Office 365 is a cloud hosted service provided by Microsoft.

Office 365 is the name Microsoft uses for a cloud based platform of applications, services and storage. The University of Greenwich subscription to Office 365 allows most staff and students to use Microsoft Office apps on a variety of devices, provides storage space via OneDrive for Business and communication via Skype for Business.

In addition to the usual Microsoft Office apps, such as Word, Excel, PowerPoint, OneNote etc. Office 365 also offers additional collaboration and communication tools such as Teams and Yammer (a corporate social networking platform).

Who is it for?

Free Office 365 software is available to:

  • All students, once they have completed the university's registration process.
  • All researchers, once they have completed the university's registration process. 
  • Full-time permanent staff  (affiliate staff are not currently licensed to access Office 365) 

You can use this Office 365 subscription for as long as you are a member of staff or a registered student, or researcher at the University of Greenwich.

Understanding the cloud

Most university members will already be familiar with, and using multiple cloud based services every day. For example, if you use any kind of social media or online data drive, you're already using the cloud.

The cloud refers to software and services that run on the Internet, instead of locally on your computer. Most cloud services can be accessed through a Web browser like Firefox or Google Chrome

Benefits of working on the cloud?

Working on the cloud allows users, and thus companies, to be more efficient and cost effective. Where in the past, people would run applications or programs from software downloaded on a physical computer or server in their building, cloud computing allows people to access the same kinds of applications through the internet. In this instance, instead of using the traditional Office apps on your desktop you can use them online, on the cloud, without installing them to your device.

What is the difference between Office 365 and Office 2016 / 2019?

Office 365 is a subscription service that ensures you always have the most up-to-date modern productivity tools from Microsoft. In this case, the university has a business subscription with Microsoft which enables eligible staff and students to access Office 365 (which includes the latest version of the Office suite, OneDrive for Business file storage, and a growing list of other apps from Microsoft) 

Office 2016 / 2019 is sold as a one-time purchase, which means you pay a single, up-front cost to get Office apps for one computer. One-time purchases are available for both PCs and Macs. However, there are no upgrade options which means if you plan to upgrade to the next major release, you'll have to buy it at full price.

Is Office 365 Secure?

The University of Greenwich, along with many other UK universities have looked at and tested Office 365 to ensure the a suitable level of security.  The Office 365 contract was developed by Microsoft and Jisc, UK higher and further education organisation for digital services and solutions, to address specific needs of HE institutions. Microsoft have achieved a number of security qualifications for Office 365 and supply cloud-based services to the Cabinet Office and NHS. 

All university  members should adhere to our Information Security Policies.

Can I still access Office 365 when I leave the university?

You can use this Office 365 subscription for as long as you are a member of staff or a registered student, or researcher at the University of Greenwich.

Staff

If you are joining another workplace where Office 365 is used then you will be able to reactivate your software using the login details of your new workplace. 

You will still be able to read and print documents, but you won't be able to edit or create new documents or files until you activate your Office software with a new subscription either through a work account or personal account.

Files on your OneDrive for Business that are personal to you should be copied to or stored on suitable media so that you can retain access. Please ensure that you hand over any work files to your line manager or team leader so that the work of the university is not disrupted. If you require advice then please contact the IT Service Desk.

Students

When you complete your studies you will receive an advance email notifying when your account will be deactivated, at which point you will no longer be able to use software or access data in your OneDrive for Business. Important files can be copied to or stored on suitable media in advance to retain access. If you are returning to university as a student or member of staff, please contact the IT Service Desk for further information.

When you complete your studies, any copies of Office that you have installed and activated on personal devices through your university account will have reduced functionality. You will still be able to read and print documents, but you won't be able to edit or create new documents or files until you activate your Office software with a new subscription either through a work account or personal account.

Microsoft offer a range of options for personal licences, find out more on Microsoft's website.