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User Guide on Office 365 ProPlus for Staff

1. Introduction

2. Comparison between Office Professional 2016 and Office 365 ProPlus

3. Office 365 ProPlus Installation Guide

3.1 Installation and Setup Procedures for Office 365 ProPlus

3.2 Installation and Setup Procedures for One Drive

4. Registering the computer and activating Office 365 ProPlus

5. Checking the status of the Office 365 Pro Plus subscription

6. Managing product keys for Office 365 ProPlus

7. What is reduced functionality mode?

8. Product Deactivation

9. Video Tutorial


1. Introduction

Faculty and staff in departments subscribing to Microsoft Enrollment for Education Solutions (EES, previously called Microsoft Campus Agreement) are entitled the right to download and install Office 365 ProPlus on up to 5 personal machines (PC or Mac) and Office apps on 5 other mobile devices including Android, iPad, and Windows tablets without additional cost.  Under the latest version of Office 365 ProPlus, they can also use Microsoft’s online cloud storage OneDrive for Business (5 TB in size) and Skype for Business.

2. Comparison between Office Professional 2016 and Office 365 ProPlus

(* Both products can’t co-exist which will cause different kinds of compatibility issue.  Please uninstall all trial or prior version of MS Office before installation of either product below.)

 

Office Professional 2016

Office 365 ProPlus

Applicability

For work-related purposes on PCs owned or leased by departments subscribing to EES.  One copy of each licensed product can be installed on a home PC owned or leased by staff solely for work-related purposes.

For work-related purposes or personal use on staff’s personal PCs/Macs/mobile devices. 

Installation

Install on user’s local computer. This is a traditional Office installation that is tied to the computers it is installed on and is available through volume licensing only.

Install on user's local computer (Office 365 ProPlus is not a web-based version of Office). This is a user-based service and is available as a subscription.

Functionality

It includes Access, Excel, InfoPath, Skype for Business, OneNote, Outlook, PowerPoint, Publisher, and Word

Office 365 ProPlus is a full version of Office and has the same features and functionality as other versions of Office

Distribution

CD media is available for order from ITS

Download the software from https://login.microsoftonline.com by using HKU Portal UID/PIN

License key

License key comes with the media

No license key is required

Update

Version update is done by users themselves through another installation

Always running the most current version, updates are driven by the Microsoft Online Services Team

Office 365 uses Click-to-Run technology and is configured to automatically install updates from the Office 365 service

Deployment

Can be used on shared and multiple machines as long as they are owned or leased by the EES subscribing department

Not recommend for use on shared machines and mass PC deployment, can be installed on up to 5 PCs/Macs for each faculty/staff in departments subscribing to EES

Internet access

No need to connect to the Internet

Need to connect to the Internet for installation and connects to the Office Licensing Service for checking whether the Office 365 subscription is still active or if it has changed in any way (this connection needs to succeed at least once a month for Office 365 ProPlus to remain fully functional).

If the connection fails within a month, the O365 will run in reduced functionality mode and users see “product deactivated” messages when they try to use Office 365 ProPlus applications.  In this mode, most commands are unavailable except view and print documents.   

Expiry date

No expiry date

Use will be deactivated when staff leave or retire from the University, or change to work under another department not subscribing to EES. 

3. Office 365 ProPlus Installation Guide

IMPORTANT: Before installation, please make sure you have uninstalled all trial or earlier versions of Microsoft Office on your personal devices. And before you uninstall an earlier version of Office, you may want to find the product key and installation media that came with it in case you would like to reinstall it at a later point.  

If there are problems uninstalling the earlier version of Office, use the appropriate Fix it at http://support.microsoft.com/kb/2822317#Specific to remove Office from the PC: How to uninstall Office 2003, Office 2007 or Office 2010 suites if you cannot uninstall it from Control Panel

3.1 Installation and Setup Procedures for Office 365 ProPlus

3.1.1 Installation and Setup Procedures for Office Mobile on Android Phone

3.1.2 Installation and Setup Procedures for Office Mobile on Android Tablet

3.1.3 Installation and Setup Procedures for Microsoft Office on iPhone/iPad

3.1.4 Installation and Setup Procedures for Office 365 ProPlus on Macintosh

3.1.5 Installation and Setup Procedures for Office 365 ProPlus on Windows 7

3.1.6 Installation and Setup Procedures for Office 365 ProPlus on Windows 8/Windows 10

3.2 Installation and Setup Procedures for One Drive

OneDrive for Business is a public cloud storage offered by Microsoft. Staff members are advised not to store or share any personal or sensitive data on OneDrive. Please read the “Guidelines on Electronic Communications and Storing Personal Data on Portable Storage Devices, Personally-owned Computers and Public Cloud Services” at http://www.its.hku.hk/about/policies/personal-data-guidelines for the detailed requirements and advice on implementing appropriate security measures to protect the relevant data.

3.2.1 Installation and Setup Procedures for Microsoft OneDrive on Android Phone/Tablet

3.2.2 Installation and Setup Procedures for Microsoft OneDrive on iPhone/iPad

3.2.3 Setup Procedures for Microsoft OneDrive on Windows 7

3.2.4 Setup Procedures for Microsoft OneDrive on Windows 8/Windows 10

4. Registering the computer and activating Office 365 ProPlus

During the installation and activation process, Office 365 ProPlus connects to the Office Licensing Service, and sends the following data:

Data

Description

Purpose 

OrgId user identity

The OrgId ticket generated when the user signs in to Office 365.

Used to authenticate the call with the Office Licensing Service. The user signs in to their subscription account to retrieve a license for Office 365.

Machine Key

The serial number of the Office 365 ProPlus product key for the computer.

Used to uniquely identify the Office 365 ProPlus product key used by the computer.

Machine Name

The friendly name of the computer, as set by the user in the operating system. For example, if the full name of a computer is “computer1.contoso.com,” only “computer1” is sent to Office 365.

This value is needed so users can identify which computers they have activated Office 365 ProPlus on when they sign in to the Office 365 portal. On the software page, they see a list of their computers and can manage their Office 365 ProPlus installations.

Machine ID

The hardware ID of the computer.

Used to uniquely identify that computer.

5. Checking the status of the Office 365 subscription

Once Office 365 ProPlus is installed and activated, a process runs once a day to connect to the Office Licensing Service. The purpose is to check whether the Office 365 subscription is still active or if it has changed in any way. The connection needs to succeed at least once a month for Office 365 ProPlus to remain fully functional.

Office 365 ProPlus connects to the Office Licensing Service, and sends the following data:

Data

Description

Purpose 

Machine Key

The serial number of the Office 365 ProPlus product key for the computer.

Used to uniquely identify the Office 365 ProPlus product key used by the computer.

6. Managing product keys for Office 365 ProPlus

Office 365 ProPlus uses a standard Microsoft technology called Activation & Validation Service to activate and validate keys. Since Office 365 product keys need to be renewed every month, communication with the Activation & Validation Service is necessary on a monthly basis.

For a description of the data sent, see the Activation section of the Windows 8 and Windows Server 2012 Privacy Statement.

7. What is reduced functionality mode?

In reduced functionality mode, Office 365 ProPlus remains installed on the computer, but users can only view and print their documents. All features for editing or creating new documents are disabled, and the user sees a message like the following:

Reduced functionality mode

The user can then choose one of the available options to reactivate Office 365 ProPlus on that computer.

8. Product Deactivation

When a staff leave or retire from the University, ITS will update his/her leaving record with Microsoft. After the record is updated, staff will see a product deactivated message when they try using the Office 365 ProPlus. Staff may consider purchasing the Microsoft products if they wish to continue using them after leaving the University.

9. Video Tutorial Video Tutorial

9.1 How to use Microsoft Office 365 ProPlus (for Windows)?

9.2 How to setup OneDrive for Business?

9.3 How to save documents under my HKU Microsoft OneDrive for Business account to my PC?

9.4 How to deactivate an Office 365 installation?

9.5 Incompatibility between locally installed products and Office 365 Pro Plus.

9.6 Briefing session on Office 365 ProPlus (7 Oct 2015 (Cantonese))

9.7 Briefing session on Office 365 ProPlus (12 Oct 2015 (English))