Spartan 365 - Frequently Asked Questions (FAQ) and Licensing Information

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• Where Can I See What Microsoft Licensing I Qualify For Through MSU?
• How do I move MSU email to another service
• How do I move my OneDrive data
• How do I move my OneNote data
• Can I pay to keep my MSU O365 license?
• Can I Still Use My Installed Outlook?
• Can I edit MS Word or Excel files after I lose the MSU licensing?
• Why is MSU doing this now?
• Are retirees affected?
• How quickly will I lose my access after graduation from MSU?
• I received your email that I’m losing access, but I am currently affiliated with the university; what do I do?
• What happens if I return as a student or new faculty/staff?

Where Can I See What Microsoft Licensing I Qualify For Through MSU?

• Current details on Microsoft licensing for MSU persons is maintained at https://tech.msu.edu/technology/collaborative-tools/spartan365/spartan-365-service-offering-and-support/

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How do I move MSU email to another service?

• Merely setting up a forwarding rule will not suffice, as license removal will prevent those features from working as well.
• For those who are covered by the MSU Microsoft licensing, directions can follow the steps in these articles:
  • Windows (link)
  • macOS (link)
• For those cannot use those steps, or who are not covered, and do not have a licensed installation of Outlook on their device, an alternative a no-cost option available on a self-service basis to anyone using a current version of Windows or Mac OS: 
  1. Configure Windows Mail or Mac Mail as an email client accessing Spartan Mail. See these articles for instructions:
     • Windows Mail (link)
     • Mac Mail (link)
  2. Copy mail folders and content to the local device. 
  3. [Optional] Importing the locally saved messages to an online service requires additional steps. For instance:
     These links are provided as a courtesy only for self-service efforts. Use at your own risk.
     1. Configure your device's client for access to the online service (IE: Gmail):
        • Windows Mail - https://www.techrepublic.com/article/add-your-gmail-account-to-windows-10s-mail-app/
        • Apple Mail - https://support.apple.com/guide/mail/add-email-accounts-mail35803/mac or https://www.lifewire.com/set-up-gmail-account-with-macs-mail-application-2260069
     2. Once mail client access is configured with the alternate service, you can copy content to / from the folders that are available online and locally. 

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How do I move my OneDrive data?

• Directions can be found in the following articles:
• How to Download: https://tdx.msu.edu/TDClient/32/Portal/KB/ArticleDet?ID=778
• How to migrate to a Personal Office 365 account using a third party service: https://tdx.msu.edu/TDClient/32/Portal/KB/ArticleDet?ID=779

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How do I move my OneNote data?

Instructions how to import and export OneNote notebooks is available in KB 1741 (link).

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Can I pay to keep my MSU O365 license?

Needed functionality and storage for most users will be sufficiently provided via the free Microsoft Office Online using a personal (non-MSU.edu ) account. To continue to use MS Office on your device(s), you will need purchase a personal MS 365 subscription from Microsoft and move your data to the new account to access Microsoft applications. When purchasing a personal license make sure to use your personal email account,  not your @msu.edu address. Also, see the information below under "Can I Still Use My Installed Outlook?"

• Former students
  • If you attended MSU after June 1, 2015, and graduated with a degree you will be able to keep your Spartan Mail but will lose other Office 365 services. If you did not graduate with a degree you will lose all services.
  • If a former student works with or for an MSU department, a license can be provided to the individual if the department establishes the individual as an Affiliate or Adjunct. Once established, the department can pay for an annual license for the individual. After the individual has been verified, the license can be purchased through the MSU Tech Store.
• Former staff
  • After a person whose employment with the university is officially terminated, an institutional license can be provided to the individual if the department establishes the individual as an Affiliate or Adjunct AND the person is performing work for the university. After the individual has been established as an Affiliate or Adjunct and official work has been verified, the license can be purchased through the MSU Tech Store.
     

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Can I Still Use My Installed Outlook?

• Our advice is to use the online, browser-based access via spartanmail.msu.edu. The use of MS Outlook to access an enterprise account like Spartan Mail on any device by email-only persons requires that the software be configured to use the personal Microsoft 365 licensed account as the Default (primary) account. 
  This use is self-service as we are unable to provide support for the use of Outlook for Windows, MacOS, or mobile iOS/Android devices using a personal MS 365 license.

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Can I edit MS Word or Excel files after I lose the MSU licensing?

• For many people, the online versions available for free (Word for the Web; Excel for the Web; and other Office products) will suffice. See https://www.microsoft.com/en-us/microsoft-365/free-office-online-for-the-web for more information.
• Sign up for the service using your personal email address. (Same requirement for a personal Office 365 subscription).

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Why is MSU doing this now?

• MSU’s Microsoft service offering has been in place since 2015. Access limitations are enforced through Microsoft Licensing requirements.
   

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Are retirees affected?

• Fully vested MSU retirees and Emerit / Emeritus will retain access to Spartan Mail (@msu.edu). Retirees do not retain access to Microsoft software and downloads, ie. Microsoft Word, Excel

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How quickly will I lose my access after graduation from MSU?

• Once an individual is no longer considered a current student, individuals will receive an email notification that access to O365 applications will be removed in 30 days. Users can purchase their own O365 apps as long as they don’t use their @msu.edu email account to register their individual license.

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I received your email that I’m losing access, but I am currently affiliated with the university; what do I do?

• The email notifying you that you will be losing your access to O365 contained a link to an online form that can be used to report your claim.

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What happens if I return as a student or new faculty/staff?

• All email messages are deleted after the license is removed. If you return as a student, new faculty or staff member in the future, your email access will be reinstated with your current email address.

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