Microsoft Subscription Based-Licensing (M365)
What is included in A3 and A1 licenses?
| A3 Student | A3 Non Student | A1 Light Users | |
|---|---|---|---|
| Email Account | 100GB | 100GB | 50GB |
| Microsoft Office (desktop) | Y - up to 5 devices | Y - up to 5 devices | N |
| Microsoft Office Online | Y | Y | Y |
| OneDrive | Y | Y | Y |
| Windows (for Caltech owned computers ONLY) | Y - up to 5 devices | Y - up to 5 devices | N |
Who qualifies for M365 licenses?
Because this is a subscription based model, only actively affiliated people at Caltech will receive an M365 license. Once a person leaves Caltech, the license is removed. Please see below for "What happens when I leave Caltech?"
| A3 Student | A3 Non Student | A1 Light Users | |
|---|---|---|---|
| All Students | X | ||
| Academic Faculty (including Emeritus) | X | ||
| Academic Faculty: Visiting Associates | X | ||
| Academic Non-Faculty (Postdocs) | X | ||
| Academic Non-Faculty: Visitors | X | ||
| External Affiliates: Temp Employees | X | ||
| External Affiliates | X | ||
| Staff | X | ||
| Staff: Light Users (employees that do not use a computer for their day to day jobs) | X | ||
| Guests | X | ||
| Retirees (non-Faculty) | X | ||
| Volunteers | X |
Please note that there may be some exceptions to these licenses.
How do I download Microsoft Office?
- Log in to https://portal.office.com/account/?ref=Harmony#installs with your username@caltech.edu and your access.caltech password.
- Click Install Office
You can install Office on up to 5 devices.
Does IMSS provide Windows?
No, IMSS only provides an upgrade license from Windows Pro to Windows Enterprise. You must already own Windows Pro for the upgrade to work. Learn more about Windows 11 installation or upgrade.
What happens when I leave Caltech?
Your Caltech account will no longer be active and you will no longer have an M365 subscription.
- Email - You may request to forward your email. This must be done before your account is deleted.
- Microsoft Office - If you previously installed Office through your M365 subscription, it will switch to read-only mode. You will still be able to open Office files (Word, Excel, PowerPoint), but you will not be able to make any edits. To continue to use the full features of Microsoft Office, you will need to purchase your own copy of Office.
- Windows - You should NOT activate the M365 Windows Enterprise license on your personal computer. After leaving Caltech the license will no longer be valid making the Operating System inoperable.
Can alumni keep their email address?
Alumni have the option of registering for an alumni email account (@alumni.caltech.edu), which may be kept indefinitely. For more information please visit https://www.alumni.caltech.edu/email-services
What M365 benefits are available for Retirees?
Retirees will be assigned A1 licenses. This allows retirees to keep their email account (50GB) and access to Office Online. Retirees may check Caltech email via https://outlook.office.com
If you would like to check your email using the Outlook client, you will need to purchase your own copy of Microsoft Office.
Questions?
For any other questions, please contact the Help Desk at https://help.caltech.edu, help@caltech.edu, or x3500.