Licensing information
What features of Microsoft 365 do I have access to, and what happens when I leave the University?
Access to Microsoft 365 has an ongoing cost to the University for each person, so we have to ensure we balance the genuine needs of staff and students while making sure we correctly manage licensing.
Entitlements
Every staff and student has an @aucklanduni.ac.nz email address. The staff @auckland.ac.nz mailboxes are a separate entitlement and you can have access to Microsoft 365 but not be entitled to have an @auckland.ac.nz mailbox.
The table below covers what each affiliation is entitled to. If you have multiple affiliations, then choose the top one from the table that matches for you.
| Affiliation (by priority) | MS365 licence provided | @auckland.ac.nz mailbox |
|---|---|---|
| Emeritus | Automatic | Automatic |
| Senior ex-permanent academic staff | No | Discouraged - only available on request from manager/Group Services. Preference is for mail forwarder via request |
| Permanent/fixed-term staff | Automatic | Automatic |
| Contractors/external collaborators | On request | On request |
| PhD students | Automatic | On request by lecturer/Group Services |
| Students | Automatic | No |
| Casual staff/teaching assistants | On request by manager, lecturer or Group Services | On request by manager, lecturer or Group Services |
| Honorary | Discouraged – only on request from manager/Group Services | Discouraged – only on request from manager/Group Services |
| Visitors/library associates | No | No |
| Alumni/ex-staff | No | No |
What happens when I leave the University?
Access
Your access to Microsoft 365 (and any staff @auckland.ac.nz mailbox you may have) will be blocked automatically on the date listed below. You will receive an email notification prior to this occurring. This includes access to Microsoft Office (Word, Excel, PowerPoint) installed on any device.
| Affiliation | Date access blocked to MS365 | Mailbox and OneDrive deleted after additional... |
|---|---|---|
| Emeritus | Never | Not deleted |
| Senior ex-permanent academic staff | Termination date | 64 days for OneDrive. No deletion of mailbox if provided |
| Permanent/fixed-term staff | Termination date | 64 days |
| Contractors/external collaborators | Termination date | 64 days |
| PhD students | Enrolment completion + 13 months | 30 days |
| Students | Enrolment completion + 13 months | 30 days |
| Casual staff/teaching assistants | Termination date | 64 days |
| Honorary | Termination date | 64 days |
| Visitors/library associates | No access provided | No mailbox provided |
| Alumni/ex-staff | No access provided | No mailbox provided |
What happens to my mailbox contents?
Any @auckland.ac.nz mailbox will be deleted after an additional number of days. A permanent staff member's mailbox will be deleted 64 days after their termination. If you return to the University within the number of days in the right column your previous mailbox contents will be there. If you return after this date, you will be provided with an empty mailbox.
What happens to my University OneDrive contents?
You will lose access to the files in your OneDrive at the block date and they will be automatically and permanently deleted at step 2. You must remember to transfer personal files from your University OneDrive to your own personal storage before you leave the University.
What should I do with University information?
Any University information must be transferred to either your replacement or your manager before you leave.
Where do I find more instructions before I leave?
These leaving instructions cover other systems, including Google GSuite as well as Microsoft 365.