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Office 365 Pro Plus for Staff

Manchester Metropolitan University staff can now download the very latest version of Microsoft Office, to use on up to five devices for as long as they work or study at the University, with Office 365 Pro Plus.

Office 365 ProPlus is a full version of Office. It includes Access, Excel, InfoPath, Skype for Business, OneNote, Outlook, PowerPoint, Publisher, and Word.

The programs have the same features and functionality as other versions of Office and the system requirements are the same.

How it works

You download and install Office 365 ProPlus on your own device(s). You must connect to the internet at least once every 30 days so that your Office 365 ProPlus subscriptions can be checked against the licenses that the University has purchased.

If this does not happen then the programmes will go into a reduced functionality mode. Your Office 365 ProPlus subscription ends after you leave Manchester Metropolitan. You will receive notice of this, a grace period and the opportunity to purchase alternatives directly from Microsoft.

How to download and install Office 365 ProPlus

NOTE : Office 365 ProPlus is already available on your university devices and therefore the below instructions are for personal devices only.

You can download and install Office 365 ProPlus on up to five of your own devices right now. It only takes a couple of minutes. Here’s how:

First, please check which version of Office you currently have on your device(s). If you are using Office 2013 you cannot download the package. There’s much in the way of integration with Office 2013, which is now available on campus, but Office 365 ProPlus shouldn’t be installed on your own devices which are already running Office 2013. It may cause operational issues with your device and if the device is not University property we cannot support possible complications. This is because, in effect, you will be downloading a secondary Microsoft Office 2013 application package.

 

Log in to Office 365 with your University account:

  • Head to office365.mmu.ac.uk
  • In the first box input your MMU ID followed by @ad.mmu.ac.uk eg, 55123456@ad.mmu.ac.uk
  • In the second box, enter your usual University password
  • Click on the blue sign in button
  • Follow the on-screen instructions and select your Office download.

 

Frequently Asked Questions

Are there any support guides for Office 365 Pro Plus for staff?

What is Office 365 ProPlus?

Office 365 ProPlus is a full version of Office. It includes Access, Excel, InfoPath, Skype for Business, OneNote, Outlook, PowerPoint, Publisher, and Word. The programs have the same features and functionality as other versions of Office and the system requirements are the same. 

Office 2013, Office 365? Office ProPlus? What's the difference?

Not a lot, in practice. Microsoft’s naming conventions can lead to some confusion but the important thing to bear in mind is that all of these platforms are the latest version of Office. What differs is the delivery model.

Office 2013 is the latest version of the Microsoft Office suite, offering the traditional package of applications that you would buy off a shop shelf. We've installed this on all of the student and classroom PCs and most staff Windows devices, so it's what we now use on campus.

Office 365 is a cloud-based version of Office, including all of the same apps as Office 2013 but offering more flexibility as you can log in and use them on any device and access files through the addition of OneDrive.

Office Proplus is basically a hybrid of the two – you download the latest, full version of Office and install on your personal devices combined with all of the Office 365 extras so you can benefit from file-sharing and access-anywhere convenience. When Microsoft release a new version of Office you'll get it as soon as it's launched, rather than having to wait, or pay to upgrade.

How do I download my free copy of Office?

Firstly you must check which version of Office is running on your device(s). There's much in the way of integration with Office 2013, which is now available on campus, but Office 365 shouldn't be installed on personal devices which are already running Office 2013. It may cause operational issues with your device and if the device is not University property, we cannot support possible complications. This is because, in effect, you will be downloading a secondary Microsoft Office 2013 application package.

First, you need to log in to Office 365 with your University account:

  • Head to office365.mmu.ac.uk
  • In the first box input your University ID followed by @ad.mmu.ac.uk eg, 55123456@ad.mmu.ac.uk
  • In the second box, enter your usual University password
  • Click on the blue sign in button
  • Follow the on-screen instructions and select your Office download.

Can I install Office 365 on my University device?

Do not attempt to download this with a University PC or laptop and you shouldn't need to. As long as you're running Office 2013 you can set up OneDrive and have all the functionality you need without manually downloading and installing Office 365.

How long can I use it for?

You can use Office 365 for as long as you're employed by the University. After this time, you must either uninstall it or purchase a new licence.

Can I have any other Microsoft products?

Staff wishing to buy specially discounted software for work-related use at home (£10 per program) can go to mmu.ac.onthehub.com, from where you will be asked log in to the University’s eResources Login page.

NB: These offers are only available while you are employed by the University. When you leave, you will need to either uninstall the software or purchase a new licence.

This offer includes:

  • MS Project Professional 2016
  • MS Visio Professional 2016
  • Windows 10 / 8.1 / 7 

Office 365 Pro Plus for Students

Office 365 Pro Plus is a full version of Office. It includes Access, Excel, InfoPath, Lync, OneNote, Outlook, PowerPoint, Publisher and Word.

The programs have the same features and functionality as other versions of Office and the system requirements are the same. 

How it works

You download and install Office 365 Pro Plus on your computer - it is not a web-based version of Office and doesn't require you to be online to use it. However, you must connect to the internet at least once every 30 days so that your Office 365 subscriptions can be checked against the licenses that the University has purchased. If this does not happen then the programmes will go into a reduced functionality mode.

Your Office 365 subscription ends after you graduate or leave Manchester Metropolitan. You will receive notice of this, a grace period and the opportunity to purchase alternatives directly from Microsoft.

How do I download and install Office 365 Pro Plus?

You can download and install Office 365 Pro Plus on up to five different devices.

  • Log in to your Office 365 email as normal
  • Select the gear/cog icon at the top right of the page
  • Select Office 365 Settings > Software
  • Choose the Download button next to Office 365 ProPlus
  • Run the downloaded file and follow the on-screen instructions
  • Stay connected to the internet and leave Office to install in the background. (The time taken for the installation will depend on your internet connection.)
  • If prompted for any login credentials, this is your usual Manchester Metropolitan email address and password.

Not prompted for your login details?

If you are not prompted for your University email address and password when installing Office 365 Pro Plus, you should:

  • Go to any Office 365 application
  • From the Main Menu > Account > Change Product Key
  • When you see a pop-up box click 'Sign in with an active account instead'
  • Enter your MMU email address (eg, 12345678@stu.mmu.ac.uk) and your password.

It's slightly different for Mac users...

Once you've downloaded the software and launched it for the first time, you'll be presented with three registration options.

  • Select sign in with an active Microsoft account
  • When prompted for your username, enter your email address (ie 12345678@stu.mmu.ac.uk) followed by your normal password.  You'll then be able to enter your name to complete registration
  • You will need to be online to activate Office 2011 for Mac, so make sure you're still connected to the internet when you do this.
  • Need more help? Installing Office 365 Pro Plus on a Mac

If you experience any problems, please contact us on 0161 247 4646.

Is this version of Microsoft Office different to others?

It is the latest version of Microsoft Office, however it is licensed on a subscription basis, by signing in with your University account (your usual University email address and password e.g. 12345678@stu.mmu.ac.uk). This means that the subscription will expire when you leave Manchester Metropolitan University.

Does this deal include the Mac version?

Yes. You can download the latest version of Office for Mac as part of this offer. There is no 2013 version for this platform - it's still on 2011 - but when this gets an updated it should be available to you as part of your Pro Plus subscription.

What applications are included?

PC users get 20 applications, including:

  • Word
  • Excel
  • PowerPoint
  • OneNote
  • Access
  • Publisher
  • Outlook
  • Lync
  • InfoPath 

Mac users get access to nine applications, including:

  • Word
  • Excel
  • PowerPoint
  • Outlook

Will Office 365 Pro Plus work with my current copy of Office?

Yes, Office 365 Pro Plus will work alongside your current version of Office. Be warned though, it has limited functionality when used in conjunction with older versions.

Do I need to delete my current copy of Office?

No, we advise you keep your older versions of Office installed. Whilst you are a student at Manchester Metropolitan, we advise you use Office 365 to stay up to date. This way when you leave the University, if you decide against signing up to a new subscription with Microsoft then you still have your old version.

Why do I need to sign into Office?

Office 365 Pro Plus is available as a subscription to all Manchester Metropolitan students. Therefore, to identify yourself, Microsoft asks you to sign into Office so it can activate your copy of Office365 Pro Plus. You will need to do this periodically.

How do I open/save work from/to OneDrive?

Once you sign into Office 365 ProPlus on your own device, you will be able to open and save files directly to your OneDrive (formerly known as SkyDrive Pro) cloud storage wherever you are.

On how many devices can I install Office 365 Pro Plus?

Users can install and use this version of Office on up to five devices concurrently. This includes mobile Office on smartphones, tablets and other devices.

How can I access OneDrive from a University computer?

You can access OneDrive directly from MyMMU.

How can I work on files on my H: drive, direct from Office?

On your own device, this will be difficult. However, should you wish to, you can copy the files you want to work on from your H: drive to your OneDrive so you can then access them wherever you are. Please note, once you leave Manchester Metropolitan and become alumni, your OneDrive storage will be closed when your Office 365 subscription concludes.

Where do I find Office 365 Pro Plus for my tablet?

Visit your device manufacturer's app store and search for 'Microsoft'. If it's available for your device then doing this should find it immediately.

OneDrive for Business

Sharing data with colleagues and students is increasingly important - and increasingly risky.

Data is a fundamental University asset, required for the effective operation of the University and the services it offers, including teaching, learning and research; and administrative, management and commercial activities.

For this reason, the Office 365 Collaboration Tools project has started by providing you with the best and most secure cloud-based sharing tool available - OneDrive for Business.

OneDrive for Business will allow you to share files securely with your colleagues and students via the web from any device, wherever you are.

Please note, however, that OneDrive for Business is NOT a replacement for your University network drives (R, H and S). This is because the cloud is simply not secure enough for the storage of confidential information.

So when you share files using OneDrive for Business, do make sure you remove the files from it as soon as possible afterwards.

There are a number of principles we have to adhere to as staff at the University to ensure the data we handle is protected, shared and managed appropriately. The Data Classification Policy outlines our corporate responsibility in this area.

 

 

How the University classifies different types of data and how you should be handling it

What is personal data?

This is defined in section 1 of the Data Protection Act 1998. It includes any data relating to or helping to identify a living person, which expresses opinion about that person or any indication of - in our case - the University's intentions in respect of that person.

Examples of Personal Data handled at Manchester Metropolitan include:

  • Staff or student contact information
  • Staff or student records eg, PDRs, or assessment records
  • Spreadsheets of individuals' details (eg cohort records)
  • Information on research subjects
  • Job applications and CVs

This is not intended to be an exhaustive list. If you're still unsure, either play it safe and presume it is Personal Data or check with the legal team to be certain.

What is Sensitive Personal data?

All Personal Data is protected under the Data Protection Act. However, in section 2, the Act places additional protection around sensitive Personal Data.

This is any Personal Data that relates to a person's racial or ethnic origin, their political opinions or religious beliefs, trade union membership, their state of health, sexual life, or information relating to any offence they may have committed or subsequent proceedings.

Within the University's context, common examples include:

  • Personal Learning Plans (PLPs) for disabled students
  • Equal opportunities forms submitted with job applications
  • Lists of students who have additional examination arrangements
  • Personal Emergency Evacuation Plans (PEEPs)
  • Occupational therapist reports
  • Application forms and documents disclosing criminal convictions
  • Medical evidence (staff and students often provide this for absences, extension requests, etc).

Again, this list does not cover everything. See the Manchester Metropolitan Data Protection Policy for further information and guidance. Again, if you're unsure, please consult the legal team.

What is Commercially Sensitive information?

Some data may fall out of scope of the above ICO definitions for Personal Data, but will still be of value to the University. Therefore, you must be careful how it is used and stored to ensure it does not fall into the wrong hands.

Commercially Sensitive Information takes many forms. It may relate to the activities of the University (or its partners, staff and students) not intended for general public consumption. It could be intellectual property, financial, commercial, scientific, technical, research or other information, which, if disclosed, could:

  • Cause financial loss or commercial harm to the University or person(s) to whom the information relates
  • Place the University or its staff in breach of a duty of confidentiality
  • Prejudice their competitive position in the conduct of their profession
  • Prejudice conduct or the outcome of contractual or other negotiations in respect of the University or the person(s) to whom the information relates.

Each of these outcomes risk bringing disrepute and/or legal liability to the University.

Examples in the University context could include unpublished information relating to finances, performance, plans and strategies and information relating to contracts, tenders and third party relationships.

If you are unsure as to whether information is commercially sensitive, please consult the legal team.

What is confidential information?

We will often use the term Confidential Information as a catchall, to refer to information which is either Personal Data and/or Commercially Sensitive Information.

 

 

File storage options for staff

Secure network drives

We provide network space for staff to store and share their work securely. These drives are covered by our disaster recovery procedures so even in the event that one of our data centres is taken out of action then all of these materials will be safe and accessible again within minutes. We also back-up all of the content on the network drives daily, so by saving to them it gives us more of a chance of rescuing any work that you accidentally  delete, overwrite or lose.

To access these drives you need to be connected to the University network, using a University device. We do also offer several other tools to make them available remotely too, such as access via a virtual private network (VPN) solution for staff with a suitable business case.

H: drive (Home)

The H: drive is your 10GB personal storage space on the University's network. It is secure and backed up to keep your work safe, so we recommend you use it to store any documents that are confidential to you and the work that you do. If you have a University laptop then your H: drive will also synchronise whenever you have a network connection at MMU.

Your H: drive is available automatically when you're logged into any University computer under My Documents, so all you have to do to save your work there is click Save. You can also get to your H: drive via MyMMU wherever you are, using a web browser.

R: drive (Staff2Staff)

You should use the R: drive to store any work-related files that need to be shared with colleagues in your team or department. The R: drive is backed-up and access permissions are managed by IT Services. Like your H: drive, you can access your R: drive via MyMMU wherever you are, using a web browser.

S: drive (Staff2Students)

You can use the S: drive for any files that you want to share with students where Moodle isn't a viable option. Staff and students can access to the S: drive using MyMMU via a web browser, or from any MMU computer.

How much space do I get for file-sharing with OneDrive?

If you ask Microsoft they'll tell you it's unlimited. Sounds too good to be true, right? It is! With OneDrive you’ll have a folder on your device where your content ‘syncs’ with the data held in the cloud. This will limit how much stuff you can store as there’s only so much space available on your hard drive. We recommend you use OneDrive to share files rather than as a permanent place to store University data.

I have my own, personal OneDrive – will that work?

You can certainly access your personal OneDrive through Office 2013, but the primary OneDrive associated with your account will be the one we provide you with. You should never use a personal OneDrive account (or any other third party cloud services, like Dropbox) to store Confidential Information on behalf of the University.

As always you need to be mindful about the data you handle on behalf of the University. This package offers more secure file-sharing than other third party cloud services like Dropbox, but please ensure you do not store Confidential Information in the cloud.  Data is a fundamental University asset, required for the effective operation of the University and the services it offers, including teaching, learning and research; and administrative, management and commercial activities. There are a number of principles we have to adhere to as staff at the University to ensure the data we handle is protected, shared and managed appropriately, the Data Classification Policy outlines our corporate responsibility in this area.

Can I use my OneDrive instead of my H: drive now?

No. OneDrive is not meant to be used as a replacement for your network drive. It’s great for sharing and convenience but should not be used to store or inadvertently share sensitive personal data or any Confidential Information you handle on behalf of the University.

As always you need to be mindful about the data you handle on behalf of the University. This package offers more secure file-sharing than other third party cloud services like Dropbox, but please ensure you do not store Confidential Information in the cloud.  Data is a fundamental University asset, required for the effective operation of the University and the services it offers, including teaching, learning and research; and administrative, management and commercial activities. There are a number of principles we have to adhere to as staff at the University to ensure the data we handle is protected, shared and managed appropriately, the Data Classification Policy outlines our corporate responsibility in this area.

What data can I share using OneDrive?

Where there is a need and justification for sharing Confidential Information on behalf of the University, OneDrive is an appropriate solution for this in many cases. However, it should not be used as a permanent place of storage for this kind of data and you should not share sensitive or highly classified data using OneDrive. You should always keep a back-up of important files on a University network drive.

As always you need to be mindful about the data you handle on behalf of the University. This package offers more secure file-sharing than other third party cloud services like Dropbox, but please ensure you do not store Confidential Information in the cloud.  Data is a fundamental University asset, required for the effective operation of the University and the services it offers, including teaching, learning and research; and administrative, management and commercial activities. There are a number of principles we have to adhere to as staff at the University to ensure the data we handle is protected, shared and managed appropriately, the Data Classification Policy outlines our corporate responsibility in this area.

How secure is OneDrive?

It’s among the most secure of cloud solutions we could provide you, but for staff storing Confidential Information, it is not a viable alternative to our network drives or dedicated records systems. You should always keep a back-up of anything important, particularly when sharing content with others who may alter or delete content. 

I use Dropbox, is OneDrive the same thing?

We do not recommend using Dropbox to store or share University data and it should never be used for any Confidential Information you handle on behalf of the University. With OneDrive, you get more space, better integration with the Office apps you use and most importantly, Microsoft has made contractual commitments to the University regarding the ways in which they store and handle our data. Even so, it should not be used as to store University data.

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Help and Support

Call our 24 hour helpline on 0161 247 4646 or email it.helpline@mmu.ac.uk.