Microsoft Licensing and Email Guidelines

IMPORTANT NOTICE: The University has transitioned to a new Microsoft 365 licensing model. To learn more about the new licensing model, view the following articles: Toolkit overview and eligibility | Toolkits for staff, faculty, students and other community members. Please reach out to your divisional IT services and support team with questions.

Email Guidelines

Guideline on Access to Email for University of Toronto Employees

Access to technology resources such as email is a privilege offered to University of Toronto employees based on their employment status. When an employee’s employment relationship with the University ends, they are no longer entitled to retain access to University of Toronto email services.

The granting, termination and changing of email access for employees occurs when Human Resources determines eligibility: although ITS performs the technical actions for these processes, email specifications are driven by employment status. As such, determinations about when they should occur will be informed by Human Resources. See: Guideline for Email Accounts for University of Toronto Staff, Faculty and Librarians.

Loss of Email Access Due to Account Abandonment

When an email account is abandoned by an individual, they are no longer considered eligible to use that account. An individual is deemed to have abandoned their account when they have not successfully logged into the account with their UTORid and password over a period of six months. Logging-in means successfully connecting to read messages or confirming that all messages are to be forwarded elsewhere.

Purchasing additional Microsoft 365 products for use at the University

University divisions can request to license applications that are not included in the Microsoft 365 suite. Example requests could include:

  • Access to tools such as Project Online or PowerBI
  • Linking phone numbers to a specific team on Teams

Access to these products requires ordering from Microsoft and assigning the license to the purchaser. To request a specific product, please submit an order through the University’s online Licensed Software Office (LSO). Staff with access to U of T departmental FIS accounts can also make software purchases through uSOURCE.

Please note that the availability of specific software is determined by the University’s vendor agreements. If you are accessing the LSO from outside the U of T network you will be required to use the UTORvpn.