Access to Microsoft 365 email and applications by audience

Audience	Type of licence*	Access to Microsoft 365 email	Access to M365 applications	When does access to M365 expire?

Audience	Type of licence*	Access to Microsoft 365 email	Access to M365 applications	When does access to M365 expire?
Undergraduate and graduate students	A3	Yes	Yes, except for: Microsoft 365 Skype for Business Microsoft 365 SharePoint Some other applications are not enabled for the Waterloo tenant Includes Microsoft 365 Apps (formerly Office 365 ProPlus) desktop download	A3 license expires approximately 16 months after last registered term An email notification will be sent to you 30 days prior to expiration Students who graduate will retain email - see Alumni section below Students who do not graduate will only retain email for approximately 16 months after last registered term
Postdoctoral Fellow	A3	Yes	Yes, except for: Microsoft 365 Skype for Business Microsoft 365 SharePoint Some other applications are not enabled for the Waterloo tenant Includes Microsoft 365 Apps (formerly Office 365 ProPlus) desktop download	A3 license expires approximately 16 months after contract with the University ends An email notification will be sent to you 30 days prior to expiration Postdoctoral Fellows will retain email
Alumni (recent)	A0 - mail and calendar only	Yes	No	Email is currently retained indefinitely
Faculty and staff (includes full- and part-time staff, not casual)	A3	Yes	Yes, except for: Microsoft 365 Skype for Business Some other applications are not enabled for the Waterloo tenant Includes Microsoft 365 Apps (formerly Office 365 ProPlus) desktop download	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
Retired faculty and staff	A0-mail and calendar only Note: If retiree is not receiving regular pension payments, contact helpdesk@uwaterloo.ca to discuss options for keeping account active.	Yes Note: If retiree is not receiving regular pension payments, contact helpdesk@uwaterloo.ca to discuss options for keeping account active.	No	By request via RT/Jira Help Portal
Other (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
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/Jira Help Portal

*Licence details

Licence	Description	Applications	OneDrive	Email and calendar	Mailbox size

Licence

Description

Applications

OneDrive

Email and calendar

Mailbox size

A0 -mail and calendar only

Email and calendar only

None

Yes

50 GB

A1

Online version of Office with email, calendar, OneDrive, Microsoft Teams, and a subset of 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

100 GB of storage

Yes

50 GB

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

100 GB

Shared mailboxes have a mailbox quota of 50 GB

About the global address list (GAL)

Employees will see other employees. There will be a list with first name/last name that can be searched by first name.
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.
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.
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.

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 Microsoft 365 website to learn more.