- Offboarding – Microsoft 365

This article will help students, faculty/staff, and DCCs who are leaving the university understand how this status change affects their data in their University Microsoft account.

While specific use cases are described here, it's important to remember that employees should only migrate or share their research or personal data to systems outside of the university. University data should remain in university systems.

When to Save or Share

You should migrate your research and/or personal content from your University Microsoft account to a personal cloud storage location before you leave. This includes email data and documents hosted online by the university. Additionally, employees should strongly consider sharing work content to a cloud account connected to colleagues in your home department. This will allow your team to maintain access should they need it after you leave.

If you and/or your team use Box to store and share work, be sure you have shared any necessary Box content, as well, and make sure that your contacts know whom to reach out to in your department after you leave.

Students: You will lose access to your University account with Microsoft Office 365 when you are no longer an enrolled student. Students who earn a degree will maintain access to their Outlook account.
Student Employees: You will retain access to Office 365 as long as you are a student.
Faculty/Staff/DCCs: You will lose access to your University email and Microsoft Office 365 account when you are no longer employed by the university. Please closely review the information in this article to prepare for your last day.

- If you are currently a student or have earned a degree at the University, you will maintain access to our Outlook account.
- If you were laid off with the right to return, you will retain access for one year in anticipation of re-hire.
Employees who are Retiring: You will lose access to your university email and Microsoft Office 365 account after a 60-day grace period following your retirement. Please closely review the information in this article to prepare for your last day.
- If you have never been a University of Arizona student, you may opt into maintaining access to your Outlook account and university email address within the 60 day grace period to keep a University email address. Routing will change within 24 hours.
- There is no grace period for loss of access to Box.
  
  Retiring Faculty applying for Emeritus: You will retain access to the same Microsoft services as when Active Faculty once your Emeritus status is approved. If your Emeritus application looks like it will take longer than 60 days, speak to your department about getting a DCC status to ensure you maintain access to your email.

Save Online Docs (Microsoft Office)

You can create and edit documents online at office.com, and you can download your research or personal material. You can store it on a personal computer, thumb drive, hard drive, and/or upload it to a personal cloud storage.

Note: Do not upload research that contains HIPAA-protected or other regulated data to any other cloud storage that isn't specifically approved for regulated data.

Downloaded Applications (Microsoft 365)

If you have downloaded Word, Excel, PowerPoint and Outlook onto your personal laptop or desktop computer, it will go into “reduced functionality mode” sometime within 30 days after you no longer have a University account. (Microsoft validates that you have a current account every 30 days.)

Reduced functionality means you can only view or print your documents. All features for editing or creating new documents are disabled, and you will see a message that asks you to enter a product key or add your computer to an active Office 365 account.

Your options to continue to be able to edit or create documents are:

Starting work or school at an institution that provides you with a Microsoft account. You will then be able to validate your software with those credentials.
Purchasing a Personal Office 365 annual subscription account from Microsoft. This is for your desktop software. It will not retain your University online documents or email.
- Apply while you still have your Arizona email address in order to get a Home Use Discount.
- Otherwise, purchase the Personal Account.
Uploading your Word, Excel, and PowerPoint files into Google (either UA Gmail or your personal Gmail account). You'll be able to edit the files with Googles Docs, Spreadsheets, and Presentation, and even download later as Word, Excel, and PowerPoint files later, if needed. Find out how: Upload 0365 Documents to Google Drive (Linked under Related Articles in the right corner of the page).

Exporting Contacts (Microsoft Outlook)

Need to save your contact list? See:

Windows desktop: Export Contacts from Outlook
Mac desktop: Export items to an archive file in Outlook for Mac
Outlook Online: Export contacts from Outlook.com to a CSV file

Forward a Message (Microsoft Outlook)

To continue access to your existing personal or research emails, forward the messages you need to keep. Emails will not automatically migrate.You may forward them to a personal address.

You may also need to forward emails to your team for their continued reference.

See information on forwarding email from Outlook for Windows, Mac, or the Outlook online application: Forward Outlook Emails to Another Email Address (Linked under Related Articles in the right corner of the page).

Note: Do not forward email or attachments containing HIPAA-protected or other regulated data to UA Gmail or any other service that isn't specifically approved for regulated data.

Support

For IT support and general inquiries, contact the 24/7 Support Center.