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Frequently Asked Questions

The FAQs about Office 365, Office 2016 and OneDrive will be updated on a regular basis. For the Office launch, we’ve done our best to anticipate questions that the UWSP population might have. If you have questions that are not answered here please call the Service Desk at (715) 346-HELP. We’ll find an answer for you as quickly as we can and add them to this page.

Overview​

Installation

Licensing Questions

Leaving UWSP​

Troubleshooting​

Overview

What are the new tools available to UWSP Students and Staff?

UWSP activated the “Microsoft Office ProPlus” license for all Students and staff on March 15, 2016. This gives access to many new tools and features.

  • Microsoft Office 2016 is the full featured desktop version of the Microsoft Office Suite. This brings UWSP up to the current version, adds integration with the OneDrive cloud storage space, and improves the help system in the applications, among other improvements. You should be able to use the new Office 2016 without having to relearn anything.

  • Office 365 is a pared down web based version of the core Office applications. You can create, edit and share Word, PowerPoint, and Excel files from a web browser, on any computer with internet access. Many features available in the Office 2016 desktop version are not available in the online application. It’s easy to move documents between the desktop and web version. The web version offers real time collaboration with others, allowing multiple users to simultaneously edit documents, and see the changes others are making as they are made.

  • Office Applications for mobile devices are apps available for your iOS or Android phone or tablet. There are more features available in the mobile apps than are available in the web version. Sharing and collaborating are just as easy in these apps as in the two versions mentioned above.

  • OneDrive is a cloud based storage solution. OneDrive allows you to store and access documents from any computer with internet access. You can easily upload, download, edit and share your files with others using OneDrive. OneDrive is available via a web interface, is integrated with the Office 2016 and Office 365 applications. A sync client is also available which will automatically download the content of selected folders to your computer.

What do I get?

UWSP licenses Office 2016, Office 365, and OneDrive for all faculty/staff and students and at no cost to them. Students and staff can take advantage of free Office 365 and OneDrive access, and download the Office 2016 suite by logging in  with their UWSP logon at office.uwsp.edu. Everyone at UWSP gets access to 1 Terabyte of storage on OneDrive, and can install Office 2016 on five computers and the mobile apps on five phones and five tablets. If you are using a computer that doesn’t have Office installed, don’t worry, you can edit or review those assignments in Office Online in any browser.

How do I get free Office 365?

The installation process is a little different at home than on Campus Machines. Campus computers should download Office 2016 from the UWSP application center. Detailed instructions for the install process are available on the UWSP Office Website (http://www.uwsp.edu/office/).

Students and staff can install Office 2016 on their home computers, and the mobile apps on their phones or tablets. Download the Office 2016 suite by logging with your UWSP log in at office.uwsp.edu. Detailed installation instructions are available on the UWSP Office Website (http://www.uwsp.edu/office/).

Where should I save my work?

Let’s start with where you shouldn’t save your work. The backup solution we have in place for backing up faculty and staff computers is being deprecated, and we do not plan to replace it. This means that any files you save to your local storage (the desktop, My Documents, or other locations that are physically on your computer) will not be backed up. You should avoid using your local storage for anything that is produced for work that you do not want to lose.

We have other options available for storage that are backed up. UWSP network storage, SharePoint, and OneDrive are all great options for different facets of storage needs.

How do I know my data will be kept secure and private in Office 365?

UWSP IT is committed to providing secure technologies that protect your data and privacy. Office 365 meets the highest industry standards for security and data privacy and is certified across many compliance standards including ISO 27001, EU Model Clauses, HIPAA, FISMA, FERPA and others. Office 365 follows best practices in data center design to prevent unauthorized access to our data. We control all access to our Office 365 instance. For detailed information about email security and file storage security features in Office 365 please visit https://goo.gl/1SlBkm.

Where can I get help?

Would you believe we've written a whole page about this? You can find it here: http://www.uwsp.edu/office/Pages/Help-Resources.aspx


Installation

I need help installing Office 2016, where do I go?

Detailed installation instructions are available at http://www.uwsp.edu/office/Pages/Office2016/setup.aspx. If you need help installing Office 2016 on your work computer, please contact the Service Desk at 346-HELP.

Can I install Office for iPad through the UWSP Office License?

Yes, this would count towards the limit of installing it on five tablets. Just install the applications and sign in with your UWSP login. Detailed instructions are available here: http://www.uwsp.edu/office/Pages/Office2016/setup.aspx

Can I install Office for Android through the UWSP Office License?

Yes, this would count towards the limit of installing it on five tablets. Just install the applications and sign in with your UWSP login. Detailed instructions are available here: http://www.uwsp.edu/office/Pages/Office2016/setup.aspx

What devices​ can I use Office 365 on?

Office supports PCs and Windows tablets running Windows 7 or higher, and Macs with Mac OS X 10.6 or higher. Office for iPad can be installed on iPads running version 7.0 or higher. For information about mobile devices, see the Office 365 Getting Started page: http://www.uwsp.edu/office/Pages/Office365/setup.aspx

Do I have to Install the new version now?

No. The remainder of the 2016 Spring Semester you will have the option of installing the new version of Office. Office 2016 will not be installed in shared spaces (computer labs or classrooms) until mid-May 2016. In May 2016, after the Spring 2016 semester ends Office 2016 will be installed in all labs and classrooms on Campus. For staff and faculty, your work computer will be upgraded at this time as well.

Do I have to install Office 2016 in order to use OneDrive, Office 365, or the mobile apps?

No. You can access all of the features of the online and mobile apps and OneDrive without installing Office 2016 on your computer. Log in at https://office.uwsp.edu to start using these features.

Will Office Professional Plus 2010 be removed when I install Office 2016?

Yes, it is recommended by Microsoft that only one version of Office be installed on a computer at a time.

Will Visio 2010 or Project 2010 be removed?

No, but since they are essentially Office 2010 applications they should be upgraded as soon as possible to help mitigate any potential problems with having more than one version of Office installed.

Will Project 2010 be removed?

Yes, In fact because Project 2016 uses a lot of similar files with Office 2016, Office Professional Plus 2010 will be removed and replaced with Office Professional Plus 2016. It is recommended by Microsoft that only one version of Office be installed on a computer at a time.


Licensing Questions

If I recently purchased Office 2016, can I get a refund for my purchase?

We’re sorry, but UWSP can’t reimburse students or staff for purchases they make. Microsoft considers Office 365 University and Office home to be separate products from the UWSP “ProPlus” license and does not offer refunds.

If I have already installed Office 365 University on my computer, what will happen if I attempt to install the UWSP Office 2016 License?

If you already have Office 2016 installed you don’t need to do anything. Office 2016 supports multiple users, and it’s easy to switch between personal accounts. UWSP IT has instructions for adding multiple accounts to your Office 2016 desktop installation and mobile devices here: Working with Multiple accounts.docx

What do I need to do to switch from my current license to the UWSP license?

If you already have Office 2016 installed you don’t need to do anything. Office 2016 supports multiple users, and it’s easy to switch between personal accounts. UWSP IT has instructions for adding multiple accounts to your Office 2016 desktop installation and mobile devices here: Working with Multiple accounts.docx


Leaving UWSP

What happens when I graduate or leave UWSP?

When you graduate, your Office 365 subscription through your institution ends upon graduation. You may enroll into other consumer or commercial offers available. If you have Office 365 Education at your school, you should make sure to transfer all your files from your school OneDrive to your personal OneDrive prior to graduation.

What happens to my information after I’m not enrolled or leave UWSP?

If you do not take steps to save your data to another location before your access to the UWSP Office license ends, you will not be able to access your data. UWSP IT cannot access the data saved in your personal account. When you know you will be leaving UWSP, you should download the data from your UWSP OneDrive account to personal storage or move it to a personal OneDrive account or another cloud service.

How long after I stop being a student or leave UWSP will I be able to use the UWSP Office License?

Students will lose access to the UWSP Office licenses shortly after graduating or leaving UWSP. If you are planning on leaving or you are graduating, you should backup any documents you are storing in OneDrive to a personal computer or another storage service.

During the semester if a student leaves the University then their account will stay active for two additional weeks before the Office 365 licenses are removed. If a student officially graduates. Watch your UWSP email account for messages from the UWSP Postmaster warning you about the pending removal of your account. These messages will include the exact date your account will be removed. Below are the general guidelines:

If you are officially graduating in Fall or Winterim your UWSP network account will remain active until the start of the following fall semester (about the 3rd week into the semester). Example: If you graduated in December 2010 your account would remain active until about the third week into the fall 2011 semester.

 

If you are officially graduating in Spring or Summer your UWSP network account will remain active until the start of the following spring semester (about the 3rd week into the semester). Example: If you graduated in May 2010 your account would remain active until about the third week into the spring 2011 semester.

Information Technology cannot restore files once your UWSP account has become inactive. Make copies of any files you may need before your account is removed, you will be unable to retrieve this information once your account is gone. A convenient and inexpensive way to create a backup of your files is to save them to external storage media such as a CD or key/flash drive.

How will it work after I’m not enrolled or leave UWSP with Office products I have downloaded?

Students who are not enrolled at UWSP and have not purchased an Office Home license will not be able to edit documents created in Office 2016 or Office 365.

Microsoft has viewer applications available which will allow you to view, print and copy Office documents without the full version of the Suite. In addition to the viewers, you will need to install the Microsoft Office Compatibility Packs. Viewers and the Compatibility packs are available from Microsoft here: https://goo.gl/HIf2aK.


Troubleshooting

Word Macros dissapea​ring after upgrading to Office 2016

Some users have reported dissapearing macros and preference  resets after installation.  The install procedure renamesThe users  old Normal.dotm (the file that stores these preferences and macros) to Normalpre.dotm, then writes a new Normal.dotm with the default settings.  Deleting that new template and renaming the “pre” version to Normal.dotm should resolve the problem.  More information is availalbe on the Microsoft Support site: http://goo.gl/QA3emA​

Help! I opened a Word document from my OneDrive but it’s not letting me make changes.

Opening a Microsoft Office file from OneDrive opens the file as read only. Select Edit Document at the top right to start editing your Word file.

I just made changes to a Word document I opened from my OneDrive but can’t find the Save button.

This means that you are in Word Online so your edits are automatically syncing back to your OneDrive cloud storage.

I ran into my one of my project team members from last semester who said that they could see a lot of my files in OneDrive that they shouldn’t be seeing. How can I stop them from seeing my personal files?

Possibly you shared a OneDrive folder with your team to complete the project? Sharing a folder in OneDrive shares files previously added to the folder as well as any files you may add in the future, even if you forget that you shared it.

My lab partner said that they shared a document with me in OneDrive but when I go to OneDrive I can’t see it.

When you open your OneDrive, select “Shared with me” at the left of the screen. This will take you to all items others have shared with you.

How do I delete a file from my OneDrive?

Select a file or files by clicking to the left of the file name. The OneDrive banner at the top of the page will update and display options for the selected file(s).

InfoPath &​ SharePoint Designer issues 

InfoPath 2013 and SharePoint Designer 2010 are removed automatically during the installation of Office 2016. Users who need these applications can reinstall them from the UWSP Application Center. Installing Office 2016 will change the way that SharePoint Designer behaves. Users needing these applications might want to consider waiting to upgrade to Office 2016.

Why don’t I see InfoPath 2013 in Application/Software Center?

Office 2016 needs to be installed first before the installation for InfoPath 2013 will show up.

Someone sent me a link to a OneDrive Document, and I get an error when I try to open it. How do I fix this?

This typically happens when someone shares a link to a document and it's opened in OWA (webmail.) If you copied the link from your webmail, or if someone forwarded the link to you, webmail rewrites the link to point towards the webmail servers. You can fix this by logging into your webmail and accessing the link again.

How do I get to my email?

Email access hasn’t changed. UWSP is not currently planning to move email services to Office365. You can continue to access your UWSP email via the web at https://email.uwsp.edu or through Outlook. Installing Outlook 2016 on your computer will migrate your current Outlook settings and mailboxes.

How can I tell if files I create in Office 2016 or Office 365 will be compatible with earlier versions of Office?

here have been some concerns raised about file compatibility between Office 2016 and Office 2010. Fortunately, Office has some built in tools to check and see if a file generated in and Office 2016 will work in earlier versions. We should plan to add this information to our user documentation.

How-to check file compatibility with earlier versions

Applies To: Excel 2016, Word 2016, PowerPoint 2016, Visio Professional 2016, Visio Standard 2016, Excel 2013, Word 2013, PowerPoint 2013, Visio 2013, Excel 2010, Word 2010, PowerPoint 2010, Excel Starter, Word Starter, Word Starter 2010 To: Excel 2016, Word 2016, PowerPoint 2016, Visio Professional 2016, Visio Standard 2016, Excel 2013, Word 2013, PowerPoint 2013, Visio 2013, Excel 2010, Word 2010, PowerPoint 2010, Excel Starter, Word Starter, Word Starter 2010

You can check compatibility between versions of your Microsoft Office files to see if features in a file are supported by older versions of Office by using Compatibility Checker.

To check compatibility with an older version of Office:

  • Click the File tab, and then click Info.
  • Click Check for Issues, and then click Check Compatibility.
  • In Visio 2016, on the Info tab, click Check Compatibility.
  • Any issues between the versions are listed under Summary in the Compatibility Checker window.
  • NOTE: Selecting Check compatibility when saving documents in the Compatibility Checker window causes the Office application to automatically check for compatibility issues when you save your file as an earlier version.
  • To save your file in an earlier Office format, see https://goo.gl/Xf3jZM.

More information about compatibility

  • Manage compatibility mode for Office (Word Only!) - Article states that Word 2007 & 2010 users can open Word 2013 and 2016 files, but they will not see the new features from 2013 / 2016. The article also talks about a policy to force Word to save to a specific compatibility leve: https://goo.gl/nnQdC0
  • Word Compatibility changes between versions: https://goo.gl/T6W6Gg
  • PowerPoint 2013 and 2016 features behave differently in earlier version: https://goo.gl/U1xiil
  • Excel Worksheet compatibility issues (describes how to fix major issues: https://goo.gl/pci8Bb
  • Compatibility issues in Office: https://goo.gl/PWxgvD
  • Changes in Office 2013: https://goo.gl/kI1NOA

Are there any problems in moving between Office365 and Office 2016?

Yes, there are a couple of them. They are covered in depth on the Microsoft Support site: https://goo.gl/LEllLN

Where did Lync go?

Lync 2010 was removed and replaced with Skype for Business which is included in Office 2016.

Will Skype for Business run when I login?

Yes and No, if you’re logging into a computer where you have never run Skype for Business then it will not automatically start. Whereas if you are logging into a computer where you have previously launched Skype for Business it will automatically start upon login.

How do I save directly to my OneDrive from within Word or Excel?

You can save directly into OneDrive from any of the Office 2016 apps by selecting the “OneDrive –UWSP” option from your File Save dialog. If you are logged in, you’ll be able to see your OneDrive folders and choose the one where you want to save the file. If you are not logged in, it will prompt you to log in.

More information about working with OneDrive can be found in the IT “Introduction to OneDrive in Office 365” document found here: Introduction to OneDrive in Office 365.docx

I tried logging into my OneDrive on a campus computer, and was directed to someone else’s files instead. How can I fix this?

University Windows computers are configured to automatically pass the login information of the person logged into the computer to OneDrive. You can work around this by using a browser which does not support this feature. Firefox, or the incognito mode of Chrome should let you log into your own account, even if someone else is logged into the computer.

Why don’t members of the list to which I’ve shared something see the folder or file in their “Shared With Me” view?

There is a design limitation in the sharing features of OneDrive: When sharing to a group, members of the group will not see what’s shared to them in their “Shared with Me” view. The users have permissions but the person sharing the files will have to send a link to the shared file or folders using their Outlook client.

How do I share a folder or file to my (class list, department distribution list) and send a link to the list?

Members of a group do not receive emails when using the "Invite People" option or the "Email Everyone" option under “Share with”. Notifying group members that you have shared something with them is a two-step process.

  1. Add a group to the share using the Invite people.
  2. Use the “Get a link” functionality or use the Email Everyone functionality to send a URL to a distribution list or individuals.

I've noticed on the OneDrive for Business webpage there is button that says "Sync." Is it OK for me to use that button to sync all files to my computer?

We do not recommend using the Sync button OneDrive for Business webpage to setup the OneDrive sync client. Instead, please use the directions given here. The sync client setup on UWSP computers takes care of some important details for you. Also by manually working through the setup process, you will avoid certain problems like having OneDrive sync OneNote files and accidently filling up hard drives.

I've decided I want to change the folders I'm syncing or even maybe stop using OneDrive on a computer – how do I change my settings?

Right-click on the OneDrive for Business icon in the system tray (it looks like blue clouds) and then click on "settings" in the context menu that opens. Click on "Unlink this PC" and follow the prompts to stop the sync process or click on "Choose folders" to open a dialog box that will let you select which folders you want to sync on that computer.

Where can I get help?

Would you believe we've written a whole page about this? You can find it here: http://www.uwsp.edu/office/Pages/Help-Resources.aspx​​​​​​​​​​​​​​

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