Microsoft 365, Licensing and Functionality

A review of Microsoft 365 Licensing and comparison of functionality

**This information was updated for the fiscal year beginning July, 2020. Changes due the new licensing model will happen from July 24, 2020 to July 28, 2020.  

Microsoft 365 Licenses

Microsoft licenses allow users access to Office apps, such as Outlook, Word, and Excel. They also allow access to Microsoft services, such as SharePoint, Teams, Stream, and OneDrive. These Microsoft apps and services allow people to be productive and to collaborate in real-time in many different ways. This year, Microsoft 365 licenses are available in different tiers:
  • A3 for students
  • A1 for faculty and staff
  • A3 for faculty and staff
The licenses will be assigned to users based on the user's classification with the University. 

How Licenses are Assigned

For students, all will receive the A3 for student license. The A3 for Student license is similar in scope to that of the A3 for faculty license. For faculty and staff, Microsoft 365 licenses are assigned based on your employee type as it is recorded by HR. All staff with an employee type of "A", "B", or "P" are assigned an A3 license. Most staff with an employee type of "C" or "D" are assigned an A3 license. There will be some staff with an employee type of "C" or "D" that are assigned an A1 license. This is determined based on the Skill Code assigned to the user. A user with an employee type of "C" or "D" and a Skill Code of "6" or "7" will be assigned an A1 for Faculty license. All of the remaining employee types and all resource accounts will be assigned an A1 license. Additional information about the various employee types can be found on this HR website.

How to Check your License Type

It is easy to find out which license you've been assigned. Use your browser and login to https://office.com. In the upper-right corner, click your icon or photo, then click the "My account" link. Click either "Subscriptions" in the left-side toolbar or the "View subscriptions" link in the main window. This page will show which Microsoft licenses have been assigned to your account.

Comparison of Features

There are some differences between the A1 and A3 licenses that are assigned to faculty and staff accounts. The A3 for Student licenses are similar to the A3 for Faculty.
   A1 for Faculty  A3 for Faculty  A3 for Students
 Office Apps* Outlook
Word
Excel
PowerPoint
OneNote
Outlook
Word
Excel
PowerPoint
OneNote
Publisher (PC only)
Access (PC only)
Outlook
Word
Excel
PowerPoint
OneNote
Publisher (PC only)
Access (PC only)

 Services Exchange
OneDrive
SharePoint
Teams
Sway
Forms
Stream
Flow
Power Apps
Exchange
OneDrive
SharePoint
Teams
Sway
Forms
Stream
Flow
Power Apps
Bookings
Exchange
OneDrive
SharePoint
Teams
Sway
Forms
Stream
Flow
Power Apps

 Personal Cloud Storage  1 TB  5 TB  5 TB
 Office App Installation  No personal installs Install Office desktop apps on up to 5 PCs or Macs
Install Office apps on up to 5 tablets and phones
 Install Office desktop apps on up to 5 PCs or Macs
Install Office apps on up to 5 tablets and phones
 Additional Features Host Teams meeting for up to 250 people
Schedule appointments with Booking
Host Teams meetings for up to 10,000 people
Create calendars with Bookings for appointment scheduling
Access to MyAnalytics
Host Teams meetings for up to 250 people
Schedule appointments with Bookings

*A Note about Office 365 Apps: Everyone will have access to the web-based version of the Office 365 apps. Users with the A3 for Faculty or A3 for Student license will also be able to download and install the desktop version of the Office 365 apps. Departments have the option to use device-based licensing to install the desktop version of the Office 365 apps for users that are assigned an A1 license.

Office Apps and Device-Based Licensing

Device-based licensing allows the Office 365 apps to be activated using a license that was assigned to the device instead of relying on the user having an A3 for Faculty license. This can be a solution for many users that are assigned an A1 for Faculty license but need to have access to the desktop version of the Office apps. It will not matter whether the Office apps are activated via device-based licensing or a user license as the same Office apps will be available to the user, including Publisher and Access on Windows computers. More information about device-based licensing can be found in this Office 365 KB article.

Changing Licenses

After these changes have been implemented you will find that some accounts that previously had an A3 for Faculty license have now been assigned the A1 for Faculty. If a department would prefer to provision an account with the A3 for Faculty license, then an upgrade can be purchased from the WebStore. This offer will cost $65 per user and require a renewal each year. Purchases can be made for a single account or for multiple accounts. During the purchase there will be an opportunity to update a form with NETIDs to indicate which accounts should receive the upgrades. License upgrades will require a C-FOAPAL for payment, so it is suggested that departments make the purchase on behalf of their users.  

What Happens to Desktop Apps

In the event your license is changed to an A1 for Faculty license any Office 365 desktop apps you've previously activated will become inactive. When using inactive Office 365 apps, you will only be able to open existing files. You will not be able to create new files or edit existing files with an inactive Office 365 app. The Office 365 desktop apps will verify your license level whenever your computer is online. When it is detected that your license can no longer activate Office 365 apps, such as Word and PowerPoint, there will be an indication that the product is unlicensed at the top of the app window.
Unlicensed Office 365 app

There will also be a yellow banner underneath the app toolbars. This banner provides a warning and provides links to either activate the desktop app with an account that has an A3 license or use the web-based Office 365 apps at https://office.com.
Yellow banner indicating Office app is inactive

Have Questions

If you have questions about Microsoft Licensing, please contact the support team at office365@illinois.edu








Keywords:Microsoft Office 365 License Download Email Exchange Mailbox Webstore Teams   Doc ID:102999
Owner:Office 3.Group:University of Illinois Technology Services
Created:2020-06-11 14:58 CDTUpdated:2020-06-29 16:20 CDT
Sites:University of Illinois Technology Services
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