Office 365 Upgrade FAQ

Office 365 Upgrade FAQ

Summary

Over the summer of 2022, PCC is upgrading Microsoft Office on all college-owned computers. The upgrade, from Office 2016 Professional to Office 365, will affect both administrative and academic systems.

Below are some common questions related to this transition. If you have questions not addressed in this document, please create an IT Support ticket in TeamDynamix.

Questions

When is the change scheduled?

During the summer of 2022. A gradual roll-out begins May 23, 2022, the week following the end of the Spring semester. When the College-wide upgrade will conclude depends on many factors, so a definitive end date cannot be forecast. However, the goal is to complete the upgrade well before the Fall semester begins.

Why is the change occurring?

The standard version of Microsoft Office Professional in use at the college is 2016, which has passed beyond mainstream support and is currently in extended support. If we want to continue using supported software, we need to upgrade. If we stay with Microsoft Office Professional, the upgrade version would be 2019.

We decided instead to move to Office 365, for numerous reasons. One significant reason was the benefit of not having to do mass upgrades across the college every few years. Another was the fact that Office 365 receives perpetual updates and upgrades so we are always on the latest version of the product—and it is always supported.

We did not move to Office 365 before this because we first had to configure our staff and student accounts to synchronize with Office 365 online, as that is a prerequisite for deploying Office 365.

Does that mean I already have a College-related Office 365 account?

Yes. If you are an active employee or active student, you can go to Office.com and sign in with your Pima email address and the same password you use for MyPima. After doing that, you can use the Office applications online and download Office applications to a personal device, so long as you are on an active contract or are an actively enrolled student.

What if I am neither on an active contract nor an actively enrolled student?

If that is the case, you’ll be assigned an O365 A1 license. With that type of license, you can continue to use the Office applications on the web but not activate downloaded copies of Office 365. If you have already downloaded copies of Office 365 to personal devices, they will no longer function. If your status changes in the future, your license will automatically be upgraded and those limitations removed.

What happens if I leave the College entirely?

If that happens, your College-related Office 365 account is disabled and your access to the applications, both online and downloaded versions, is revoked. Any data you have stored in that account also becomes inaccessible.

Why was I prompted for additional information when I first signed in to Office.com?

A functioning account requires secondary recovery information for each user, including a backup email address and phone number. That phone number is used as part of the multi-factor authentication—when you sign in, it sends a text message to your phone to confirm it’s you who is signing in. You confirm that by entering the code contained in the text message. After you enter the code, you can continue the sign-in process.

How do I download and install Office 365 to my personal device?

Note: This process applies only to personal devices. Neither students nor staff should violate security policies by attempting this on college-owned devices; the upgrade will be performed sometime during the summer of 2022 by authorized IT staff who have the requisite administrator privileges.

To download and install Office 365 on your personal device:
  1. Navigate to Office.com.
  2. Click Sign In, and then enter your Pima email address and password.

Note: The first time you sign in, you should be prompted to confirm or supply an alternate phone number and email address, as described earlier.

  1. In the upper right corner, click the Install Office button like the one shown here.

  1. Follow the on-screen guidance to download and install Office 365 applications on your personal device.
  2. After installation completes, activate Office the first time you run any of the applications by signing in with your Pima email address and password. See the next question.

How do I activate my downloaded copy of Office 365 on my personal device?

The screen you see for activation varies depending on your device. The example shown below is for a Windows PC, where the user downloaded and installed Office 365, and then opened Word. It prompts for the email address during the activation process.

When prompted, enter your Pima email address and then click Next. Follow subsequent dialog box prompts for logging into Office.com, which should result in the copy of Office being activated.

I already had a downloaded copy of Office 365 on my personal device. Do I need to reinstall or reactivate it?

We have seen instances where employees and students could not activate the previously installed copy of Office 365 on their personal device. In these cases, uninstalling and reinstalling resolved the issue. When reinstalling, be sure to sign in to Office.com on the web using your Pima credentials (you may need to first sign out of a personal account) and then use the Install Office button to ensure you’re installing the version corresponding to your College-related account.

How many activations of Office 365 am I allowed?

Pima Community College’s education licensing contract with Microsoft for Office 365 permits five total activations on up to five separate devices. Depending on the number of college-owned devices provided to you (usually one or two devices), you may activate Office 365 on three or four personal devices.

Will I need to activate Office 365 on classroom or instructor station PCs?

No. Classroom computers, instructor stations, computer commons, library PCs, assessment computers, and other front-facing education PCs will be set up with a multi-user shared license Office 365 that does not require activations and does not count towards your five-device activation limit.

Where can I manage my Office 365 activations?

  1. After you sign in, click Install Office and then click Other Install Options as shown here:

  1. After the My Account page opens, click View Apps and Devices.

  1. On the Apps & devices page, click the down arrow next to Devices to expand the list of activated Office 365 installations.

  1. As necessary, click Sign Out for the devices on which you no longer need Office 365 to be activated.

 

Will Access be included with Office 365?

The default installation of Office 365 will not include Access (Microsoft's database management system). If your job role/function requires Access, submit a Software Request ticket to ask that Access be deployed to your system. Note: Access is a Windows-only product; it does not run on Apple devices.

Will I have access to OneDrive?

While OneDrive is included with Office 365, do not store College data in it. Instead, store files in the College-approved cloud storage service: Google Drive.

What should I do if I have issues logging in or accessing my applications and data?

If you have any problems or encounter any error messages, create an IT Support ticket in TeamDynamix.

Details

Article ID: 137377
Created
Wed 4/6/22 9:26 AM
Modified
Tue 6/14/22 1:33 PM