about installing and accessing Microsoft 365 apps

Questions about features of Microsoft 365 apps for enterprise

FAQs for installing and accessing Microsoft 365 apps

How can I get Microsoft 365 apps for enterprise software?

Registered McGill students, faculty, and staff can download the software suite from the Microsoft 365 portal. Use your McGill Username to sign in; you will be redirected to McGill's authentication page to enter your McGill password.

Once in the Microsoft 365 portal, click the Install Apps drop down in the top-right section of the page, then select Microsoft 365 apps and follow the instructions in the pop-up window.

See the following links to obtain the mobile versions from the Microsoft site:

What are the system requirements for Office 365?

Operating SystemSystem requirements
WindowsRequirements for Microsoft 365 apps
Mac
  • A Mac computer with an Intel or M1 (Apple Chip) processor
  • Office 365 supports the three most recent versions of Mac OS X
  • 4 GB of RAM recommended
  • 10 GB available hard disk space
    HFS+ hard disk format (also known as macOS Extended) or APFS
  • 1280 x 800 or higher resolution monitor
  • The current or immediately previous version of Internet Explorer; the current version of Microsoft Edge, Safari, Chrome, or Firefox
  • Installation requires a connection to the Internet, a local area network (if installing over a network), or a DVD Drive
iOS

The two most recent versions of iOS support Office for iPad® and iPhone®

Android tablet or phoneOffice for Android can be installed on tablets and phones that are running any of the supported versions of Android and have an ARM-based or Intel x86 processor. Support is limited to only the last four major versions of Android. 
Windows tablet or phone Microsoft Mobile applications (Word, Excel, PowerPoint, OneNote, Outlook Mail, and Outlook Calendar) require Windows 10.

Find more details on the System requirement for Microsoft 365 on the Microsoft Support site.

How many devices can I install it on?

You can install Office 365 ProPlus on up to five computers (PC or Mac) or five tablets (iPad or Windows). Office mobile applications are also accessible on iPhone and Android phones and are automatically included with all Windows phones.

Can I install Office 365 ProPlus on my McGill workstation?

You should check with your departmental IT administrator before installing Microsoft 365 apps or any other apps on a McGill-owned computer. If you need to upgrade the Office applications on your work computer, please contact your departmental IT administrator or administrative assistant.

Can I install Microsoft 365 apps for enterprise on my family's computer or share it with a friend?

No. You can only install Microsoft 365 apps for enterprise on your personal computers, tablets, and phones. Microsoft 365 apps for enterprise is provided using a subscription model that checks with McGill's active directory to ensure you are authorized to use it. If you install it on someone else's computer, you will violate the Policy on the Responsible Use of McGill IT Resources since you would be sharing your personal credentials (McGill Username and Password) with other individuals.

Do I need to be connected to the Internet to use Microsoft 365 apps for enterprise?

No. You can use Microsoft 365 applications offline; however, you need to be connected to the Internet the first time you run one of the Microsoft 365 apps so that the “Activation“ process can be completed. After that, you only have to connect to the Internet at least once every 30 days to check the subscription status. If your computer is offline for more than 30 days, Microsoft 365 enters Reduced Functionality mode until the next time you connect to the Internet.

What is Reduced Functionality mode?

In Reduced Functionality mode, you can open, view and print your existing Office files, but you can’t use most of the other features of Microsoft 365 apps for enterprise. You will not be able to install new instances of Microsoft 365 apps for enterprise, and you will not be able to create, save, or edit files.

What happens when I leave McGill? Will I still be able to use the Microsoft 365 applications?

For students: There is a six-month grace period after you graduate or leave the University; once that time is up, the software will enter a state of reduced functionality.

For faculty and staff members: When you leave the University, you are given a 1-month grace period, after which your Microsoft 365 apps for enterprise license expires, and the software enters a state of reduced functionality (read-only mode). However, an exception is made for non-retiring teaching faculty, who will be given a 12-month grace period to cover the time between academic appointments.

You will be notified by email approximately one month before the license expires.

I'm currently between jobs at McGill, and my status has changed in Banner. Will I lose access to the Microsoft 365 applications?

Due to the licensing agreement with Microsoft, only active, salaried McGill faculty and staff and retired Professors Emeriti are eligible to use Microsoft 365 apps for enterprise. Therefore, you will lose your access temporarily if you lose that eligibility status in Banner. You will regain access to the software when you are appointed to another position within McGill.

What if I use up my five allotted installs?

In the Microsoft 365 portal, you can deactivate existing Office installations (e.g., on computers you re-imaged or are no longer using). See Managing activated installations for more information on licensing.

To manage your installations:

    1. Click on the user’s account management icon (top right circle with initials or photo) in the Microsoft Office 365 portal.
    2. Click Display account.
    3. Click the Peripheral button to view which peripherals are using a license and disable one or more pieces of equipment to reclaim licenses to be used elsewhere.

I'm a registered McGill student but I can't download the software. What's going on?

If you just recently registered, you may have to wait up to 24 hours before you can download the software. If after 24 hours you still cannot download the software, please contact the IT Service Desk.

If I recently purchased Office and will now also be eligible for Microsoft 365 apps for enterprise, will I receive any credit or compensation?

No. However, depending on which consumer version of Office you purchased, it may come with additional features that you may find beneficial.

FAQs about features of Microsoft 365 apps for enterprise

What’s included/not included?

Note: Additional features of Microsoft 365 may be made available in the future; see Office 365 @ McGill on the IT Services website for details.

Can I use OneDrive with my Microsoft 365 apps?

Microsoft OneDrive is a cloud file storage component of Microsoft 365, which is available to students, faculty, and staff members with active McGill credentials (first.last@mail.mcgill.ca). Your Microsoft 365 apps for enterprise applications allow you to save files to OneDrive and access them directly from the cloud or your local drive (if it is synced to McGill's OneDrive in the cloud).

IMPORTANT: New OneDrive storage capacity starting May 31st 2024

On May 31st, 2024, OneDrive storage capacity for all students, will be adjusted to 20GB, to comply with Microsoft’s new Storage quota for its educational sector clients.

If you are a McGill student, please verify your current storage using the instructions in this article: How to check file storage usage in OneDrive.

If your current storage exceeds 20GB, empty the recycle bin, remove shared items and application installers. Move older, unused files and large files such as videos, PowerPoint presentations or picture libraries, off your OneDrive, to another location right away so you are ready for May 31st storage space reduction.

The OneDrive storage provided to staff or faculty members will not be affected.

More details about this initiative can be found in this announcement on the ITS website.

warning

WARNING:

If you also have a OneDrive personal account, we advise using it with a non-McGill email address (Gmail, Yahoo, etc.). Your McGill email address should be used to sign into McGill's OneDrive for Business account.

Can I use add-ins, such as Grammarly, with the Microsoft 365 apps?

The Add-in store is not available; however, you may be able to obtain the plug-ins directly from the vendors:
Grammarly : https://www.grammarly.com/
Mendeley Cite : https://www.mendeley.com/reference-management/mendeley-desktop

Please note : IT does not support add-ins for Microsoft Office products.

Important : All cloud solutions, including Office Add-in used at McGill, must comply with McGill's Cloud Directive and be vetted and approved through the Cloud service acquisition process. At this time, add-ins in Office are not yet available. All cloud solutions used at McGill must comply with McGill's Cloud Directive and be vetted and approved through the Cloud service acquisition process.

How do I set up Outlook to access my McGill Email?

Find more at Index of setup instructions for McGill email.

Why did McGill choose to go with Office instead of another software package?

Because McGill University has a campus-wide licensing agreement with Microsoft for all faculty and staff, we can offer the Student Advantage program at no additional cost.

 

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