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

Alumni (recent)

A1 - mail and calendar only 

Yes

  • Older accounts may still be on Mailservices

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*

  • Microsoft 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

Retired faculty and staff

A1-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

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

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

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. 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.