Access to Office 365 email and applications by audience

Audience Type of licence* Access to Office 365 email Access to O365 applications  When does access to O365 expire?
Undergraduate and graduate students

A3

Yes

Yes, except for:

  • Office 365 Skype for Business
  • Office 365 SharePoint

Some other applications are not enabled for the Waterloo tenant

Includes Microsoft 365 Apps (formerly Office 365 ProPlus) desktop download

  • Approximately 16 months after last registered term
  • An email notification will be sent to you 30 days prior to expiration
  • Students that graduate will retain email

Faculty and staff

(includes full- and part-time staff, not casual)

A3

Yes

Yes, except for:

  • Office 365 Skype for Business*
  • Office 365 SharePoint*

Some other applications are not enabled for the Waterloo tenant

Includes Microsoft 365 Apps (formerly Office 365 ProPlus) desktop download

*IST provides on-campus versions of these tools.

Staff and/or faculty who do not teach academic courses, and are no longer employees in Workday lose their license as soon as their status changes in Workday.

Faculty and/or instructors who are registered as teaching one or more courses in Quest, and are no longer employees in Workday:

  • Account changes from A3 to A1
  • Retain A1 license for the last term they taught, and and three terms thereafter
  • Account then expires unless individual is an alumni, current student, or account is sponsored

Other employee

(e.g. sponsored visitors/guests, high school co-op students)

A1

Yes

  • Web-based access to available apps
  • Does not include Microsoft 365 Apps (formerly Office 365 ProPlus) desktop download

By request

Alumni (recent)

A1 - mail and calendar only 

Yes

  • Older accounts may still be on Mailservices

No

Email is currently retained indefinitely

Retired faculty and staff

A1-mail and calendar only (department permission required)

Yes (department permission required)

No

By request via RT

Service or Shared mailbox

Depends on use case, please contact your department or faculty IST Account rep for assistance

Yes Varies

By request via RT

*Licence details

Licence Description Applications OneDrive Email and calendar
A1-mail and calendar only  Email and calendar only  None  None  Yes
A1 Online version of Office with email, calendar, OneDrive, Microsoft Teams, and other web apps

All apps are accessible via the web, only

Does not includes Microsoft 365 Apps (formerly Office 365 ProPlus) desktop download

Available apps will change over time

  • Log in to see available apps

1 TB of storage Yes
A3 All the features in A1, plus full access to Microsoft 365 Apps (formerly Office 365 ProPlus) desktop download

Includes Microsoft 365 Apps (formerly Office 365 ProPlus) desktop download

Available apps will change over time

  • Log in to see apps available

Employee A3 licence (not students) includes Audio Conferencing in Teams, which provides a dial-in conference number for all Teams meetings created by the user

5 TB of storage Yes

About the global address list (GAL)

  • Employees will see other employees (unless intentionally hidden). There will be a list with first name/last name that can be searched by first name, unless account is hidden.
  • Students cannot see other students (email, calendar). They will need to know the email address of the person they are looking for, to contact them or schedule meetings with them. For file-sharing, they can enter a name to search and will see a list of names, unless the name is hidden.
  • Employees (including Faculty) cannot find other students (email, calendar). They will need to know the email address of the person they are looking for, to contact them or schedule meetings with them. For file-sharing, they can enter a name to search and will see a list of names, unless the name is hidden.
  • Students cannot see Faculty or Staff (email, calendar). They will need to know the email address of the person they are looking for, to contact them or schedule meetings with them. For file-sharing, they can enter a name to search and will see a list of names, unless the name is hidden.

Calendar viewing 

  • Students can see free/busy information in other students calendars 

    • They will have to know the person’s email address, to see free/busy info from their calendar 

  • Employees can see free/busy information in other employees calendars unless set otherwise by the employee

    • Employees can search for other employees in the GAL (as noted above) 

  • Students cannot see employees' free/busy information in their calendars, by default 

    • Individual employees can adjust their calendar permissions to allow specific students to see their free/busy info in their calendar 

      • The student(s) will have to know the employee's email address, to see this free/busy info, once access is granted

Additional information

Visit our Office 365 website to learn more.