Microsoft Licensing and Email Guidelines

Licensing

What is the University’s Microsoft 365 licensing structure?

The University of Toronto’s Microsoft 365 licensing structure offers two primary licensing entitlements: A1 and A3. Please review the Microsoft 365 User Types table to determine which licensing type you fall under. View Microsoft’s Education Plan to determine which products your licensing entitlement grants access to.

Microsoft 365 license entitlements by user type

User type Works at the University? M365 license entitlement
Appointed faculty, librarians and administrative staff Yes A3 (see note 1)
Sessionals and stipendiary Yes A3/A1 (see note 2)
Clinicians/status-only appointments No A1
Teaching assistants Yes (see note 3) A3
Retired faculty, librarians and staff with alumni relationship No A0 (see note 4)
Alumni No A0
Notes
  1. License assigned varies according to need.
  2. Entitlement may be applied and revoked depending on absence duration.
  3. Teaching assistants may obtain A3 from their student roles.
  4. A0 users can retain certain email privileges. Visit the Information Commons website for more information.

How can I purchase 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.

Can I use Microsoft 365 products on my home devices?

If you are a current U of T faculty, librarian or staff member with an appointment of 20 percent or more you can download desktop versions of Microsoft Office on up to five personal machines (Mac or PC). You can also run the Microsoft 365 mobile apps (Word, Excel and PowerPoint) on up to five mobile devices.

To find out which apps are available for download, log into Microsoft 365 through UTmail+ and select ‘My account’ from under your user icon. Click ‘Apps & devices’ to see both mobile and desktop download options.

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 utoronto.ca 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.