Background
This information is applicable only to official CSULB faculty and staff emeriti as confirmed by Faculty HR and Staff HR.
Upon separation from the University, access to all documents created and saved using campus-provided Microsoft software (i.e., Word, Excel, PowerPoint, Outlook) on personal computing devices will terminate approximately 30 days after separation. This is after one's HR role becomes R (retired) or T (terminated). After this time, desktop versions of Microsoft documents, if campus-provided, will no longer be editable; they will be read-only versions.
Please reference this CIO Message about this service change announcement dated 11/12/20.
Frequently Asked Questions (FAQs)
Does this mean I lose access to my email?
No, you will continue to have access to your CSULB email account and associated functionality, such as calendaring. The only change you may experience related to email is how you access your email. Please see the next question below for more details.
Does this include my Outlook email client?
Yes, it may. If you currently use an installed version of Outlook on your desktop and if this is your own personally licensed software (i.e., it was included with your device purchase), then you should not expect any change. If your Outlook desktop software is provided by a campus-provided license, then this desktop software will stop sending and receiving new email. As an alternative, you can still access your campus email account by logging into the Single Sign-On service and selecting the Office 365 Email button. Additionally, you could also use other free replacement email software such as Mail for Windows 10 devices, MacMail for Macs, and the native email software already included with your mobile devices. You can reference our article Connecting Your Devices to Campus Email.
What do I need to do? What are my options?
Purchase option: If you wish to continue using your Outlook desktop software and other Microsoft Office desktop software (Word, Excel, PowerPoint, etc.), then you will have to purchase a Microsoft 365 subscription. You can compare Microsoft application plan options.
Free options: If you do not wish to purchase, your only other option is to use the free online versions of the Microsoft Office software including Outlook by logging into the CSULB Single Sign-On service and selecting the Office 365 Email and Office 365 buttons for online versions. Windows 10 also includes a free software called Mail, which can be used to access your campus email. Mac computers also have a free option called Mac Mail, which you can also use to sync and access your campus email. Mobile devices, such as Android and Apple tablets and smart phones offer free email apps that you can download from their respective Google Play and Apple Store to configure to sync and access your campus email. You can reference our article Connecting Your Devices to Campus Email.
Is there a difference between Outlook and other Microsoft desktop software versus mobile devices, such as tablets and mobile phones?
Yes, there are differences. Outlook and other Microsoft desktop applications require a Microsoft software license, and they offer their full set of features. Outlook and other Microsoft applications on mobile devices, such as iPads, iPhones, and Android-based tablets and mobile phones can actually be downloaded for free on the respective Apple or Google Play Stores, but these web-based software versions are slimmed down versions without some features you'd have in the paid, full-featured desktop versions. Refer to this article for a summary of differences between the desktop and web versions of Microsoft software: What’s the Difference Between Microsoft Office’s Desktop, Web, and Mobile Apps?
How do I check if I am using my own personal/private licensed Microsoft software or if it's a campus-provided licensed software, so I can determine if this affects me or not?
Please refer to this technical article for instructions on how to look up your Microsoft license type for Windows or Mac computers.
Can I upload my documents saved on my computer to OneDrive and continue using my documents online?
Yes, this is recommended if you do not wish to pay for a Microsoft subscription but still want to be able to edit your existing documents. You can refer to OneDrive for Storing and Sharing Documents for tips on how to upload your documents to OneDrive and continue using your documents with the free web version of Microsoft Office.
If I lose access to edit my documents after my license expires, what can I do?
Any Microsoft files you created prior to the expiration will still be saved to your computer and will still be available to you to view. If you wish to edit them, you will need to purchase your own Microsoft Office 365 license or upload your files to your OneDrive account available by logging in to the campus Single Sign-On service and selecting Office 365 OneDrive. You can refer to OneDrive for Storing and Sharing Documents for tips on how to upload your documents to OneDrive and continue using your documents with the free web version of Microsoft Office.
After your campus-provided Microsoft subscription expires, you should see a Microsoft notification when you attempt to open a Microsoft document saved on your computer/laptop, which will indicate that you have to purchase to continue editing your documents. At this point, you should be shown a link to purchase a subscription and continue using your software under your new license. You'll still be able to access these documents through the on-line Office version accessed through the campus Single Sign-On service.
What's the difference between my Microsoft software on my computer and the web/online/cloud versions?
The main differences are in how robust the features are in each application (Word, Excel, PowerPoint, Outlook). The desktop versions of Microsoft Office will be the full-featured versions, while the web versions will lack some features. For standard users, however, the web versions will most of the features and functionality you're accustomed to using. The requirement for using the web version is that you have to have an Internet connection in order to access and use the software. You access the web version by logging into the CSULB Single Sign-On service and selecting the Office 365 Email and Office 365 buttons.
What if I am part of the Faculty Early Retirement Program (FERP)?
If you are currently teaching, then your HR record will indicate your employment status is Active. Any active employment role will automatically provide you with access to the campus-provided Microsoft license. When your HR employment role changes back to a Retired or Terminated status role, then approximately 30 days later, you will lose access to your campus-provided Microsoft license.
If I lose access, can I still collaborate with other students or faculty on their research documents?
Yes, you can still collaborate on documents that are shared with others, but you will have to use the web version of the Microsoft software. This means any shared documents will have to be stored on either your or a fellow CSULB employee or student's Microsoft OneDrive account. You can refer to OneDrive for Storing and Sharing Documents for tips on how to upload your documents to OneDrive and continue using your documents with the free web version of Microsoft Office.
When I buy my personal license, what is the process? Wait until it expires or should I buy my personal subscription before?
At the point of expiration, you should see a Microsoft notification when you open a document indicating that you have to purchase a subscription to continue editing your documents. At that point, you should be able to purchase and continue using your software under your new license. The advantage of waiting until your campus license expires is that you take full advantage of the free campus license before having to buy your subscription.
Support
If you have a question or concerns not included in this list of FAQs, please contact the Technology Help Desk at helpdesk@csulb.edu or 562-985-4959.