Office 365 for Students FAQ

  1. Who qualifies for a free Office 365 subscription?
  2. Who is considered an active student for the purposes of Office 365 licensing?
  3. Where can I download the Office 365 software?
  4. Even though I am a student, the site is saying that I am not eligible to download the software. What can I do?
  5. What should I do if Office notifies me that it's running in reduced functionality mode?
  6. How long does the subscription last?
  7. Will there be a notification when the software is about to expire?
  8. How do I renew my Office 365 subscription after it expires?
  9. Does the service come with any cloud storage or email?
  10. How many devices can I install Office 365 on?
  11. Which programs are included and are they compatible across all platforms?
  12. What if I forget my password for my @ubc365.onmicrosoft.com account?
  13. Where can I go to download the mobile Office applications?
  14. How can I download the Mac version when I'm logged in from a Windows machine, or vice versa?
  15. How can I re-download and install Office 365 after reinstalling Windows or OSX?

 

1. Who qualifies for a free Office 365 subscription?

All active students with a valid CWL account.

Staff, Faculty, Continuing Studies students, or students at affiliated colleges are not eligible for the software. However, staff and faculty who are also students may download and use the software if they qualify with the above requirements. A student who graduates, or is no longer an active UBC student, loses his/her legal right to use the software.

 

2. Who is considered an active student for the purposes of Office 365 licensing?

An active student is any student who meets either of the following two criteria:

  • They are registered in senate-approved academic courses in a current or upcoming term
  • They are a graduate student currently on recognized leave, or with a continuing status

Graduate students are able to install Office 365 if they are currently enrolled in any courses in a degree granting program. 

Staff members who are using tuition credit benefit to attend UBC courses also qualify as long as the course is a senate approved academic course and not a Continuing Studies or Adult Learning Course. To install the software, login to download.ubc.ca with the CWL account that is associated with your UBC student ID.

Continuing studies students and students at affiliate colleges are not eligible for the software.

 

3. Where can I download the Office 365 software?

Students can obtain their subscription through our existing download service at download.ubc.ca. Their new subscription will come with a new UBC-specific Office 365 account. Students will use that account to login at portal.microsoftonline.com and download their product. Full installation instructions can be found here.

 

4. Even though I am a student, the site is saying that I am not eligible to download the software. What can I do?

For the vast majority of eligible students, Office 365 will be downloadable with no issues. However, you may receive an error message that says: "This product is available only to certain user groups. To view the eligibility restrictions, click here". Before contacting support, ensure that you are eligible to download Office 365 (who is eligible?). If you are definitely eligible and still can't download the software, contact the UBC IT Help Desk.

Take a look through our knowledge base for more answers to issues that may occur with Office 365 installation.

 

5. What should I do if Office notifies me that it's running in reduced functionality mode?

If Office has been unable to retrieve a valid license from Microsoft's servers for 30 days, Office 365 will enter reduced functionality (read-only) mode. In this mode, you can open Office documents, but you will be unable to make or save changes. In the event this happens to you, simply re-connect your device to the internet and launch Office. Office will then check-in with Microsoft's servers and update the license on your device. If reduced functionality mode persists, your annual license may have expired and you will need to renew it at download.ubc.ca

 

6. How long does the subscription last?

The subscription expires annually and must be renewed on or after the date it was started.

 

7. Will there be a notification when the software is about to expire?

Yes, you should get a notification when a full year has almost gone by. If you have not renewed the software, it will revert to read-only mode where you can still open files but cannot make any changes. The next time you launch the software, it will check-in with Microsoft's servers and update the license on your device.

 

8. How do I renew my Office 365 subscription after it expires?

Your download of Office 365 will expire one year after you installed it on your device. If you are still an active student at UBC, you can renew the software at download.ubc.ca. You will go through the same order/checkout process that you did originally, and your license expiration date will be extended.


9. Does the service come with any cloud storage or email?

No, this service is strictly for Office 365.  Although we do not encourage it, students may sign up for a OneDrive or Dropbox account for use within the Office mobile applications.  This ensures that data is always securely available, regardless of the UBC Office 365 subscription status.

 

10. How many devices can I install Office 365 on?

Office 365 can be installed on up to five devices. You can install Office 365 across most devices, as licenses are not tethered to the first platform a user activates. Please note that devices that have Office 365 installed on them must connect to the internet at least once every 30 days or the software will enter reduced functionality (i.e. read-only) mode.

 

11. What programs are included and are they compatible across all platforms?

  Windows 10 Windows 7/8 OSX 10.6+ iPad/iPhone Android Windows Phone
Word Yes Yes Yes Yes* Yes* Yes*
Excel Yes Yes Yes Yes* Yes* Yes*
PowerPoint Yes Yes Yes Yes* Yes* Yes*
Outlook Yes Yes Yes No No No
OneNote Yes Yes Yes* Yes* Yes* Yes*
Publisher Yes Yes No No No No
Access Yes Yes No No No No

* Some of these apps work only with Microsoft cloud services (SharePoint/OneDrive) or Dropbox, and do not support local file storage.


12. What if I forget my password for my @ubc365.onmicrosoft.com account?

Please contact OnTheHub via phone at 855-561-4175 from 3:00am to 3:00pm PST or email office-support@onthehub.com (1-2 day turnaround time), they will be handling all support queries for this service, including password resets.

 

13. Where can I go to download the mobile Office applications?

You can download and install the free mobile Office apps from the App Store (iOS), Google Play (Android), or Windows Phone Store (Windows Phone). You will then be prompted to sign in with their @ubc365.onmicrosoft.com credentials the first time they launch the app.

 

14. How can I download the Mac version when I'm logged in from a Windows machine, or vice versa?

Unfortunately, this is not possible with portal.office.com – it only presents the version of Office that is designed for the computer you are current using. If you want to download the Windows version, you must login from a Windows computer. Similarly, if you login from a computer running OSX, you will be presented with the OSX download options.

 

15. How can I re-download and install Office 365 after reinstalling Windows or OSX?

To re-download a copy of office, go to portal.microsoftonline.com, login with your @ubc365.onmicrosoft.com account, and click the Install button. There are no limits to the number of times you can download office, only on the number of devices you can have it installed on at the same time.