Microsoft 365 for Faculty and Staff

Access essential tools—Outlook, Teams, Word, and Excel—from any device. Collaborate effortlessly, manage emails, and keep your files secure. M365 provides you with everything you need for work in one place.

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Featured Services

Apps
Access
Training

Outlook

Manage your email, calendar, tasks and contacts in one place.

Teams

Bring everyone together in one place to meet, chat, call and collaborate.

OneDrive

Save, access, edit, and share files anywhere at any time.

Copilot

Generate content with your AI assistant.

Find out more on our AI service page

Additional apps included in your Microsoft 365 Educational Suite:

Power BI (Free): A powerful data visualization tool for individual users to create and explore interactive reports and dashboards. Analyze your data with rich visualizations and gain insights using intuitive drag-and-drop functionality. Perfect for personal use and self-service business intelligence, but with limited sharing and collaboration capabilities.

To request Power BI Pro and learn the differences between the free and pro version, visit our Data and Reporting page.

Forms: A tool for creating surveys, quizzes, and feedback forms. Collect and analyze feedback and responses quickly and easily.

Word: A robust word processing tool for academic and administrative work. Draft research papers, create course syllabi, or write reports with powerful formatting and collaboration features.

PowerPoint: A presentation software for creating impactful lectures and presentations. Design compelling slideshows with multimedia elements to enhance your teaching or share research findings.

Excel: A powerful spreadsheet tool for data management and analysis. Track student grades, analyze research data, and manage budgets with advanced calculation and visualization tools.

OneNote: A digital notebook for organizing academic and project notes. Capture lecture ideas, research notes, and meeting minutes in one place and collaborate with colleagues seamlessly.

Planner: A task management tool for organizing projects and team activities. Create plans, assign tasks, and track progress with visual dashboards—keeping your team aligned and projects on schedule.

Sway: A digital storytelling app for creating interactive reports and presentations. Easily design visually appealing newsletters, project reports, or classroom content using drag-and-drop functionality and built-in templates.

Stream: A secure platform for sharing and viewing video content. Upload lecture recordings, share instructional videos, or host departmental announcements with integrated accessibility features.

Clipchamp: An easy-to-use video editor for academic and promotional content. Create instructional videos, promotional materials, or event highlights with professional-quality editing tools.

SharePoint: Share and manage content, knowledge, and applications to empower teamwork, quickly find information, and seamlessly collaborate across the organization.

How do I access it?

Faculty and staff automatically have access to M365 and its applications. No request is needed to start using them.

Access through the login here>>

1. Go to www.office.com and if you're not already signed in, select Sign in. You will need to sign in using your Passport York credentials

2. From the home page select Install apps

3. Select Install Office to begin the installation.

4. Open the file from your downloads

5. If you see the User Account Control prompt that says, Do you want to allow this app to make changes to your device? select Yes.

1. Go to www.office.com and if you're not already signed in, select Sign in. You will need to sign in using your Passport York credentials

2. From the home page select Install apps

3. Select Install Office to begin the installation.

4. Once the download has completed, open Finder, go to Downloads and double-click the Microsoft Office installer.pkg file (the name might vary slightly).

5. On the first installation screen, select Continue to begin the installation process.

6. Review the software license agreement, and then click Continue.

7. Select Agree to agree to the terms of the software license agreement.

8. Choose how you want to install Microsoft 365 and click Continue.

9. Review the disk space requirements or change your install location, and then click Install.

10. **Please note that if you want to install only specific Microsoft 365 apps and not the entire suite, click the Customize button and uncheck the programs you don't want.

Microsoft 365 can be downloaded on mobile platforms such as iOS and Android.

1. Go to https://portal.office.com/

2. You will be directed to download Microsoft 365 from the Apple Store or Google Play Store respectively

While it is possible to access Outlook via IMAP connection, this connection is not recommended as it has less security features (no ability to report phishing, no real-time security alerts) and limited functionality (no calendaring data). Below is the information required to configure IMAP, SMTP and POP connections:

	Server name	Port	Connection Security	Authentication Method
Incoming Mail (IMAP) Server:	outlook.office365.com	993	SSL/TLS	OAuth2
Incoming Mail (POP) Server:	outlook.office365.com	995	SSL/TLS	OAuth2
Outgoing Mail (SMTP) Server:	smtp.office365.com	587	STARTTLS	OAuth2

For more information on IMAP connections, click here>>

Microsoft Training

LinkedIn Learning

Instructor-Led Courses

User Guides:

This self-directed learning package includes recommended resources for developing your skills in Outlook, including:

A self-study kit with user guide, quick reference card and practice files that you can download and keep
Online courses from LinkedIn Learning
Recordings and handouts from virtual sessions conducted by Organizational Learning & People Excellence, HR, for Outlook email admins and calendar delegates
Support websites for quick help or in-depth learning

Click here to access>>

This self-directed learning package includes recommended resources for developing your skills in Teams, including:

A self-study kit with user guide, quick reference card and practice files that you can download and keep
Online courses from LinkedIn Learning
Recordings and handouts from virtual sessions conducted by Organizational Learning & People Excellence, HR
Support websites for quick help or in-depth learning

Click here to access>>

This self-directed learning package includes recommended resources for developing your skills in OneDrive, including:

A self-study kit with user guide, quick reference card and practice files that you can download and keep
Online courses from LinkedIn Learning
Recordings from virtual sessions conducted by Organizational Learning & People Excellence, HR
Support websites for quick help or in-depth learning

Click here to access>>

This self-directed learning package includes recommended resources for developing your skills in Word, including:

Three self-study kits with user guides, quick reference cards and practice files that you can download and keep
Online courses from LinkedIn Learning
Recordings and handouts from virtual sessions conducted by Organizational Learning & People Excellence, HR
Support websites for quick help or in-depth learning

Click here to access>>

This self-directed learning package includes recommended resources for developing your skills in Excel, including:

Three self-study kits with user guides, quick reference cards and practice files that you can download and keep
Online courses from LinkedIn Learning
Recordings from virtual sessions conducted by Organizational Learning & People Excellence, HR
Support websites for quick help or in-depth learning

Click here to access>>

This self-directed learning package includes recommended resources for developing your skills in PowerPoint, including:

Two self-study kits with user guides, quick reference cards and practice files that you can download and keep
Online courses from LinkedIn Learning
Recordings and handouts from virtual sessions conducted by Organizational Learning & People Excellence, HR
Support websites for quick help or in-depth learning

Click here to access>>

This self-directed learning package includes recommended resources for developing your skills in OneNote, including:

A self-study kit with user guide, quick reference card and practice files that you can download and keep
Online courses from LinkedIn Learning
Recordings from virtual sessions conducted by Organizational Learning & People Excellence, HR
Support websites for quick help or in-depth learning

Click here to access>>

Frequently Asked Questions

M365 works on all devices (Windows, iOS, Android, etc.) running a current version of a supported browser (Chrome, Firefox, Internet Explorer, Edge). For a full list of supported browsers, click here>>

Microsoft 365 apps (including their web versions) are available to all current faculty and staff for free.

Microsoft 365 apps can be added to sponsored accounts for an annual cost of $100.

Your Microsoft Office account's data is populated by the HR database. This means that whatever your ‘Primary’ name is recorded as in HR will appear in the Active Directory as your M365 username. You can change your ‘Primary’ name online via HR Self-Serve. Changes made to your ‘Primary’ name will be visible in other systems, including MS Outlook Address Book within one business day.

All user-created groups must conform to a naming convention in order to avoid naming collisions.

The group naming convention has been changed to use the following prefix:

<Dept Abbreviation> followed by a dash “-”

The department abbreviation is dependent on the department the user creating the group belongs to. For example, if a UIT staff member creates a Team called “Projects”, the group name will be “UIT-Projects”.

THIS CONVENTION HELPS:

Identify what department or faculty created the group

Categorize groups in the address book

Improve searches related to a department or faculty

To allow multiple departments to have unique names for common groups (LAPS-Deans Office, EDU-Deans Office, etc.)

Click here for a list of department abbreviations!

Getting the wrong prefix, or want a different one? Contact askit@yorku.ca

Macros from the internet will be blocked by default in M365.

Please refer to https://learn.microsoft.com/en-us/deployoffice/security/internet-macros-blocked for steps and guidance to allow macros to run in files that you trust.

100 GB

Beginning February 2025, Faculty and Staff OneDrive capacity will be 200GB. You will also have access to your departmental shared drives.

Teams is our recommended and supported instant messaging option.

If you are no longer employed by York University, your Passport York account will be expired and removed. This removal will include the deletion of your Office 365 data—email, calendar, contacts, and OneDrive files (including documents you’ve shared).

Prior to your departure from the University, you should coordinate with your manager and provide copies of critical documents stored in your OneDrive or email. Your account is recoverable for a period of no more than 30 days from the date your affiliation with the University ends.

Yes.

There following conditions need to be met for the message recall to be successful:

The message must be sent from your YorkU Outlook account (not a shared mailbox or delegated account) and the recipient must also be in YorkU’s Outlook.

The recipient must have an active (online) connection in their Outlook client.
Note: This is scheduled to change in the near future.

The original message must still be in the Inbox folder of the recipient’s mailbox. If moved to another folder, recall will not be possible.

If the recipient has the option “Automatically process meeting requests and responses to meeting requests and polls” enabled, the message could be recalled/replaced without the user noticing.

Follow these steps to attempt a message recall:

In the Outlook desktop client, go to your Sent Items folder.

Open the message you want to recall in a new window by double-clicking it.

Click the File menu

Click on the Resend or Recall button

Click Recall this message

Select either to delete or delete and replace the message

Make sure “Tell me if recall succeeds…” is checked.

Click Ok

Just below the “To:” section of the message you should see “You tried to recall this message on…”

You will get an email in your Inbox notifying you if the recall was successful.

	Microsoft 365 A1	Microsoft 365 A3
Microsoft Office (Word, Excel, PowerPoint)	Web only	Desktop and Web
Outlook client	Web only	Desktop and Web
Mailbox quota (max. size)	50 GB	100 GB
Cost	Free	$100 annually

For the full list of differences you can refer to Microsoft's license comparison chart here>>

If there is a need for a full A3 license, please contact Client Services via askit@yorku.ca .

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