Published on February 5, 2014
How to Order Student Advantage for your Institution Overview: Student Advantage is a volume licensing benefit where students get Office 365 ProPlus at no additional cost provided institutions meet the following criteria: 1. Institution has an EES agreement or an OVS-ES agreement 2. Licenses 100% of Faculty/Staff organization wide for Office (i.e. Office 365 ProPlus, Office 365 Education A3 or A4, or Office Professional Plus 2013) Student Advantage (SA) Includes: 5 installs of either Office 365 ProPlus or Office for Mac Professional 2011 o Office 365 ProPlus: Word, Excel, PowerPoint, OneNote, Outlook, Lync, Access, InfoPath, Publisher installed on Windows o Office for Mac Professional 2011: Word, Excel, PowerPoint, Outlook, Lync installed on a Mac Office Mobile on iPhone and Android phones to edit Office Documents Automatic updates ensuring students are on the latest version of Office for both PC, Mac and mobile devices Office on demand for Windows 7 or better devices (Note: Office Web Applications (Word, Excel, PowerPoint in a web browser) are a component of SharePoint and SkyDrive Pro in Office 365 Education, or as part of a consumer SkyDrive account) What do I need to get started? a. Check with your reseller if your institution qualifies for this program b. An Office 365 Education subscription (which is free for academic organizations). Details below on how to sign up for Office 365, if you have not already done so (See section 1.3) c. An Office 365 Enrollment created under your EES/OVS-ES agreement. Your reseller will create this for you if an enrollment has not been created previously d. A Student Option Enrollment created under your EES/OVS-ES agreement. Your reseller will create this for you if an enrollment has not been created previously Since various institutions order licenses for Office 365 differently, please review the sections below to determine the appropriate procedure to follow for ordering: Section 1: EES Customers 1. Existing Office 365 customers who ordered Office 365 licenses through their reseller 2. Existing Office 365 customers who ordered Office 365 licenses through the Office 365 web site 3. Not an existing Office 365 Customer 4. Multiple Office 365 Tenants 1
Section 2: FAQs – for additional clarification Section-1.1: Existing Office 365 customers who ordered Office 365 licenses through their reseller 1. Check with your reseller if you qualify for the Student Advantage Benefit 2. Check with your reseller for the Office 365 enrollment that is linked to your Office 365 Tenant a. Some customers have multiple enrollments linked to 1 or more Office 365 tenants, identifying the Office 365 enrollment that is linked to your Office 365 Tenant is critical to ensure the licenses ordered get assigned to the correct tenant 3. Request your reseller to order “X” quantity of the student advantage SKU under the Office 365 enrollment that is linked to your Office 365 Tenant a. Ensure the Office 365 Tenant you order the licenses for is the one that your students are or will be using. 4. Since the link between your Office 365 enrollment and Office 365 Tenant exists, the ordered licenses will show up automatically in the “licenses” section of the administrator portal after the order is processed by Microsoft Section-1.2: Existing Office 365 customers who ordered Office 365 licenses through the Office 365 web site Student Advantage licenses can only be ordered through a Microsoft reseller. Student Advantage licenses ARE NOT be available for tenants created using the Office 365 web site. If you previously ordered your free A2 or other licenses directly from the Office 365 web site then you will need to follow the steps below to order the SA licenses through your Microsoft reseller: 1. Find out who your Microsoft reseller is by contacting your Microsoft account team and then check with your reseller if you qualify for the Student Advantage Benefit 2. Ask your reseller to create an OFFICE 365 ENROLLMENT under your institution’s EES agreement 3. While the enrollment is being created, tell your reseller the quantity of SA licenses required. Once that is done, they will send the enrollment for your institution’s signature 4. Once the signature is received, the reseller will place the order with Microsoft which could take 4-5 days for processing, more if ordered during peak periods 5. After the order is successfully processed, the primary contact listed on the order will get the below activation email. Please ensure the Office 365 administrator is listed as the primary contact in the paperwork. If the activation email is sent to someone else, please have them forward the email to the Office 365 administrator. This activation email is CRITICAL 2
Email Subject line - Action required: Complete your profile to set up your services 3
6. Please use the “SIGN IN” option and sign in with the Office 365 administrator credentials for the Office 365 tenant that you wish to these SA licenses to show up. Please note: a. Signing in with the wrong credentials will result in these licenses showing up in the wrong tenant, so please be careful! b. If you choose the “SIGN UP” option, it will create a brand new Office 365 tenant and deposit the licenses there. If you have an existing Office 365 tenant, please do not use the “SIGN UP” option 7. NOTE: Before “SIGNING IN” – Please sign out of all existing Microsoft Online Services (this includes Outlook.com, SkyDrive, Xbox Live, Windows Azure, etc.) or Office 365 services. Ideally open a browser in “in-private browsing” mode, copy the URL and then sign in with the right Office 365 credentials. This is to prevent your license from accidentally ending up in the wrong tenant 8. Once signed in – you’ll get the following message and the SA licenses will show up under the “License” section of your Office 365 portal within 24 hours Section 1.3: Not an Existing Office 365 customer If you currently do not use or do not have any existing Office 365 environment then please follow the procedure below to order the SA licenses. 1. Find out who your Microsoft reseller is by contacting your Microsoft account team and then check with your reseller if you qualify for the Student Advantage Benefit 2. Ask your reseller to create an OFFICE 365 ENROLLMENT under your institution’s EES agreement 3. While the enrollment is being created, tell your reseller the quantity of SA licenses you need. Once that is done, they will send the enrollment for your institution’s signature 4. Once signature is received, the reseller will place the order with Microsoft which could take 4-5 days for processing, more if ordered during peak periods 5. After the order is successfully processed, the primary contact listed on the order will get the following activation email. Please ensure the Office 365 administrator is listed as the primary contact in the paperwork. If the activation email is sent to someone else, please 4
have them forward the email to the Office 365 administrator. This activation email is CRITICAL Email Subject line- Action required: Complete your profile to set up your services 5
6. Please use the “SIGN UP” option, it will create a brand new Office 365 tenant and deposit the licenses there. The Sign UP page looks like this: 7. PLEASE NOTE: when creating the Office 365 tenant, choose the tenant name for your tenant which is - tenantname.onmicrosoft.com, carefully. This cannot be changed and your choice of a tenant name is subject to availability. Tenant name, however, is not the domain of your tenant. You have the option of adding the domain of your choosing under the “Domains” section of the Office 365 administrator portal and following the instructions therein. 6
8. After you finish signing up, along with creating a brand new Office 365 tenant, your SA licenses will also show up under the “License” section of your Office 365 portal within 24 hours Section-1.4: Multiple Office 365 Tenants Institutions with Multiple Office 365 Tenants should review this section to understand the nuance of getting the SA licenses into the right tenant. 1. Work with your reseller to understand the enrollments that are linked to your Office 365 environments. This is critical to avoid having your licenses ending up in the wrong tenant. If you find that an enrollment is linked to another tenant for e.g. a Dev Tenant, then ordering under that enrollment will result in the licenses ending up in the Dev tenant 2. If you find that an enrollment is already linked to one Office 365 tenant and you want your SA licenses in another tenant, then you would need to create a separate enrollment to order licenses for that tenant. Please make sure the reseller creates that separate enrollment with a unique CUSTOMER ENTITY NAME. Once the order is processed, the steps mentioned in Section 1.2 or Section 1.3 apply to activate the licenses Section 2: Frequently Asked Questions 1. Can I try or pilot Office 365 ProPlus before ordering licenses? A. Yes, you can sign up for a free Trial here: http://fasttrack.office.com/pilot The trial period lasts for 30 days and gets you 25 trial A3 Faculty and 25 A3 Student licenses which allows you to test Office 365 ProPlus features. If you’d like to maintain this Office 365 tenant, you can take it out of Trial mode by: Adding a domain to this tenant Completing the verification steps that you are an eligible academic customer Adding a domain removes the 30 day constraint and your Office 365 tenant will not expire in 30 days. Note that the Trial A3 licenses will expire in 30 days. If you want to use this tenant as your main Office 365 tenant, you can add Student Advantage licenses into this Office 365 tenant by following the procedures outlined in Section 1.2 2. What is the SKU # for Student Advantage licenses? 7
A. The new SKUs for the Student Advantage benefit for Academic customers appeared on the Price List as follows: Part # Product Name Product Family Program 5XS00002 Off365ProPlusA ShrdSvr ALNG SubsVL MVL PerUsr w/Faculty Office 365 ProPlus A EES* S2Y00002 O365ProPlusOpenStudents ShrdSvr ALNG SubsVL OLV NL 1Mth Acdmc Stdnt w/Faculty O365 ProPlus Open for Students OVS-ES *Also available for School enrollment, except customers with Partner in Learning (PIL) SKUs. 3. Is the quantity of licenses the same as the EES FTE count? B. Since Office 365 works on licensing individual accounts to activate Office 365 ProPlus, you would need to order quantity based on the ACTUAL number of student enrollment and NOT the EES student FTE formula/calculation utilized for calculating the number of license for other SKUs available under Student Option 4. We don’t have our Activation Email, what should we do? A. Since the activation email is sent to the Primary Contact listed in your enrollment paperwork, please check with that contact and have them forward the email If you’re still not able to find it, Please raise a support ticket through your admin portal in the Office 365 tenant by stating the Enrollment number that the licenses were ordered against. You can also, call the Office 365 Commerce and Billing Support team to request they (re-)send you an “Activation Email” for your Office 365 tenant. They can be reached at 0800 032 6417, Mon-Fri 9am-5pm local time. You will need to provide the Enrollment number that the licenses were ordered against 5. We used the wrong credentials to “SIGN IN” with and the licenses went to the wrong tenant. What should we do now? A. You have two options to resolve this. One would be to ask your reseller to cancel this order and have them place an identical order under a new Office 365 Enrollment. The other would be to contact Office 365 Support by raising a ticket through the Office 365 admin portal or by calling 0800 032 6417, Mon-Fri 9am-5pm local time. You will need to provide the Enrollment number that the licenses were ordered against. 6. What happens after the licenses show up? How do they get assigned to user accounts? 8
A. Licenses in Office 365 don’t get assigned automatically. You can manually assign these licenses to individual accounts or use Powershell scripts to assign licenses to accounts in bulk 7. Can we order ONLY Student Advantage Licenses and not activate other Office 365 services like Exchange, SharePoint and Lync? A. Yes, you can. You have the choice of activating any service for your users based on the license you assign their user account. If you don’t assign the exchange license for your user, then this service will not activate itself and not be visible to the user. If you only assign the SA license, then only Office 365 ProPlus will be activated for your users. Although you don’t have to, it is highly recommended that you try enabling the Free SharePoint Online license in the A2 plan. SharePoint online gives your users 25GB of free storage through SkyDrive Pro. The individual Office applications (Word, Excel, PowerPoint, etc.) can automatically save to SkyDrive Pro enabling your students to get to their documents from their mobile phones and many other internet connected devices. SkyDrive Pro also has the ability to synchronize files for offline use and editing, and then automatically refresh the files when reconnected to the internet. SharePoint online needs to be assigned to a user if you want to give them Office on Demand which enables students to stream Office applications directly to any Windows 7 or better PC that does not have Office installed locally. 8. Can we order other Office 365 licenses like A2, A3 or A4 along with SA licenses? A. Yes, the part numbers will differ but you can order free A2 or paid A3 and A4 licenses along with your SA licenses. Same criteria & procedure as enumerated in Section 1.1 – Section 1.3 apply to activate these licenses 9. What resources do you have for DEPLOYING Student Advantage? A. These links below are great resources to get started: a. What are my options to deploy Office 365 ProPlus?: http://blogs.technet.com/b/educloud/archive/2013/11/11/what-are-my-optionsto-deploy-office-365-proplus.aspx b. Content Roadmap for deploying O365 Pro Plus: http://technet.microsoft.com/enus/library/jj839718.aspx 10. Is there an automated method to provision users in Office 365? A. Yes, it is called the Directory Synchronization Tool (Dirsync) – It is a free tool that Office 365 provides to provision users directly from your Active Directory. It also synchronizes passwords. If you’re a large institution, it is recommended that you try using Dirsync to 9
ensure having the same credentials or same sign on experience across Office 365 and your network resources. Details below: Configure Dirsync: http://technet.microsoft.com/en-us/library/hh967629.aspx Implement Password Synchronization: http://technet.microsoft.com/enus/library/dn246918.aspx Full set of deployment resources found here: http://fasttrack.office.com/deploy 11. Does Office 365 ProPlus need constant internet connection? A. No, Office 365 ProPlus runs completely offline. It does, however, do a backend check for license compliance once every 30 days which requires a user to be connected to the internet at least once in 30 days. When a user goes without connecting their machines to the internet >30 days, then Office 365 ProPlus goes into reduced functionality mode where a user can read Office documents but will be unable to edit or create new documents. Once internet connection has been established, Office 365 ProPlus will return to full functionality mode 12. What happens when a student graduates? A. Student Advantage applies to students only. When a student is no longer deemed a student by the institution (whenever that is, in the academic cycle), institutions must remove the Office 365 ProPlus license assigned to that graduating student. Microsoft trusts institutions to determine the right time to take this appropriate action for graduating students It is recommended that college students acquire Office 365 University prior to graduation to enable them to use Microsoft Office applications after their institutional license is re-allocated by their school to incoming students. Office 365 University is a retail consumer offering available at many college bookstores and retail outlets. Primary and secondary students are not eligible to purchase Office 365 University. Details are available here: http://office.microsoft.com/en-us/university/ 10
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