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The following details Alumni eligibility for licences for Microsoft 365 products.
Alumni who have no other active association with UCL are eligible for access to email only. Any other Microsoft 365 online services and data, such as OneDrive, will no longer be accessible by alumni from their UCL account. If access to data needs to be retained, steps as detailed below must be taken before the student leaves UCL to ensure that data is not deleted.
Alumni who have another current staff or student association with UCL are not affected .
What services are Alumni eligible for?
Alumni are eligible for email accounts, as detailed on the Alumni support pages. This includes their Microsoft To Do, contact and calendar data.
Alumni who have no other active association with UCL are not eligible for other Microsoft 365 online services and data. This means:
- Alumni will not be able to access data held within Microsoft 365, with the exception of email and calendar data
- Alumni who have installed Office for Windows/Mac or Office Mobile as part of UCL's Microsoft 365 Apps for Enterprise offering will experience reduced functionality
- Unlicensed product notifications will pop up within applications such as Word and Excel until they activate a Microsoft 365 subscription.
What action do I need to take?
There will be no change to the email provision for alumni, therefore no action is required.
OneDrive
Move any personal documents from your UCL-provided OneDrive, to a location that you manage. This could be a local drive on a device you own, a USB drive or a personal cloud storage account.
Microsoft Teams and SharePoint
For any Microsoft Teams or SharePoint sites that you are an owner of, you should transfer ownership to another UCL student or member of staff:
- Add an owner to a Microsoft Team (Microsoft page)
- Add an owner to a SharePoint site (Microsoft page)
Microsoft Stream
Files within Stream (on SharePoint) should be dealt with in the same way as any other files within OneDrive, as above.
Note that any files which were located within Stream (Classic) (these have a URL beginning web.microsoftstream.com) will have been migrated to Stream (on SharePoint) and should be dealt with as above.
Word, Excel and PowerPoint
Any Word, Excel and PowerPoint files that are stored on your UCL provided OneDrive will need to be moved to a location that you manage, see OneDrive above.
If you have installed Office for Windows/Mac or Office Mobile as part of UCL's Microsoft 365 Apps for Enterprise offering, you will experience reduced functionality. Unlicensed product notifications will pop up within applications such as Word and Excel until you activate a Microsoft 365 subscription.
OneNote
You will need to move any OneNote content stored on your UCL OneDrive to another location that you manage.
Microsoft Forms
For any Microsoft Forms that you are an owner of, you need to transfer the ownership to a group (Microsoft page).
Microsoft Planner
For any Planner Plans that you are an owner of, you need to transfer ownership to another UCL student or member of staff, so that any changes to access that are needed in the future can be made.
If the Plan is connected to a Team, follow the Microsoft instructions to Add an owner to a Microsoft Team.
If the Plan is not connected to a Team, an owner will need to be added from within Outlook to the group which is associated with the plan. Follow Microsoft's instructions on adding a member to a group. You will need to ensure that you select the owner privilege to ensure that any access changes that may be needed in the future can be actioned.
Sway
Sways which need to be retained should be shared with the relevent UCL student or member of staff.