Information Services Division


Microsoft 365 changes

This page will describe the changes to our Microsoft licencing and how this will affect access for UCL staff and students.

UCL licenses all staff and associate staff with Microsoft 365 A5, this includes the following products:

  • Microsoft 365 Pro Plus
  • Windows Upgrade rights
  • Enterprise CAL’s
  • Power BI – is business intelligence tool which allows you to connect and visualise data using the unified, scalable platform and helps you gain deeper data insight.
  • Microsoft 365 – access all the Microsoft apps online from anywhere using your UCL log in details
  • Microsoft bookings – Integrated into your outlook calendar, you can use this app to create and schedule bookings with a streamlined booking experience that captures appointment details and booking requirements.
  • PlannerA simple, visual way to organise teamwork with Kanban boards, workflows, assigning and deadline features.
  • FormsEasily create surveys, quizzes and polls to collect feedback, measure satisfaction, organise team events or quizzes.
  • OnenoteGet organized in notebooks you can divide into sections and pages. Gather your thoughts, then make them even better.
  • OnedriveSave your files and photos and access them from any device, anywhere
  • Minecraft educationa game-based learning platform that promotes creativity, collaboration, and problem-solving.
  • Teams – Collaborate with others online, internally and externally.
  • Audio conferencing – an extension of Teams the audio conferencing system allows users to join the audio portion of calls from anywhere, using a dial-in number.
  • Teams callingto the capability of people to make and receive calls in Microsoft Teams. Microsoft 365 subscriptions including Teams Calling from one Teams app to another Teams app. Making and receiving calls to and from landlines and mobile phones on the public switch telephone network
  • SharePointYou can use it as a secure place to store, organize, share, and access information.

Further products can be found here - https://docs.microsoft.com/en-us/office365/servicedescriptions/office-365-platform-service-description/microsoft-365-education

Further UCL support for these products can be found here;

Common questions and answers, will be added below as more information is available.

What will staff and students have access to from September 2020?

Staff in the ‘All Staff’ and ‘Associate Staff’ groups and students will all be moving on to Microsoft 365 A5. For more detailed information see https://docs.microsoft.com/en-us/office365/servicedescriptions/office-365-platform-service-description/microsoft-365-education.

What will all other staff types have access to from September 2020?

All other staff types will have access to Office 365 A1.

What is the difference between Office 365 A1 and Microsoft 365 A3?

Office 356 A1 means staff with this licence should not be using any staff machines for more than 50% of your working time and will not have access to desktop applications for Office or Office 365 – only Office 365 web apps.

Do I need to install Office 365 and remove Office from staff machines?

Yes. From October 2020 all open access machines must only run Office 365 Device licensing - https://docs.microsoft.com/en-us/deployoffice/overview-licensing-activation-microsoft-365-apps

Do I need to make changes to Office on open access machines

Yes. From October 2020 all open access machines must only run Office 365 Desktop Pro Plus.

Can I still buy a Visio or Project perpetual licence?

No. You will need to purchase an annual licence for this product. This product can be bought now but you need Office 365 installed on your machine as well. This can be purchased via the software database

What version will be available on Desktop @ UCL?

Office 365 will be the default Office application on staff machines. Users will need to log into the machine to use them.

What happens if I have an Office 365 A1 licence? What experience do I get on Desktop @ UCL staff machines?

You will not be able to login to Office on these machines or any machine that has Office 365. You will need to use the Office 365 web apps instead.

What happens if I need the Office 365 desktop apps and I am not a staff member?

You will need to email servicedesk@ucl.ac.uk 

Does this mean the cost of Email and calendar supplied to UCL has changed

No this is still the same cost.

What version of Office 365 do I need to install on Staff machines?

All UCL staff devices need to be installed with Office 365 Shared Computer Activation version of the product, we are still investigating this but Microsoft guidance can be found here - https://docs.microsoft.com/en-us/deployoffice/overview-licensing-activation-microsoft-365-apps

What version of Office 365 do I need to install on lab or shared devices?

All UCL Labs, teaching, lecturer or shared devices need to be installed with Office 365 device based licensing, we are still investigating this but Microsoft guidance can be found here  - https://docs.microsoft.com/en-us/deployoffice/overview-licensing-activation-microsoft-365-apps. For assistance with this email servicedesk@ucl.ac.uk.