skip to primary navigationskip to content
 

What happens to my University Microsoft account when I leave Cambridge?

On leaving the University you will lose access to all the services provided under your University of Cambridge Microsoft user account. It is your responsibility to make alternative arrangements if you want to keep any data in your OneDrive filestore and Exchange Online mailbox.

     As your time to leave Cambridge approaches, YOU MUST ACT QUICKLY to ensure you don't lose access to the data in your Microsoft account.


The Microsoft account closure process

 

status

 

 

Step 1: You are no longer flagged as an active member of the University

Students: Your institution will have set a date on which your course finishes in our student records system. On that date, our systems stop recognising you as an active member of the University and your eligibility for a University Microsoft account licence is withdrawn. Regrettably, UIS is not able to tell you exactly what this date is because it does not have access to your course data, and is therefore unable to send you an explicit notification.

Staff: Your institution will amend your staff record to indicate you have left the University, at which time your eligibility for a University Microsoft account is withdrawn.

    At this point you will lose access to the data stored in your University of Cambridge Microsoft account.

 

 

countdown

Step 2: You now have 30 days' read-only access to any Office 365 files saved on your personal device(s)

You will be able to log in to your University Microsoft account for 30 days, giving you read-only access to the files synced to your personal devices.

You can't access your files saved in the Microsoft Cloud, and you can't sync your files with the Cloud:

  • OneDrive filestore – only the files synced to your personal device(s); you can't access your files saved in the Cloud.

  • Office 365 documents – you can open, but not edit or save, the files stored on your personal device(s).

    Note: You will be able to work on your Office 365 documents if you have a licensed copy of the relevant Microsoft software.

  • Exchange Online mailbox – your Exchange Online email account will stop working, but you can still read the emails saved on your personal device(s).

trash

Step 3: Your Microsoft account is deactivated

After the 30 days, you won't be able to log into your Microsoft account with your Cambridge credentials.

Now, the only way to access Office 365 files saved on your device(s) is with a licenced copy of the Office software.

 

Making alternative arrangements

If you are looking to replace your Office 365 suite and/or file storage, it is always advisable to research the best option for your own needs, especially if you are looking at paid versions. The products and services listed below are not endorsed by the University, and this list is not exhaustive, but they are a useful starting point for some popular options.

If you are installing purchased or free software always make sure you obtain these from reputable sources – this normally means directly from the developers or from the App Store on MacOS and iOS (The Google Play Store is not as strict as Apple's store when it comes to selling apps, so be wary of unknown developers and product names).

Microsoft Office365

Buying your own licence/subscription

Microsoft offer a number of paid options on their website for Home and Personal editions of Office. This includes subscription offers and standalone installations.

See: Choose your Office (Microsoft web store)

These options work on both PC and Mac (though some applications included in some packages are for PC only, please read the Microsoft website for full information). If you purchase any of these and activate the license your installed applications will continue working without having to reinstall.

Free alternatives to Microsoft Office include:

  • Microsoft Office Online
    Web-only version of Microsoft Office
  • Keynote                      
    Presentations for MacOS and iOS
    See: Apple's App Store
  • Numbers                     
    Spreadsheets for MacOS and iOS
    See: Apple's App Store
  • Pages                          
    Word Processor for MacOS and iOS
    See: Apple's App Store
  • Google Docs                
    Office Suite for Windows, Mac also web applications
    https://www.google.co.uk/docs/about/
  • Neo-office                   
    Office suite for Macs
    http://neooffice.org/
  • LibreOffice                  
    Office suite for Windows, Mac and Linux
    https://www.libreoffice.org/download/libreoffice-fresh/

 

Alternative storage solutions

     IMPORTANT: For all storage options you will need to manually move your files from your University provided storage BEFORE LEAVING THE UNIVERSITY to ensure no data is lost.

For leavers who have also purchased Dropbox for Business through the University, see Dropbox - Leaving the University.

OneDrive

If you are going to purchase one of Microsoft's Office365 Home or Personal editions, then 1TB of OneDrive storage will be included in your package.

Dropbox

Storage with Web access and applications for Windows, MacOS, iOS and Android. Offers a range of storage options starting at 2GB for their free account.
https://www.dropbox.com

Google Drive

Storage with Web access and applications for Windows, MacOS, iOS and Android. Offers a range of storage options starting at 15GB for their free account.
https://www.google.com/intl/en-GB_ALL/drive/

iCloud

Storage with Web access and applications for Windows, MacOS, iOS. Offers a range of storage options starting at 5GB for their free account.
https://www.icloud.com/