Summary

From the inception of Microsoft 365 (then known as Office 365) in 2013, the username used to log into the service has been the same as a user’s primary email address. This username is solely utilized by services that leverage Microsoft 365 for authentication and does not align with the usernames utilized by other cloud services. This mismatch leads to multiple challenges.

Microsoft 365 now supports separating the username from the primary email address. The M365 and Active Directory teams propose to resolve this inconsistency by pivoting to use the Institutional Identifier (IID) for M365/Entra ID authentication while leaving users’ primary email address unchanged. This change will ensure a single, consistent cloud identity regardless of service or authentication method, and permit easier integration between existing and future offerings.

Key Terms

Institutional Identifier (IID) - This is an identifier in the format <eid>@eid.utexas.edu, designed for use with cloud-based services whose usernames are e-mail addresses. (adapted from https://iamservices.utexas.edu/?glossary=iid)

Primary Email Address - This is the Microsoft 365 address that messages a user sends will appear to originate from.

Username - In Microsoft 365, this is the identifier used when logging into the account.

Goals

The project team will consider the project to be complete if, at the conclusion of this project, the following goals have been achieved:

  1. For all active, eligible Microsoft 365 users, usernames are set to IIDs (<EID>@eid.utexas.edu).

  2. The Microsoft 365 and Entra ID platforms are in better alignment with – and can better support – strategic University technology priorities.

Project Timeline and Updates

June 2025

May 2025

April 2025

  • 28 April - Distributed survey to all pilot participants

  • 25 April - Deployment schedule distributed to campus IT support staff

  • 25 April - Change applied to Batch 6 pilot participants (35 users)

  • 22 April - IT community town hall, overview of deployment schedule

  • 18 April - Change notification sent to Batch 6 pilot participants

  • 18 April - Change applied to Batch 5 pilot participants (163 users)

  • 11 April - Change notification sent to Batch 5 pilot participants

  • 11 April - Change applied to Batch 4 pilot participants (80 users)

  • 9 April - Provided project update to IT Leadership Council (ITLC)

  • 4 April - Change notification sent to Batch 4 pilot participants

  • 4 April - Change applied to Batch 3 pilot participants (35 users)

March 2025

  • 28 March - Change notification sent to Batch 3 pilot participants

  • 18 March - Pilot expansion announced to campus

  • 14 March - Change applied to Batch 2 pilot participants (218 users)

  • 7 March - Change notification sent to Batch 2 pilot participants

February 2025

  • 27 February - Change applied to Batch 1 pilot participants (140 users)

  • 20 February - Change notification sent to Batch 1 pilot participants

  • 18 February - List of initial pilot participants due to project team

  • 6 February - Pilot announced to campus

January 2025

  • 31 January - Final check-in with Microsoft technical resources

  • 14 January - Project Kickoff

Rollout Schedule

Based on feedback from the campus IT community, rollout of username changes to all Microsoft 365-eligible users will occur in three main stages. Each user will receive a series of 3 change notifications sent from help@utexas.edu at the following intervals:

  • 14 days prior to the username change

  • 7 days prior to the username change

  • 1 day prior to the user name change

Rollout Group 1 (16 May)

  • Faculty, staff, and affiliates in the following colleges/schools/units:

    • College of Education

    • College of Liberal Arts

    • College of Natural Sciences

    • Dell Medical School

    • Graduate School

    • School of Civic Leadership

    • School of Social Work

    • Undergraduate College

    • Faculty, staff, and affiliates with no departmental affiliation in Workday

  • Current students with the following classifications:

    • Freshman

    • Sophomore

    • Law Student

    • Professional Sequence

    • Students with no classification

Rollout Group 2 (23 May)

  • Faculty, staff, and affiliates in the following colleges/schools/units:

    • Cockrell School of Engineering*

    • College of Fine Arts

    • College of Pharmacy

    • Financial and Administrative Services

    • John A and Katherine G Jackson School of Geosciences

    • Lyndon B Johnson School of Public Affairs

    • Moody College of Communication

    • Office of the Executive Vice President and Provost

    • Red McCombs School of Business

    • School of Architecture

    • School of Information

    • School of Law

    • School of Nursing

*Except for the Center for Space Research, moving in Rollout Group 4

  • Current students with the following classification:

    • Junior

Rollout Group 3 (30 May)

  • Faculty, staff, and affiliates in the following colleges/schools/units:

    • Governmental Affairs and Initiatives

    • Intercollegiate Athletics

    • Office of the President

    • Office of the Vice President for Legal Affairs

    • Office of the Vice President for Research

    • Office of the Vice President for Student Affairs

    • University Development Office

    • University Marketing and Communications

    • VP for Business Strategies

    • Faculty, staff, and affiliates with multiple departmental affiliations in Workday

  • Current students with the following classifications:

    • Senior*

    • Graduate Student*

*Except for spring graduates. Spring graduates returning in the fall will have username changes applied during the Fall '25 semester.

Rollout Group 4 (6 June)

  • Faculty, staff, and affiliates in the Center for Space Research

  • Any student, faculty, staff, or affiliate not captured in prior rollout groups*

*Except for spring graduates. Spring graduates returning in the fall will have username changes applied during the Fall '25 semester.

Additional Information

This page summarizes the IID in Microsoft 365 project. Check back here for project updates!