Office 365, Getting Started with Office 365, Sharepoint, OneDrive for Business, OneNote and Bookings

Office 365 is offered to University of Illinois faculty, staff, and students on the Urbana campus. These are the basics of reaching and using assorted applications that come with the service excluding Outlook.

Getting Started 

To start using Office 365, go to https://office.illinois.edu - you will be directed to the Microsoft login page for Office 365. Once you enter your University email address, you will be redirected to the University authentication page. Enter your AD password.

Once logged in to Office 365, you have access to the ever-growing suite of services for Office 365, and to the Office software for download to your machine. Please consult your Department IT Pro before installing Office 365 software on your University-owned computer.

How to install Office 365 Software

Installation Instructions

What is Office 365?

Office 365 is a suite of services and software provided by Microsoft for PCs and Macs . It allows you to use cloud services such as OneDrive for Business and Sharepoint, while also providing Office software for up to 5 PC/Macs, 5 tablets, and 5 mobile devices. Please log in to the Office 365 portal to view your most current count of available devices. 

Office 365 is a full version of Microsoft Office for PC or Mac. It is a distribution service which allows each active Student, Faculty or Staff member at UIUC the right to download and install Office desktop applications on their personal computers and mobile devices for free.

Who is eligible for Office 365 software and services?

Current UIUC faculty, staff, and students are eligible to use Office 365. Retirees and OLLi Scholars not eligible for Office 365 software. Emeritus status does not automatically qualify you for Office 365. If a retiree is performing work for a Department, the Department should assign them an appointment. Please refer to this KB for specifics regarding eligibility: https://answers.uillinois.edu/102999

What is included in Office 365 software?

Some of the software offerings from Office 365 are listed below, but for a full listing, please refer to your Office 365 home page.

Office 365 Online - the current listing of Online Applications can be found by clicking on "All Apps". This list reflects the online applications that come by default in Office 365 Online. Notably Sharepoint, OneDrive for Business, and OneNote.

"Other Installs" will cover what current desktop applications are available as the Office download through Office 365.

Office 365 for PC (Office 2016 base applications) - Word, Excel, PowerPoint, OneNote, Access, Publisher, Outlook, Teams, and InfoPath.

Office 365 for Mac (Office 2016 for Mac base applications)-Word, Excel, PowerPoint, Outlook and Teams

Office Mobile for iPad, iPhone and Android- Word Mobile, Excel Mobile, PowerPoint Mobile, and OneNote and Teams Mobile available as separate download.

How long can I use Office 365 for?

You can use Office 365 until you are no longer enrolled or employed at the University. Eligibility may be re-verified at any time. At expiration, the Office applications enter a reduced-functionality mode, which means documents can be viewed but it is not possible to edit or create new documents. You will be prompted to activate with another account or enter a Product Key. In addition, online services associated with the school email address, for example Office Online and OneDrive, will no longer work.

What happens to my data in OneDrive after I leave the University?

Once your Office 365 license has been removed from your account you will no longer have access to your data. You must copy your data to another location before leaving.

Who manages the OneDrive account provided with this offer?

This account is associated with the school and should be used for personal content, such as homework and schoolwork or personal files if you are staff. Permissions and access can be changed by the school's IT administrator at any time.

How many computers/ devices can I run this subscription on?

You can install Office 365 on 5 PCs or Macs, 5 tablets and 5 mobile devices such as iPhones and Android phones.

What are the System Requirements for Office 365?

The most accurate system requirement information can be view from the Office 365 portal. On the Software page found by clicking Other install, there is a link: Review system requirements to view Microsoft's system requirement documentation.

Is Internet access required for Office 365?

This is the full version of Office, and all are applications are available for offline use. You will need internet access to install, activate and manage your account.

How do I install, deactivate, or check how many computers I have activated?

All of the installation, deactivation, and activation information is provided on the Office 365 page. You can find the Office 365 Install Status page by clicking on the name in top right corner, selecting View Account. The Manage installs link in the Install Status box will help you manage which devices have active installs of Office.

OneDrive for Business Sync Client

How do I set up OneDrive for Business Sync Client?
Microsoft provides set-up instructions and trouble-shooting steps for OneDrive for Business Sync client on the following web-page:

OneDrive for Business Sync Client

If you have an older version of the OneDrive Sync Client, detailed instructions for upgrading can be found here:

Update the OneDrive for Business sync app

Sharepoint and OneDrive for Business Upload Limits

Current upload limit for a single file on OneDrive for Business is 250GB. The quota for storage is currently set at 5TB per user for A5 and 100 GB for A1.
Microsoft maintains information on the current Limitations in OneDrive for Business.
The quota for storage is based upon the Microsoft licensed assigned to your account. People assigned an A1 license have a quota of 100 GB. People assigned an A5 license have a quota of 5 TB. People with A5 licenses who have reached the capacity of their OneDrive storage can email office365@illinois.edu for assistance.

SharePoint on-premise limits are separate from the OneDrive for Business limits.
Please see the following knowledge article for more information about OneDrive for Business:

OneDrive for Business and OneNote file recovery options

Microsoft OneDrive for Business has a few options for recovering deleted files

OneDrive File Recovery Options

Microsoft's OneDrive application has very few options for recovering data. One option is to retrieve items from the OneDrive recycle bin. The other option is to restore your OneDrive contents to a previous time. Both options are detailed in Microsoft support documentation.
OneNote documents in the cloud are saved in the user's OneDrive. In the event a user cannot find their Notebooks, please have the user check their OneDrive and additionally use the options below if they are missing.
Otherwise OneNote notebooks can also be saved Locally into a user's device depending on the App version of OneNote. The user will need to also manually search their own device in the event of lost Notebooks. The OneNote file extension to search for is .one
Instructions for restoring files from the OneDrive recycle bin can be found here.
Instructions for restoring OneDrive to a previous time can be found here.

OneNote Online, How to create a New Notebook

How do I create a New Notebook in my Office 365 OneNote Online?

To create a New Notebook in OneNote Online, using Office 365, use the following instructions:

  1. Log in to Office 365 (http://office.illinois.edu).
  2. Navigate to OneNote by clicking the waffle icon in the upper left.
  3. At the top under Create New click Blank notebook

Microsoft Bookings, Creating or Deleting a Bookings Calendar

Bookings includes a web-based booking calendar and integrates with Outlook to optimize your staff’s calendar and give your customers flexibility to book a time that works best for them

To create a bookings calendar:

  1. Log into the Bookings home page: https://outlook.office.com/bookings/homepage
  2. If creating a Bookings for the first time click the Get Started button, however if you are already part of an existing Bookings or have created a Bookings calendar previously you can create a new Bookings by click the Name Dropdown on the left side of the Bookings you are currently viewing and choosing New Bookings Calendar. 
  3. When naming your Bookings keep in mind that a Bookings entry can be seen and searched for in Teams so avoid using any identifier that would cause confusion with existing users, rooms, or other resources.
  4. Add the services and hours that your calendar will initially support. These can be modified at any time after calendar creation.
  5. When choosing who can book appointments choose the option that works best for the Bookings function. However it is recommended to either use the No self-service or Available to people in your organization so it cannot be seen by the general public.

To delete a bookings calendar:

  1. Log into the Bookings home page: https://outlook.office.com/bookings/homepage
  2. Access the calendar you want to delete
  3. Click on the Bookings Page Tab on the Left
  4. In the middle of the screen it will display your bookings calendar URL: https://outlook.office365.com/owa/calendar/NameOfCalendar@uillinoisedu.onmicrosoft.com/bookings/
  5. Log a TDX ticket to consult@illinois.edu with the URLs of every calendar you need deleted.

Bookings Settings

Adding Staff to Bookings:

  1. Staff > Add new staff. Staff can only be users in our tenant which includes guest users but guests cannot open the booking mailbox.
  2. It is suggested to notify the user that they have been added to a Bookings calendar.
  3. Business hours are optional, set to what is needed for your Bookings.

Services: This tab is used to setup pre-configured meetings with predefined staff. It allows you to set time limits, attendee count, price, location, and custom fields if you need to gather information about your users such as phone number. 

Bookings Page:

This tab is where you configure various administrative settings for your Bookings. Most notably in here is time zone, customer data usage consent and publishing status.

Business information:

This tab allows you to enter basic details about the Bookings calendar, add a logo, link to a Privacy policy and set business hours. 

Microsoft Bookings Frequently Asked Questions: https://docs.microsoft.com/en-us/microsoft-365/bookings/bookings-faq?view=o365-worldwide

Microsoft Bookings Overview: https://docs.microsoft.com/en-us/microsoft-365/bookings/bookings-overview?view=o365-worldwide


Keywords:
Office365, Office 365, Office, Microsoft, Word, Excel, OneNote, OneDrive, Teams, office mobile, size limits, Sharepoint, onedrive for Business, Bookings, 
Doc ID:
55157
Owned by:
Office 365 G. in University of Illinois Technology Services
Created:
2015-08-17
Updated:
2025-04-23
Sites:
University of Illinois Technology Services