Eligibility for Microsoft 365
Who is eligible?
Microsoft 365 at The University of Texas at Austin is available to:
Current Faculty and Staff
Current Students
Affiliated Workers
Visiting Scholars
Current UT System Employees
Future Employees
When is my account created?
Faculty and Staff
Faculty and staff of The University of Texas at Austin are automatically provided with a Microsoft 365 account no later than their first day of employment. When this account is created, you will be notified at the email address you have provided in Workday.
Eligible faculty and staff who did not have an account as of December 2018 may have been exempted from automatic account creation.
If this applies to you, you may request an account by signing into https://www.austin.utexas.edu/Office365Management and using the Create Account feature.
Students
Students of The University of Texas at Austin are automatically provided with a Microsoft 365 account no later than their first day as a current student. When this account is created, you will be notified at the email address you have listed in your student record.
Eligible students who did not have an account as of summer 2022 may have been exempted from automatic account creation.
If this applies to you, you may request an account by signing into https://www.austin.utexas.edu/Office365Management and using the Create Account feature.
Other
Official visitors, affiliated workers, contractors, and individuals in other roles may be eligible for Microsoft 365 if provided for in Workday. These accounts are not automatically created, but if you’re eligible you may request an account by signing into https://www.austin.utexas.edu/Office365Management and using the Create Account feature.
What apps are included?
Microsoft 365 consists of a number of services, some of which are subject to change as University licensing changes and Microsoft adds or modifies their available services. For the most accurate picture of services you have access to, please visit https://www.microsoft365.com/apps.
The below information captures the primary services in the University's instance of Microsoft 365 as of 2025.
| |||
|---|---|---|---|
Communication and Collaboration | |||
Bookings | Y | N | Available upon request |
Y | Y | Y | |
Y | Y | Y | |
Y* | N | N | |
N | |||
Whiteboard | Y | Y | Y |
File Hosting and Intranet | |||
Y | Y | Y | |
Y | Y | Y | |
Y | Y | Y | |
Viva Engage | Y | Y | N |
Productivity | |||
Forms | Y | Y | Y |
Y | N | Y | |
Y | Y | Y | |
Office (Web) | Y | Y | Y |
Lists | Y | Y | Y |
Sway | Y | Y | Y |
Y | Y | Y | |
N | |||
N | |||
Project and Task Management | |||
Y | Y | Y | |
Y | N | N | |
N | |||
N | |||
To-Do | Y | Y | Y |
Business Intelligence | |||
Power BI Premium | N | ||
Power BI Pro | Y | N | Y |
AI and Workflow Automation | |||
Y | Y | Y | |
N | |||
Power Apps | Y | Y | Y |
Power Automate | Y | Y | Y |
*Requires an assigned VoIP number. For more information, please visit Microsoft Teams Phone Calling Service.
How Licensing Works
In the University’s Microsoft 365 environment, three base types of license are available:
Office 365 A5 for faculty
Most faculty and staff are assigned this license and will have access to the products marked Y in the Faculty and Staff (A5) column above.
Office 365 A1 for faculty
For eligible non-students (e.g. employees, visiting scholars, affiliate workers), automation determines who gets which license, generally based on job type or title. In general, the goals of this process are to:
Provide a base level of Microsoft 365 functionality to all faculty, staff, visiting scholars, and affiliated workers.
Assign A5 licenses to those in roles most likely to use the additional features not present in A1.
The following are examples of roles which receive this license level:
Affiliated workers
Visiting scholars
UTemps
Staff in roles classified as "Ancillary Service Titles" and "Engineering, Trades-Crafts, and Labor Titles"
Job titles not generally associated with "knowledge worker" roles (e.g. Lifeguard, Child Care Specialist, Employee of Contractor, Security Guard)
If you’re assigned this license, you will have access to the products marked Y in the Faculty and Staff (A1) column above.
Please contact the UT Service Desk if you have questions about licensing. Requests to upgrade users from A1 to A5 licenses will be considered based on license availability, business need, and whether alternative solutions are available.
Office 365 A5 for students
If your primary affiliation is student, you’re assigned this license and will have access to the products marked Y in the Students (A5) column above.
What happens after I leave the University?
Faculty and Staff
When your employment with the University ends in Workday, you become ineligible for Microsoft 365. In accordance with section 4.1 of the Information Resources Use and Security Policy and UT System UTS165 Standard 4:
You will lose access to your Microsoft 365 email, calendar, and all contents.
You will lose access to any files you have stored in Microsoft 365 services such as OneDrive or SharePoint.
You will receive an email in your official email address listed in Workday notifying you of the above.
Your supervisor will receive an email notifying them that you have become ineligible.
After a waiting period, your Microsoft 365 account and all its contents will be permanently deleted.
Microsoft 365 accounts cannot be kept after leaving the University.
The waiting period before deletion is intended to:
Support business continuity, data preservation, and records retention by a former employee's department
Cover gaps in employee affiliation (e.g. faculty on 9-month appointments)
It is not intended to support individual requests from former employees for copies of data amassed during their time at UT. While the Microsoft 365 administrators may elect to fulfill these requests if policy and resources allow, this is not guaranteed.
It is your responsibility to make copies of any personally owned data stored in Microsoft 365 prior to the end of your access. For instructions on how to do so, please view the How do I save my information? section on this page.
Students
When you become a former student, you become ineligible for Microsoft 365. Currently, former student affiliation is evaluated on the 12th class day of the next long semester after graduating.
If you graduate in the spring, you will become a former student on the 12th class day of the fall semester as listed on the Academic Calendar.
Once this occurs:
You will lose access to your Microsoft 365 email, calendar, and all contents.
You will lose access to any files you have stored in Microsoft 365 services such as OneDrive or SharePoint.
You will receive an email in your official email address listed in your student record notifying you of the above.
After a waiting period, your Microsoft 365 account and all its contents will be permanently deleted.
Microsoft 365 accounts cannot be kept after leaving the University.
The waiting period before deletion is intended to cover common gaps in student affiliation (e.g. students taking a gap year).
It is not intended to support individual requests from former students for copies of data amassed during their time at UT. While the Microsoft 365 administrators may elect to fulfill these requests if policy and resources allow, this is not guaranteed.
It is your responsibility to make copies of any personally owned data stored in Microsoft 365 prior to the end of your access. For instructions on how to do so, please view the How do I save my information? section on this page.
Other
When your affiliation with the University ends, you become ineligible for Microsoft 365. In accordance with section 4.1 of the Information Resources Use and Security Policy and UT System UTS165 Standard 4:
You will lose access to your Microsoft 365 email, calendar, and all contents.
You will lose access to any files you have stored in Microsoft 365 services such as OneDrive or SharePoint.
You will receive an email in your official email address listed on your UT EID notifying you of the above.
After a waiting period, your Microsoft 365 account and all its contents will be permanently deleted.
Microsoft 365 accounts cannot be kept after leaving the University.
The waiting period before deletion is intended to:
Support business continuity, data preservation, and records retention by a former affiliate's department
Cover gaps in affiliation (e.g. affiliated workers with a sporadic affiliation)
It is not intended to support individual requests for copies of data amassed during individuals' time at UT. While the Microsoft 365 administrators may elect to fulfill these requests if policy and resources allow, this is not guaranteed.
It is your responsibility to make copies of any personally owned data stored in Microsoft 365 prior to the end of your access. For instructions on how to do so, please view the How do I save my information? section on this page.
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