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Employees and Students1 of Jacobs University are eligible to receive the download of the newest version of Microsoft Office Professional Plus3 software free of charge. If Microsoft releases updates of the software, those updates are also included in the license.

The package includes Word, PowerPoint, Excel, Outlook, OneNote, Publisher, Access, Skype for Business, OneDrive for Business. The software download is available for Microsoft Windows and Mac OSX.

Microsoft Office can be installed on up to five devices simultaneously. Each installed package requires login with the Jacobs University account5 to run the software. To install it on a sixth device, one of the other installations need to be deactivated. Periodically, each device requires a successful connection to the internet to re-validate the license.

PRIVATE DEVICES ONLY

This installation is only for PRIVATE devices.

To get Microsoft Office installed or updated on devices owned by Jacobs University, please contact Service Desk for Faculty and Staff.

Jacobs University-owned devices distributed by Service Desk for Faculty and Staff already have Microsoft Office installed.

Ending an employee's working contract or exmatriculation as a student will lead to a termination of the license7 to use this software, and the required login to use the software will no longer function, the software can then no longer be used and should be uninstalled.

You can find more information about Microsoft's program here (in English) or here (in German).

To install the software, please follow the guide How to install Office 365 ProPlus.

Footnotes

1 Eligible students include regular, immatriculated students of Jacobs University, visiting students, exchange students, guest students, and external students. If you are unsure about your status, please search yourself on this webpage and check the "Jacobs University membership" line.

3 The product is called Office 365 ProPlus and delivered as a Click-to-Run application.

5 Often, the login screens of Microsoft ask for the email address. This, in fact, means, "your login", which, in our case, is the JACOBS user account, written in the form CAMPUSNETUSERNAME@jacobs-university.de. There is no dot in your CampusNet user name.

6 Suspension will also lead to a termination of the license.

7 If Microsoft or Jacobs University decide to cancel the offer, the license to use the software will also terminate.

9 Comments

  1. Sounds great, but I have some questions:

    1.) Can I use this Office software (e.g. Word) also without being connected to the internet?

    2.) Will there be a "pre-warning" period for the re-validation or will the software just stop to work and wait for the login? Does this verification require internet connection?

    I am asking these questions, since I firstly would not like to be surprised during a presentation by a validation request and secondly would also like to work on the computer when it is not connected to the internet.

    Thank you.

       Arnulf

    1. > 1.) Can I use this Office software (e.g. Word) also without being connected to the internet?

      Yes, the software is fully functional offline 30 days after the last re-validation.

      > 2.) Will there be a "pre-warning" period for the re-validation

      I don't think so.

      > or will the software just stop to work and wait for the login?

      It will not stop to work, but go into a "Reduced functionality mode", meaning, it is still possible to view documents (I can only assume, this includes showing presentations), but editing of documents is no longer possible.

      > Does this verification require internet connection?

      Yes, re-validation of the license requires an Internet-connection. I assume, the software checks the license upon each start of one of the included programs, and auto-re-prolongs the license for another 30 days whenever online. Edit: the license check is done once a day when online. This will start the 30 day period of full offline functionality.

      Source: https://technet.microsoft.com/en-us/library/gg982959.aspx

       

       

      1. Thank you. Just one more question:

        Does the daily license check (when connected to the internet) each time require a "manual" verification procedure (i.e. entering user account and password) or is this done only once during installation and then stored somewhere on the computer for "re-use"? Since my private computer does not use the Jacobs user account as login and also has a different password set, the login to the computer will not provide these data.

        1. I haven't found reliable information, but here is what I found in a quick test:

          • After installing, licensing, and rebooting, the Office software starts up and shows the licensed account without requiring a new login. I conclude, that the license data is stored locally and can be used for automated license re-validation.
          • After rebooting without network connection, the same account is still shown as the licensed account, and Word does function fully without any complaints or warnings or messages or nag screens or anything unusual.
          • I can't find an option to manually renew the license, I thereby conclude, that the process of re-validation of the license is done automatically.
          • I do see a process running in the background, related to the Office subscription (officeclicktorun.exe). I assume, this process will do the license check in the background, even if Office is not running, easing the processs even further, because actually starting one of the programs doesn't seem to be necessary for license re-validation (this assumption needs verification).

          In conclusion, it looks, as if the license renewal is done whenever online, once a day, without manual intervention. The account used for licensing Office is in no way related to the account used to login to the computer.

          1. Sounds good - Thank you again!

    1. My private computer is used by others as well. Does that mean that I need to have two Office versions installed?
    2. Current Office is connected to my Onedrive account which is different from my JU account. Will I have to change that or are there any interferences?

    Thanks, Ben

    1. Re 1.: The license for Jacobs' download of Office 365 Pro is a personal license for you. If someone else on your computer wants to use Microsoft Office, they will need another license. If they have a license, which includes all features you installed via Jacobs' Office 365 Pro download, I don't see a reason for a second install.

      Re 2.: Access to online services is independent of the login data used to license the software. In e.g. Word, in the "File -> Account -> Storage -> Add a Service" menu you can add and remove storage services, including OneDrive (personal) or Sharepoint (OneDrive for Business and Sharepoint Libraries, both not available at Jacobs - yet!). You can even have both added at the same time. Looks like no problem.

      If you have a current Office licensed, there is probably no reason to switch to Jacobs' offer.

  2. Would it be possible to enable Microsoft Teams (Preview) for us? It would greatly help with group work (especially presentations/projects). Thank you!

    1. Hi Gjergji,

      I am glad you've asked! I would love to make the multitude of all the interesting new Office 365 functionalities available to everyone on campus. However, there are a few hindering factors, including:

      1. no backup. University data needs to be protected against data loss, and reliable recovery scenarios must exist to recover from data loss. This does not as much relate to issues with the data storage, but with issues rooted on the user's side, e.g. mass-encryption and deletion of files due to malicious software on the desktop.
      2. no backup mechanics. Office 365, Microsoft Teams, Unified Groups use modified sharepoint team sites, which the standard Office 365 backup tools we investigated can not deal with, at the moment. While there are tools for backing up team sites, also with issues even for our regular use cases, all fail to find or backup these special modified sharepoint sites.
      3. Governance and administration. The mechnisms available to ensure an appropriate environment either do not exist (like the "Groups control panel to manage team creation" shown in your video, you can't enforce a Unified group to be private upon creation, etc.), are not consistent (scattered across multiple platforms: Sharepoint Online, Exchange Online, Azure Active Directory, ...), and are not comprehensive (you can control the naming scheme for a Unified Group, but if the Group is created as a byproduct of creating a Planner plan, the creation process ignores the group naming policy), to name a few issues.
      4. Microsoft Teams is not available in our users' portals anyway. It's activated for a few weeks in the admin portal, but the users' app tiles home pages don't include it yet...

       Sorry I don't have a better answer for now.