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Jacobs University offers Microsoft Office 365 to its members for free. This offer currently features:
- OneDrive for Business: 1 TB of web-based, online, personal file storage, shareable, with sync between Windows PCs and Macs, also Android, iOS, Windows Mobile devices
- Online versions of Microsoft Word, Excel, PowerPoint, OneNote: edit your files in a web browser everywhere, from any device
- Real-time collaborative editing of documents on the web and simultaneously with locally installed Microsoft Office, including in-document chat
- Microsoft Office on mobile for Android and IOS, integrated with OneDrive for Business
- Skype for Business for online instant chat, audio, voice calls and conferences, online collaboration, screen sharing, and collaborative editing of Office documents
- Download and use of Microsoft Office Professional Plus software (Word, Excel, PowerPoint, OneNote, Access, Publisher, Outlook, ...) on Windows PC and Mac for free for private use on private devices.
For a complete list of features and availability, see section "General Availability..." below.
Important Information for all Office 365 users
The Richtlinie zur Nutzung von Informations- und Kommunikationsdiensten (ICT Guideline) applies to Office 365.
Eligibility of the offer is tied to Jacobs University membership. If your Jacobs University membership expires, so will the offer. Also, Jacobs University or Microsoft might terminate the agreement.
In case of ineligibility or termination of the offer, stored data will become inaccessible and the features will no longer be available. Be sure to get your data out of Office 365 before this happens.
The username should be written in the form "CAMPUSNETUSERNAME@jacobs-university.de". There is no dot in your CampusNet user name.
Choose an application from the checkerboard menu in the top left.
To download Microsoft Office software, please see the page Microsoft Office Download for Employees and Students for details.
Windows 10 comes with the OneDrive sync client as part of the operating system installation. If you need to download the OneDrive synchronization client, or for info on how to use it, please see the page Get started with the new OneDrive sync client in Windows for details.
Learning about Office 365
It is not possible to call phone numbers from Skype for Business or Teams at Jacobs University.
(No) Backup by Jacobs University
There is no backup of any data in Office 365 controlled by Jacobs University, except:
- OneDrive for Business files and folders of default "Documents" library of employees, except the top-level folder "PRIVATE"
- Teams files and folders of default "Files" (technically "Shared Documents") library
The sole purpose of this copy is to secure our assets in case Microsoft's infrastructure becomes spontaneously unavailable. Therefore, each of these sites get a user onm-backup ("Jacobs Backup") added that is used to copy files.
While employees can use Jacobs University's resources for private purposes according to the Richtlinie zur Nutzung von Informations- und Kommunikationsdiensten (ICT Guideline), we would like to not copy private data into our backup.
Employees, please store your private data, i.e. data not relevant for Jacobs University's business, in a OneDrive for Business top-level folder called "PRIVATE". It will be created for you if it doesn't exist.
Self-Service Restore of Content in OneDrive for Business
If you made changes to files you want to undo, each file in OneDrive for Business has a version history, you can view previous versions in the web interface and revert to a previous one.
If you accidentally deleted files or folders, they are temporarily stored in a OneDrive for Business "Recycle bin", just as on your desktop. Visit the web interface, select the "Recycle bin", and restore the deleted files or folders.
If your PC/Mac got infected with a virus, that thing encrypted or deleted all your local files, which gets synced to OneDrive for Business online, which gets synced to all of your other devices, then in effect you would have lost all your files. However, in the settings of the web interface of OneDrive for Business is a "Restore" option which lets you rollback your complete OneDrive for Business to a past point in time. This will rollback all changes since that date, including the malware's effect, but also including your own.
Self-Service Restore of Content in Exchange (Exchange Online and also Exchange on premise)
If you delete emails, they are moved to the "Deleted Items" folder. You can recover deleted emails by selecting that folder and moving emails out of it.
If emails have been deleted from the "Deleted Items" folder, they can be recovered for another 90 days. Browse to the Outlook Web Access, select the "Deleted Items" folder, right-click, select "Recover deleted items".
General Availability of Features / Products for Jacobs University Members
|Feature (linked)||Description||Compliant to EU-GDPR?||Available to Employees?||Available to Students?|
|To-Do||Simple task management, part of Exchange Online|
|Stream||Video portal||(view only)||(view only)|
|Teams||Collaboration environment||(by request)||(as members)|
|Power Apps||Business applications|
|Forms||Form / survey data entry|
|Planner||Kanban / agile task management||(use it from Teams)|
|Office Online||Office products as web applications|
|Sharepoint Online||Collaboration environment, also OneDrive for Business||(use it from Teams)|
|OneDrive for Business||Personal file storage, technically a special site collection in Sharepoint Online|
|Exchange Online||Personal information manager aka messaging (Email, calendars, contacts, tasks)|
|Office Pro Plus||Download of Microsoft Office applications on private computers|
|Skype for Business||Video calls, audio calls, conferences / meetings, chats, screen sharing|
|Project Online Essentials||Project portfolio management|
|Whiteboard||Freeform digital canvas|
|Kaizala Pro||Mobile 1:1 and group chat, including video telephony |
(like WhatsApp, but conforming to EU-GDPR)
The information about EU-GDPR compliance is based on the document "Online Services Terms" as of June 1, 2019 available online here.
Jacobs University has a data processing agreement with Microsoft according to EU model clauses and EU-GDPR provisions, which is also approved by our Datenschutzbeauftragter (Data Protection Officer), thereby Office 365 qualifies for processing person-related data in their compliant services.