The 365 suite is a web-based version of Microsoft Office.

With 365, UQ staff and students have access to a wide range of applications, free of charge. These include - but are not limited to - Word, Excel, PowerPoint, Outlook and OneDrive.

The benefits of 365

The latest features 

Users get the latest updates to online services as soon as they are made available. In some cases, you can opt-in to preview some new features and be the first to innovate!

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Freedom of choice

There are a number of options available to support a wide range of business scenarios. 365 is a toolbox – choose the services that are right for you.

Accessible anytime, anywhere, any device

Licences for 365 are attached to user accounts, not devices. You’ll be able to access 365 from any internet accessible location, work with content offline and across up to 5 work and personal devices.

 

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One identity

You access all these services using the same identity (not just the same username and password). This means 365 knows what you’re working on and what’s relevant to you no matter which service you are using. Your single identity can also be used with hundreds of supported cloud applications and services.

 

Secure sharing

Sharing content is simple. There is no dependency on IT. Users can share their content securely and can see at a glance with whom content is shared with. The ‘share’ concept is forefront across all 365 services and applications. You can also securely share content with people outside of your organization without creating copies of it

Prerequisites

You will need to have Office 2016 installed on your machine prior to the migration. If you don't know your version, or if you require an upgrade to 2016, please contact the ITS Service Desk on help@its.uq.edu.au or call extension 56000.

The transition to 365 will be smoother if you reconfigure the email on your mobile device prior to the migration.

Availability and cost

The 365 Suite is available to the entire UQ community at no cost.

 

Inclusions

With 365 you have access to a wide range of applications. These include, but are not limited to Word, Excel, PowerPoint and Outlook.

Also, 1TB of data storage provided by OneDrive as part of UQ’s 365 subscription is available, including encryption during rest and transit, and the ability to have a unit manager who can manage data across your organisational unit. This is particularly beneficial when staff leave the University or move to another organisational unit. A OneDrive for account can run side by side with your personal OneDrive should you already have an account.

365 applications online

Once you have been migrated to 365 you can go to portal.office.com and access the complete suite of 365 applications.

Please make sure your username is in the following format uqusername@uq.edu.au (eg uqjcitiz@uq.edu.au) when you log in. If you do have any issues, please contact our IT Service Desk on help@its.uq.edu.au or call extension 56000.

Terms and Conditions

There are terms and conditions that you need to agree to. There are also UQ policies that you need to consider depending on the data you wish to store or share. Below are some guidelines for your information.

Of particular note are the guideline known as the ‘Cloud Services Acceptable Use Guidance for Staff, Students and Visitors’. Without limiting the policies that might apply, policies to consider include:

 

All members of the University community should be aware of their obligations under regulations and laws to protect Personally Identifiable Information (PII), Sensitive Personal Information (SPI) and General Data Protection (GDPR) in jurisdictions of the countries of data origin.  These laws and regulations include but are not limited to; the Privacy Act 1988 (Australia); Privacy Act (Canada) and Personal Information Protection and Electronic Documents Act (Canada); The General Data Protection Regulation (European Union – all member states including the United Kingdom); 2016 Cybersecurity Law (People’s Republic of China); Data Protection Act 1998 (United Kingdom); Privacy Act 1993 (New Zealand); Federal Act on Data Protection (Switzerland); Privacy Act of 1974, Title 18 of the United States Code, section 1028d(7) and US "Privacy Shield" Rules (United States) 

File storing retention

The retention period for deleted items in OneDrive is 30 days. The recovery of these items are also self-serviced.

Recovering Deleted Items

  1. Go to the OneDrive website.
  2. On the left pane, tap or click Recycle bin.
  3. To restore all items, tap or click Restore all items. To permanently delete all items, tap or click Empty recycle bin. To restore or permanently delete individual items, pick them by selecting their checkboxes.

Email retention period

The retention period defines how long emails are kept in certain folders and are automatically enforced.

Recovering Deleted Items

Items that have been removed from the Deleted Items folder can be recovered up to 30 days.

  1. Right-click the Deleted Items folder in the Navigation Pane.
  2. Click Recover Deleted Items.
  3. Select the item you want to recover by clicking it in the Recover Deleted Items list.
  4. Click to recover the item or to purge the item.
  5. Select the folder you want to recover the item to and click Recover.

Note:  After you purge an item, you can not recover it using Recover Deleted Items.