Microsoft Office 365 Available For Students, Faculty and Staff

O365 headerAll faculty, staff and students receive an account for an email and collaboration suite called Office 365, a hosted email system provided by Microsoft.  The system's features include:

  • Email storage of 50 GB per account
  • OneDrive online data storage of 1 TB per account
  • Enhanced spam filtering and malware protection
  • Access to email and storage from anywhere using your MSU Denver login
  • Downloadable MS Office Suite
  • Mobile Apps for Word, Excel, Powerpoint, and OneNote

 Frequently Asked Questions about Office 365

 Additional information for setting up email clients (Outlook (PC/MAC), Mac Mail, etc.)


WHAT IS OFFICE 365?

Office 365 provides MSU Denver staff, faculty, and students with email, online document editing and storage, and access to the Office Web Apps. In addition, all students, faculty and staff receive five FREE copies of Microsoft Office for Windows and Mac or personal use at no additional cost.

Currently the following Office 365 applications are available:

  Faculty & Staff  Students
 Outlook (email)  Outlook (email)
 OneDrive for Business  OneDrive for Business     
 Groups  Groups
 Skype for Business Skype for Business
 Delve  Yammer
 SharePoint - MySites only       Delve
 Video  Video

EMAIL, CALENDAR, AND CONTACTS

Students / Faculty / Staff

Use business-class email through a rich and familiar Outlook experience you can access from your mobile device, desktop client, or web browser. 

  • 50 GB dedicated email quota
  • Exchange-based email, calendar, and contacts
  • Better integration with Outlook 
  • Calendar Sharing with Faculty and Staff 

Follow these steps to access your email account:

1. Go to the Student Hub.

2. Click the 'Email' link.

3. The MSU Denver single sign-on page will display.

Single Sign-On Page

‌2. Enter your NetID and password and click the 'LOGIN' button.‌


3. Beneath 'Collaborate with Office Online', click the square that says 'Outlook'.

‌4. The email system will load as above.  If you are prompted, select a language and time zone.

second login

‌5. You are now in the email system.

ONEDRIVE FOR BUSINESS

Students / Faculty / Staff

 Store documents and photos online so they can be accessed from any Internet-connected computer and be shared with others.​ 

  • Unlimited password-protected online storage
  • Create private, shared, and public folders
  • Deleted items go into the recycle bin, where they stay until they’re automatically removed 90 days later. During the 90-day period, you can remove files from the recycle bin to free up storage space or restore items to their original location if you’ve accidentally deleted them.  Once a file has been removed from the recycle bin, it can no longer be recovered.

Syncing OneDrive for Business to your computer

Share Documents and folders in onedrive for business

OneDrive for Business and SharePoint Best Practices


 

Install the OneDrive for Business Client for Windows
(Skip these install instructions if you have Office 2013 since it installs the OneDrive for Business client. Ideally, make sure you have SP1 for Office 2013 installed first, then proceed to the client setup instructions. If you already have the SkyDrive Pro client installed on your workstation as part of Office 2013, do not attempt to manually download and install the OneDrive for Business client since that has been known to cause problems. It is OK if you see the term SkyDrive Pro rather than OneDrive for Business in some places.)

 1. Navigate to https://support.microsoft.com/en-us/kb/2903984/en-us and look for the English version of the OneDrive for Business Sync Client Installer. If you are running 32-bit Windows OR if you have any 32-bit component of Microsoft Office already installed (typical), then you must select the x86 version. If you are unsure and select the wrong one, do not be concerned. The setup wizard will not let you install an incompatible version.

 

2. A message like the one of the following will appear. Either click Run or click Save file to save the file and then run it to start the setup process:

Image of run or save window.Image of save file window.

3.  During the process, you may see several screens:

Image of welcome to office window.

Image of office screen. 

6. Click All done.

Sync Your Files and Folders

1. Sign into your Office 365 online account, and navigate to OneDrive, then click on Sync at the top of the page.

 image of sync location in office 365

2. At the Prompt, click Sync now to open the sync wizard.

image of the sync now location.

The wizard automatically fills in the name and web address of your OneDrive for Business library. You can change these values if desired, but it is best to accept the default folder:

Image of what library you want to sync.


3. Click on Sync Now.

 

4. You may be prompted for login information. You can click Show my files... in the wizard to open the synced OneDrive for Business library folder in Windows Explorer. The folder is listed in your Favorites with the name "OneDrive for Business."

Syncing OneDrive for Business to Your Mac Computer

(Microsoft OneDrive for Business App for Mac is a Preview (Beta) product which means there may be bugs or errors that come up. Please report any issues to ITS so we can communicate them to Microsoft.  You must be running iOS 10.9 (Mavericks) or higher.)

 


1. Navigate to http://www.microsoft.com/en-us/download/details.aspx?id=45519.

 

2. Click Download.

Image for downloading OneDrive mac client.3. Navigate to your Download folder.

 

4. Double-click the file named OneDriveForBusinessMacPreview.dmg.

 


5. Double-click the OneDrive for Business Installer.pkg file.

 

Image for OneDrive installer

6. Install using the default options, click Close then the installation is complete.

Sync your files and folders:

 

1. Navigate to the Application Folder, double-click the OneDrive for Business app.

 

image of applications folder.

2. On the Welcome screen, click Get Started, enter your Username (username@msudenver.edu), enter your Password, and click Sign In.

 

image of username and password.

3. Select your options and click Choose OneDrive for Business Folder Location. Your folder (username@msudenver.edu) is the default. Click Next.

 

4. Click the OneDriveBusiness folder in the Finder Window to open.

iamge of onedrive folder in finder window.

 

Key usage and differences between OneDrive for Business and Sharepoint.

Best Practices for OneDrive For Business
 
  • OneDrive for Business is the equivalent of a personal file share.  It is a document library.
  • Use for personal, ad-hoc, and local collaboration.
  • Has no content types, site columns, etc. by default.
  • Owned by an individual by default.  Files are private by default until explicitly shared.
  • Deleting users means deleting their document library after 14 days -- processes for reviewing, retaining, or deleting content when de-provisioning users need to be established.  Disabling an account in AD does not delete the user’s profile and My Site.
  • Out of the box tools are limited – no global enforcement of rules, no enabling/disabling of access, no global policy enforcement, etc.  Third party tools recommended.
Advantages of Sharepoint Sites
 
  • SharePoint sites are team based, more robust, and better governed: the preferred option for valuable documents, structured collaboration or formal document management.
  • Documents retain file taxonomy when synced.
  • Multiple document libraries within a hierarchy of multiple sites, allows for setting up of inherited permissions instead of setting granular permissions for files.
  • Site templates available, allowing setups for specific collaboration scenarios, e.g. team sites, records management sites, community sites, blogs, wikis, etc.
  • SharePoint sites have other features such as tasks, calendars, lists, web parts, business intelligence, etc.
  • SharePoint sites and their document libraries live independently of users.
When to Save Files To OneDrive For Business or SharePoint
 
  • ­­­ Save files to OneDrive for Business:
    • You do not plan to share the file with anyone else.
    • The lifecycle of the file is limited: If a user is collecting reference information or working on a draft that will not be shared.
    • There is no logical place for the file on SharePoint: If there is no site for the file to live in SharePoint, then sharing it from OneDrive for Business makes the most sense.
    • Unlimited storage, maximum file upload limit of 10 GB, sync limit of 20,000 files.

     

  • Save files to SharePoint:
    • A logical place to find files by department, project or function: Many companies create SharePoint Sites based on department or function where users can expect to find the respective content.
    • Used for ongoing projects: You want users to recognize the document as being relevant to an ongoing project.
    • Simplified Security: Permissions assigned at the site level rather than at the individual document level. This approach is a much simpler way to manage the security of files. Of course, there will be some libraries that have restricted access.
    • You do not want documents tied to an individual user: If the majority of files are in a user's OneDrive, what happens when the user leaves the company? Either you have to keep that license active or migrate all of the files to another locations.
    • o     Limited storage (1 TB total size per Site Collection online), maximum file upload limit of 2 GB.

Groups

A Group in Office 365 is a shared workspace for email, conversations, files, and calendar events where group members can conveniently collaborate and quickly get work done. If you would like ITS to create a Group for you, please fill out the Office 365 Group Request .
If you would like to learn how to use the Groups tool, check out the following helpful information on the Microsoft support site:


OFFICE WEB APPS

Students / Faculty / Staff    

Office Web Apps are touch-friendly web applications that let you create, edit and share your Word, Excel, PowerPoint and OneNote files from any browser.
Additional information is available on Microsoft's website.

Image of Microsoft products

The screenshots and steps provided in this tutorial may not be exactly the same as your phones depending on the model and operating system version of your device.

 

Select the "Settings" icon
Select the "Mail, Contacts, Calendars" icon
Select “Add Account”
Select "Exchange"

Enter in your full MSU Denver email address
(username@msudenver.edu) and your password.
The Description can be whatever you wish this
account to be listed as and then select next

Make sure the email has your full msudenver
email, the server is set to “outlook.office365.com”
without quotes and change the username to be
your full MSU Denver email address as well
(username@msudenver.edu)
Select the options you wish to Sync, and click "Save"
Your account should be listed in your accounts now,
and you can access your mail through the mail app

 

Your account is now set up and you should receive emails in your account within the next 15 minutes. 

The screenshots and steps provided in this tutorial may not be exactly the same as your phone's depending on the model and version of Android you are running.

Enter your phone settings and go to "Accounts"
Select "Corporate" or "Exchange" account

Enter in your full MSU Denver email address
(Username@msudenver.edu)

Enter in your account information. The server
will be outlook.office365.com, while your
username will be your full MSU Denver email
(Username@msudenver.edu) Your password
will be your NetID Computer Lab Password.
If it is not already, make sure SSL is selected
or enabled as well

Your phone may prompt you to provide additional
control to the Mail App. Read over the requested
permissions carefully and accept
It will ask you for more information on how you
wish to handle this account. All of this is optional
depending on how you want to set it up

 

Your account is now set up and you should receive emails in your account within the next 15 minutes. If you are not getting some of your older email, you may wish to set the “Sync Emails from:” time to farther back, located in account settings under the account.

DOWNLOAD OFFICE 365 APPS

Students / Faculty / Staff

In addition, all students, faculty and staff receive five FREE copies of Microsoft Office for Windows and Mac or personal use at no additional cost.  For download information.


Users are able to download the Microsoft Office suite from their Office 365 account.  Users can have this software active on up to five different devices.

Follow these steps to install the Microsoft Office suite.

1. Go to email.msudenver.edu.

2. Enter your username and password and click 'Sign In'.‌

Screenshot of office 365 download instructions‌‌

3. The Office 365 login page has an option to "Install office on more devices".  Click on the 'Install' button.

   Note:  If you are not brought to the page above, you can still find it in the 'Office 365 settings' section of the Gear menu in the upper-right corner of the window.‌

 

4. If prompted to run the application, select 'Run' or 'Yes'.

5. The installer will let you know when the software installation is complete.

   Note for Mac users:  You will be prompted to activate the software the first time you run it.  Use the option "Sign in to an existing Office 365 subscription" and enter your MSU Denver email address and password.

Further Assistance

If you have additional questions, concerns, or need immediate assistance - Please contact the MSU Denver Help Desk


Revised:  March 2015


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