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Office 365 Free for eligible students, staff and faculty!

All current SFU students, staff, and faculty are eligible to receive Office 365.

"Students" includes both graduate students (as defined by the Dean of Graduate Studies) as well as undergrads enrolled in a degree granting course (as defined by the SFU Student Services Department). At this time, Continuing Studies students are not eligible.

Office 365 Features

  • PowerPoint, Word, and Excel for both Mac and Windows
  • Five installations on any of the following devices: desktop computer, notebook, tablet, Android, and iOS device.
  • A Cloud version of Office that runs through a browser, maintaining an identical look and feel to the standard software.
  • A terabyte of file storage within the Cloud, which comes in the form of a personal SharePoint website.

Great news!  Where do I sign up?

To get started, enter the SFU sign up page to proceed with the installation process.

Step 1:  Check Eligibility

SFU will confirm your eligibility following the login process. 

 

Step 2:  Agreement to Terms

Congratulations you are eligible!  You will be required to agree to the terms and conditions for use.  Microsoft requires the university to disclose your first and last name, as well as an SFU email address.

 

Step 3:  Download Office 365

Almost there!  After giving consent to disclose your first name, last name and email address to Microsoft along with agreeing to comply with the rules regarding Office 365 usage, you will receive an email in SFU Connect confirming your account creation with a temporary password provided.  This email will contain a link to "https://portal.office.com" with your logon ID and password. Please be sure to open the "portal.office.com" link in a 100% new browser session. Incognito mode, or a different browser entirely is highly recommended (for example, if you recieve the email in Chrome, please open the portal.office.com link in Firefox). This is important to avoid collisions with existing Microsoft Live sessions!

How is SFU involved?

Microsoft has provided Office 365 free to eligible students, faculty and staff.  SFU retains the following ownership responsibilities:

  • Limits access to the cloud-based storage and services only for eligible users
  • Provide 30 day termination notification to users who no longer meet the eligibility criteria.
  • Retention of rights to files or information within the storage space provided (OneDrive), in exactly the same manner as files stored on a conventional SFU file server.
  • Enforcing the SFU General Policies regarding the use of information, IT resources, discipline, and ethical behaviour of the SFU Office 365 tenant.

How do I report any technical issues?

Since the installation of software is on a personal device, any issues accessing or installing the Office 365 package or issues concerning the SharePoint site provided should only be addressed with Microsoft and not SFU.

Support Webpage link: Contact Office 365 Support

Canadian Call Support (24 hours) 1-800-865-9408

Best Practices for Students on Office 365

As a safety measure, students should adhere to the following rules regarding security concerns:

  • Students must not share any personal or private information about themselves to Microsoft that they wouldn’t want anyone else to see
  • Furthermore, students should not use the same password on Office 365 that they use for their SFU computing ID. 

Best Practices for SFU Employees on Office 365

Since MS Office is used to conduct administrative or operational business through tools such as Word documents or Excel spreadsheets, you must not use the Office 365 cloud version or Microsoft “OneDrive” storage space for these activities. University records contain personal and confidential information, which makes it ILLEGAL for employees to store them in the Microsoft cloud servers which are located outside of Canada.

Since the main file storage “OneDrive” resides in the Microsoft cloud servers in the United States, the Patriot Act enables the U.S. government to examine any suspicious files on the devices that exist on American soil at any time. This condition is similar to the security measures relative to any files placed within Google or Dropbox.

Unauthorized disclosure and storage of personal information outside of Canada is an offense under the BC Freedom of Information and Protection of Privacy Act.  SFU and any individual employee are liable to investigation and potential fines if any personal information is disclosed or stored inappropriately.

For this reason, employees conducting University business must only use Office 365 installed on a local device; and, University records must only be stored on University shared drives or servers, not on Microsoft’s “OneDrive.  Examples include:

  • Records containing personal information
  • Records containing advice and recommendations for the University
  • Records containing information subject to solicitor-client privilege
  • Records which disclose anything to harm the University’s financial and economic interests
  • Records which disclose anything that harms third party business interests

Employees must agree to the following Office restrictions upon access and installation:

1.       The software must be downloaded and used on a local device; and,

2.       Employees are not permitted to use the MS Office cloud version nor the MS Office cloud storage service for any and all University business

How long can I use Office 365?

Office access will continue to be available as long as the user is a current student, staff, or faculty member.

Once the user is no longer eligible in this manner, their login ID becomes invalid for the installed software on their device.

Under the terms of Microsoft’s License Agreement, you are obligated to uninstall Office 365 when you are no longer eligible to receive Office 365 free.  SFU retains the rights to limit access to cloud based storage (e.g. OneDrive) to current staff, students, and faculty.

Any files that aren’t removed from OneDrive by the end of the 30 day notice will be subsequently deleted from the server.

In the unlikely event that SFU discontinues to purchase the license from Microsoft, Office access will be cancelled.

 

What if I am not eligible?

As mentioned previously, the University's campus agreement covers current students, as well as current full-time continuing staff and faculty. The additional cost for covering the entire University community including retirees and professors emeritus is prohibitive. These are the terms of our agreement with the vendor, and they are not negotiable. We apologize for any inconvenience.

If your department needs to collaborate with you, it will be necessary for you to make arrangements to purchase the software, or to use the software on a computer physically located on campus. However, your status with the University as a retiree or emeritus professor also entitles you to education pricing directly from Microsoft. For more info click here.

Helpful Resources

Download & Installation Guide:

YouTube tutorials:

Lynda.com Training Video Tutorials and Certifications: