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.
Log in through your browser below or follow the instructions for desktop and mobile installation>>
Featured Services
Manage your email, calendar, tasks and contacts in one place.
Bring everyone together in one place to meet, chat, call and collaborate.
Save, access, edit, and share files anywhere at any time.
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.
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.
Beginning March 2025, Faculty and Staff OneDrive capacity will be 200GB.
Check your storage and pay attention to any warnings that your storage is nearly full
1. Checking Your Storage Quota
- Visit Manage your OneDrive for work or school storage - Microsoft Support to check your storage quota
2. Quota Notifications
- When you approach your storage limit, OneDrive for Business will notify you:
- You will receive a warning notification when you reach 90% of your storage limit
3. What to Do If You Exceed Your Quota
If you exceed your storage quota, you will not be able to upload new files or sync changes. Here are some steps to manage your storage:
- Delete or move Unnecessary Files
- Go through your files and delete or move files you are not using anymore in OneDrive such as:
- Old or unnecessary files
- Large files you don’t need anymore, e.g. videos
- Store your personal files separately from work or school files, such as music, by saving them to your own personal storage.
- Empty your Recycle Bin to free up space.
- Move Files to SharePoint
- If you have files that need to be shared with a team, consider moving them to a SharePoint site.
4. What if I need more storage?
UIT has paid options for individuals and departments with higher data requirements to allow for expanded storage where needed without affecting overall storage limits.
| Provider | 500 GB (Standard) | 1 TB (Medium) | 2 TB (Large) | 5 TB (Extra Large) |
|---|---|---|---|---|
| YU M365 (Microsoft) | $250 | $500 | $1,000 | $2,500 |
Note: these are annual prices with a minimum one-year commitment.
For more help, check out M365 instructions on managing your OneDrive storage
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
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 .
The document below will guide you through the process of sharing files from your OneDrive with external users.
| Service | Public (Low Risk) | Internal (Medium Risk) | Confidential Non-PCI/PHI* (High Risk) | Regulated PCI/PHI* (High Risk) |
|---|---|---|---|---|
| Outlook (email and calendar to internal @yorku.ca accounts) |  | | |  |
| Outlook (email and calendar to external non-York accounts) | | | | |
| Teams | | | | |
| SharePoint (Default templates) | | | | |
| SharePoint (Custom templates) | | | With approval | |
| OneDrive for Business | | | | |
| Forms | | | | |
| Loop | | | | |
| Viva | | | | |
| Copilot Free With Enterprise Data Protection | | | | |
| Copilot Premium | | | | |
| Power Platform (Power Apps, Automate, BI) | | | | |
*Payment Card Industry (PCI), Personal Health Information (PHI)
1. Public (Low Risk)
Data that is intended for public access and does not require protection. Sharing this information poses no risk to individuals or the institution.
2. Internal (Medium Risk)
Information that is intended for internal university use only. While not highly sensitive, unauthorized disclosure could cause disruptions or reputational damage.
3. Confidential Non-PCI/PHI (High Risk)
Sensitive university data that should only be accessible to authorized personnel. Unauthorized access or exposure could lead to reputational harm, legal issues, or policy violations.
- Examples:
- Student academic records (grades, transcripts, student IDs)
- Faculty performance evaluations and tenure review documents
- Internal financial reports and budgeting documents
- Internal research data that has not been published
- Legal documents and contracts
- Non-public grant proposals
4. Regulated PCI or PHI (High Risk)
Highly regulated data that falls under legal or compliance frameworks, such as Personal Health Information (PHI) and Payment Card Industry (PCI) data. This data requires strict security measures, including encryption, restricted access, and compliance with privacy laws such as FIPPA (Freedom of Information and Protection of Privacy Act).
- Examples:
- Student Health & Counselling Records
- Payroll & Banking Information
- Financial Transactions & Payment Data
- Research involving sensitive participant data
- Government-issued IDs
| Service | Storage Location |
|---|---|
| Microsoft 365 Copilot | Canada |
| Exchange Online | Canada |
| Exchange Online Protection | United States of America |
| Microsoft Teams | Canada |
| OneDrive | Canada |
| SharePoint | Canada |
| Viva Connections | United States of America |
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