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User Guide for Office 365 ProPlus (For students admitted in 2018/19 and onwards)

IMPORTANT: For students admitted before 2018/19, please refer to the user guide HERE.

1. Introduction

2. Incompatibility between Locally Installed Products and Office 365 ProPlus

3. Microsoft Office Installation Guide

3.1 Login to Microsoft Office 365 website

3.2 Windows 7 / Windows 8 / Windows 10

3.3 Macintosh

3.4 Android

3.5 iPhone/iPad

3.6 Installation and Use of OneDrive

4. Office 365 Account Settings

4.1 Change the display language

5. Registering the computer and activating Office 365 ProPlus

6. Checking the status of the Office 365 subscription

7. Managing product keys for Office 365 ProPlus

8. What is reduced functionality mode?

9. Product Deactivation


1. Introduction

Under the Microsoft Student Advantage (MSSA) Program, each University student can download and install Microsoft Office ProPlus (Office 365 ProPlus) on up to 5 machines being PC or Mac as well as Office Mobile on up to 5 mobile devices without additional cost.

For details on the Office 365 Pro Plus products offered and the supported platforms, please refer to https://products.office.com/en-us/business/office-365-proplus-business-software.


2. Incompatibility between Locally Installed Products and Office 365 ProPlus

Users may see the following error if their PCs/Macs are installed with other locally installed Microsoft products (e.g. via a CD/DVD media) when they try installing O365 ProPlus on the same machines.  They will not be able to proceed the installation of O365 ProPlus unless they uninstalled the locally installed Microsoft products.

Office problem


3. Microsft Office Installation Guide

IMPORANT: 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 Login to Microsoft Office 365 website

  1. Please go to https://login.microsoftonline.com/ to access the Microsoft Office 365 login page.

    Office 365 Login
     

  2. Enter your username (in format of HKUPortalUID@connect.hku.hk) and you will be redirected to another designated login page, Microsoft Office 365 for Students.
    login page
     
  3. Enter your HKU Portal PIN in the password field and then click "Sign in". 
    NOTE: Your HKU Portal UID/PIN are used to authenticate the use of this Microsoft service.  Whenever your HKU Portal UID/PIN is changed, you will be required to use your newly effected HKU Portal UID/PIN to login and use the Microsoft service. 

3.2 Windows 7 / Windows 8 / Windows 10

You can install Office 365 on Windows 7 by the following steps:

  1. Refer to section 3.1, login to the MS Office 365 website.
     
  2. On the front page, click the button "Install Office 2016".

    Office 365 Install
     

  3. Click "Run" in the dialogue box.

    Office 2013 Run
     

  4. You will see a reminder message about compatibility issue of Outlook 2016/Exchange 2007, you can proceed to install Outlook 2016 if you do not use an Exchange 2007 mailbox..

    Outlook reminder
     

  5. The installation will begin.

    Office installation start
     

  6. Click the "Close" button to complete the installation.

    Office 2013 complete installation
     

  7. Each student can have 5 active installations of Microsoft Office on his/her desktop/notebook/mobile devices if the operating systems or mobile versions are supported by Microsoft. Microsoft will keep track of the number of installation under your Microsoft account..
     
  8. Each Office 365 ProPlus license allows a user to install Office on up to five computers. The user manages installations in the Office 365 portal via settings > Office 365 > Install status.
    Office 365

    manage installations
     

  9. If the user decides to install Office 365 ProPlus on a sixth computer, she will need to deactivate one of the first five. Office 365 ProPlus goes into reduced functionality mode on the deactivated computer.

3.3 Macintosh

To learn how to install Office 365 on Mac, please click here.

3.4 Android 

You can install Office Mobile on Android by the following steps:

  1. You can download and install the following Office for Android tablet apps from the Google Play Store.

    word

    Word

    excel

    Excel

    powerpoint

    PowerPoint

    outlook

    Outlook

    onenote

    OneNote

    one drive

    OneDrive

  2. Search the app through Google play store and click "INSTALL" to start the installation.

  3. Swipe through the introduction, and tap "Sign In" before you can use the app.

3.5 iPhone/iPad

You can install Office apps on iPhone/iPad by the following steps:

  1. You can download and install the following Office for Android tablet apps from the Apple App Store.

    word

    Word

    excel

    Excel

    powerpoint

    PowerPoint

    outlook

    Outlook

    onenote

    OneNote

    one drive

    OneDrive

  2. On the Apple App Store, click "INSTALL" to start the installation.

    Install MS Word for iPad
     

  3. Please swipe through the screens until you see this page that requests your sign in. Then click "Sign In".

    iPad - Sign in now
     

  4. On the next "Sign in" screen, enter your Office 365 user ID (HKUPortalUID@connect.hku.hk) and click "Next".

    iPad - Sign in
     

  5. On the next "Sign in" screen, enter your HKU Portal PIN and click "Sign in".

    iPad - Sign in Verifying
     

  6. After account verification, select if you would like to send information to Microsoft and click "Continue".

    iPad - Help Us Improve
     

  7. After installation, you can choose to start using the installed Office app or download other Office apps.

    iPad - Office App Installation Completed

 

3.6 Installation and Use of OneDrive

OneDrive for Business is a public cloud storage offered by Microsoft. Students are advised not to store or share any personal or sensitive data on OneDrive.

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

3.6.2 Installation and Setup Procedures for Microsoft OneDrive on iPhone/iPad for students

3.6.3 Setup Procedures and Use of Microsoft OneDrive on Windows 7 for students

3.6.4 Setup Procedures and Use of Microsoft OneDrive on Windows 8/Windows 10 for students


4. Office 365 Account Settings

4.1 Change the display language

You can change the display language of your Microsoft account by the following steps:

  1. Click the Settings Settings Icon  button > “Office 365”.
  2. Select “Settings” from the left pane and click Language.

    language

  3. Select the preferred display language from the drop down menu and click "Save: button.

    language

 


5. 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.


6. 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.


7. 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 up-to-date information on Microsoft’s data processing practices, please review the Microsoft Privacy Statement.


8. 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.


9. Product Deactivation

When a student leaves or graduates from the University, ITS will update his/her leaving record with Microsoft. After the record is updated, students will see a product deactivated message when they try using the Microsoft Office ProPlus offered under the Microsoft Student Advantage Program. Students may consider purchasing the Microsoft products if they wish to continue using them after leaving the University.

The access to OneDrive for Business will be unavailable when your HKU Portal account is disabled. You are therefore advised to make the necessary arrangements to back up your files e.g. data saved under OneDrive for Business, if any, before the expiry date.  The data stored on OneDrive for Business will be deleted after the expiry date.  You may use OneDrive for Business app to synchronize the files to a Windows PC. Then stop the synchronization after you've downloaded all documents from your OneDrive folder.