Microsoft Office via Office 365 Subscription Download/Install Instructions and Frequently Asked Questions

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1 Download and Installation for Windows or Mac Computer 1. Sign into your Olivet account at (Note: If you need assistance getting into your Olivet , you must contact the IT Help Desk by calling (815) or (866) toll-free. We are unable to respond to any requests generated from the Can t access your account? link found on the login page.) 2. At the top right of the page, click (Settings) > Office 365 Settings. 3. Click Software. 4. On the Office page, select a Language, then click Install. This prompt is the same on both Windows and Mac but the label of the software to be downloaded auto detects the operating system and displays the appropriate product. 5. Save the install file to your desktop or a location you can remember. 6. For Windows Users: a. Double click the downloaded file to begin the installation process b. Agree to any security prompts asking if you want to run the file and respond to prompts to continue with the process, accept the licensing agreement, and a couple of display options. Last Updated: 11/21/14 Olivet Nazarene University Page 1 of 8

2 c. You may be shown a short promotional video (approximately 30 seconds) while initial setup steps are running. d. You may receive a prompt to enter your address and password during the installation process or the first time you open one of the applications. 7. For Mac Users: a. Double click the downloaded file then double click the Office Installer link to begin the installation process. b. Follow the prompts including the step to accept the license agreement. c. You are prompted to enter your computer user password to continue the installation. This is not your Olivet network or password but the password you choose when defining your user account on the computer. d. You may be prompted to close your browser in order for the installation to continue. 8. You are now setup to use Microsoft Office on your computer. Frequently Asked Questions 1. Do I have to pay anything for this software? There is no cost involved in obtaining Microsoft Office for your computer as long as you are an active student or employee at Olivet. When your status changes, you have a short period of time to continue using the software and will be notified when your subscription has expired. At that time you may purchase an individual license from Microsoft to continue using the installed software or you may choose to use a different product. 2. Is this a full version of Office or just access to Office Web Apps? This is a full version of Office installed on your computer as part of your subscription and is available for you to use even if you are not connected to the Internet. It is the same version you would receive if purchased from a store or directly from Microsoft via their online store. 3. Do I need to be connected to the Internet in order for the applications to function? You do not need to be connected to the Internet in order to use the applications such as Word, Excel, or PowerPoint. You do, however, need to be connected to the Internet in order to download and install the software as you get the installation file by logging into your Olivet account at You will need to make sure your computer connects to the Internet at least once every 30 days so the software can check in to confirm your eligibility of using the subscription. If you go more than 30 days without connecting to the Internet, your installation goes into Reduced Functionality Mode which allows you to read and print Office files but not create, edit, or save them. Last Updated: 11/21/14 Olivet Nazarene University Page 2 of 8

3 4. How many computers can I run Office on with this subscription? You are licensed to install and use Office on up to five computers at the same time. You can also install Office on Windows tablets, ipads, and smartphones. 5. What applications come with Office 365 ProPlus for PC? Word 2013 OneNote 2013 Outlook 2013 Excel 2013 Access 2013 Lync 2013 PowerPoint 2013 Publisher 2013 InfoPath What applications come with Office 365 ProPlus for Mac? There are two installation options with Office 365 ProPlus for Mac: a. Install Office 2011 suite for Mac which includes Word, Excel, PowerPoint, and Outlook. b. Install Outlook 2014 for Mac. You need to be running Mac OS X or higher. 7. Is a 64-bit version of Office available for Windows? The default and recommended version of Office on a PC is 32-bit. If you are able to and want to run the 64-bit version, you can click the advanced button on the Office page in the Software menu to be given the choice of selecting the 64-bit installation file. 8. How do I know how many installation subscriptions I have used? In your Olivet account, go to (Settings) > Office 365 Settings > Software > Office to see a listing of the current subscription installations you have active. Last Updated: 11/21/14 Olivet Nazarene University Page 3 of 8

4 9. What if I need to install Office on a computer but I do not have any subscriptions available? If all five of your subscriptions have been used but they are not all active or needed, you can choose to deactivate one or more of them in order to use the subscription on another computer. Once you have deactivated a subscription, you can go through the download and installation process to activate a subscription on the new computer. If all five of your subscriptions are active and in use and you need another installation of Office, you will need to purchase an individually licensed version of Office for that computer. You are completely responsible for any software purchased for this purpose. 10. How do I remove/deactivate a subscription on my account? In your Olivet account, go to (Settings) > Office 365 Settings > Software > Office to see a listing of the current subscription installations of Office you have active. Once you have determined which subscription is not needed or wanted, click the Deactivate link located to the right of the Installation Date for that subscription. The subscription will be removed from your account and can be used on another computer if needed. Deactivating a subscription does not cause the software to be uninstalled from your computer. It only breaks the subscription link for that specific installation. You will need to go to the computer and perform the necessary steps to remove the software if it is no longer needed. A subscription installation that has been deactivated may still be fully functional for a short period of time. The amount of time needed for an installation to determine that the subscription has been deactivated will vary from user to user as it depends on when the computer checks in to confirm eligibility and status of the subscription. Once the deactivation has been recognized, you will receive a prompt when starting an application indicating such and can reactivate or provide an individual license code to keep your installation fully functional. After receiving this prompt for a short period of time and not reactivating the installation, Office will go into Reduced Functionality Mode until it is either reactivated or uninstalled. 11. If I uninstall the software from a computer, does that automatically remove that subscription from my account? No, you need to go into your subscription listing and deactivate the subscription you uninstalled. Last Updated: 11/21/14 Olivet Nazarene University Page 4 of 8

5 12. What is Reduced Functionality Mode (RDM)? Reduced Functionality Mode means that the Office applications will still let you view and print files but you are not able to create, edit, or save files within the applications. The files you have created in Office are not affected by RDM and can be edited by any other installation of Office. Your Office subscription installation will go into Reduced Functionality Mode when your Olivet account is no longer active or you deactivate a specific subscription installation on your account but do not uninstalled the software. You will see a message like this: 13. What happens with my Office subscription installations when I stop attending the university or am no longer an employee? You still have access to your Olivet account for a short period of time after your separation from the university. During this time you will maintain complete access to any Office subscription installations you are using. Your Office subscription installations will go into Reduced Functionality Mode shortly after your Olivet account is disabled. 14. How long do I have to use the software from the time I graduate or leave the university? You can continue to use the Office subscription installations while your Olivet account is still enabled. Once your account is disabled, your Office software will go into Reduced Functionality Mode. Unfortunately we cannot give an exact timeline for when all of this happens as there are a number of variables to consider. We recommend you start planning for an alternate option to the Office subscription as soon as possible upon your separation from the university. 15. What happens if I have left the university but then return at a later time (e.g. next term, graduate with undergraduate degree then begin a master s program, become an employee again)? Once you leave the university for any reason and your account is disabled, any Office subscription installations you have will go into Reduced Functionality Mode a short time later. If you do return and are eligible to use the Office subscriptions, you can reactivate those installations if they are still in place or reinstall the software as needed. Last Updated: 11/21/14 Olivet Nazarene University Page 5 of 8

6 16. How will I know if my subscription license has expired? The first indication that your subscription licenses are about to expire is when you are notified that your Olivet account is scheduled to be disabled. This will terminate the subscription license on your account. Once the subscription license has been terminated from your account, you will begin to receive a notice in the applications that your subscription has expired. You are given a short grace period to reactivate the subscription if that option is available to you or you can convert the installation to an individual license in order to maintain full functionality of the software. You can also go into the Account information screen in one of the applications to see your current subscription status. Click the File tab then select Account from the menu options. If your subscription has expired, you will see something like this: You may also see the following in the application you are using (visibility does appear to vary from application to application): Last Updated: 11/21/14 Olivet Nazarene University Page 6 of 8

7 17. Do I need to uninstall everything when I am no longer eligible to use this software? You do not need to uninstall the software immediately after you are no longer eligible for its use as you do get a short grace period before it goes into Reduced Functionality Mode. You also have the option during that time to purchase and apply an individual license to the installation so you can keep using the software. If you choose to not use the software after your subscription license has expired, we do recommend you uninstall it to free up storage space on your computer and to avoid getting any unnecessary notices about an expired subscription. 18. Is this available for both traditional undergraduate and School of Graduate and Continuing Studies students? Yes, the Office 365 ProPlus subscription is available for all active students enrolled at Olivet. The subscription will remain valid until you are no longer considered an active student. 19. Is this available for faculty and staff? Yes, the Office 365 ProPlus subscription is available for all employees of the university. 20. If I am an employee, can I use this subscription to install Office on my university-provided computer? This subscription is intended to provide you the option of installing Microsoft Office on your personally-owned computers and devices at no charge. All university computers should come with Microsoft Office already installed as part of our standard image. If you have not yet upgraded your university computer from Office 2010 to Office 2013, you should refer to information provided in an sent to faculty and staff on August 11, 2014, for information on how you can apply the Office 2013 upgrade at your convenience via Software Center. If you no longer have that message or have questions about or issues with that process, please contact the IT Help Desk for assistance. Last Updated: 11/21/14 Olivet Nazarene University Page 7 of 8

8 21. What are the system requirements for Office 365 ProPlus? On the screen in your Olivet where you download the software, there is a link right above the Install button labeled Review system requirements that can give you those details as well as information about determining your current system parameters. 22. What if I have Windows XP? Windows XP is not a supported operating system under the Office 365 ProPlus subscription license as Microsoft has discontinued support for Windows XP. If you attempt to download and run the installation file on Windows XP, you will get a message indicating the file is not a valid Win32 application. There is an option to download and install Office Professional Plus 2010 if your system does not meet the requirements for Office 365 ProPlus. While available right now, Microsoft plans to discontinue this option in the near future for their Office 365 ProPlus subscription customers. Individually licensed installations of Office 2010 will continue to function. 23. What if I already have a version of Microsoft Office on my computer? Can this be used as an upgrade? It is recommended that you uninstall any existing versions of Microsoft Office on your computer before downloading and installing the Office 365 ProPlus subscription version. This will prevent potential conflicts with two versions of the software trying to be used on the same device. The Office 365 ProPlus installation process does not recognize an existing version of Office on the computer and does not provide an option to upgrade from or remove the existing version before completing the install. 24. Why am I prompted to enter my address and password when installing Office or running one of the applications for the first time? This will happen if the installation of Office was unable to verify your subscription status while doing the install. You should be able to enter your Olivet and password to complete the verification step and continue using the software. Last Updated: 11/21/14 Olivet Nazarene University Page 8 of 8

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