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en:services:email_collaboration:office365 [2020/04/08 12:11]
0nkopp1 [Activated Applications]
en:services:email_collaboration:office365 [2020/04/28 15:41]
0nkopp1
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-====== Microsoft ​Office ​365 ======+====== Microsoft 365 ======
  
-===== Overview ​Office ​365 ===== +===== Overview ​Microsoft ​365 ===== 
-Office 365 is a software suite by Microsoft that combines the familiar Office applications (Excel, Word, and PowerPoint) in online versions with cloud-based storage and collaboration applications in one subscription service. The goal is to provide a comprehensive range of applications and services that simplify daily work from anywhere with any device.[[#​references| [1] ]] The Microsoft in-house cloud storage OneDrive serves as file storage, on which 1TB storage space is available for each user by default. [[#​references| [2] ]] For efficient team communication via text, audio and video, the platform Teams is available so that both large and small working groups can work together from anywhere.+Microsoft 365 (formerly ​Office 365is a software suite by Microsoft that combines the familiar Office applications (Excel, Word, and PowerPoint) in online versions with cloud-based storage and collaboration applications in one subscription service. The goal is to provide a comprehensive range of applications and services that simplify daily work from anywhere with any device.[[#​references| [1] ]] The Microsoft in-house cloud storage OneDrive serves as file storage, on which 1TB storage space is available for each user by default. [[#​references| [2] ]] For efficient team communication via text, audio and video, the platform Teams is available so that both large and small working groups can work together from anywhere.
  
-Office ​365 is offered in several different models for private, business and educational use. Via the [[en:​services:​general_services:​software_and_license_management:​mscampus|Microsoft Campus Agreement]] ​ basic licenses (Office 365 A1) are available for employees, which can be activated for interested users through our GWDG portal. ​+Microsoft ​365 is offered in several different models for private, business and educational use. Via the [[en:​services:​general_services:​software_and_license_management:​mscampus|Microsoft Campus Agreement]] ​ basic licenses (Office 365 A1) are available for employees, which can be activated for interested users through our GWDG portal. ​
  
-Once a user account has been activated and synchronized,​ access to the Office ​365 applications is enabled via [[https://​office.com|office.com]] using GWDG login credentials. After authentication via the ADFS service of the GWDG (adfs.gwdg.de) the portfolio of available web applications appears. Links to download the client applications are also provided.+Once a user account has been activated and synchronized,​ access to the Microsoft ​365 applications is enabled via [[https://​office.com|office.com]] using GWDG login credentials. After authentication via the ADFS service of the GWDG (adfs.gwdg.de) the portfolio of available web applications appears. Links to download the client applications are also provided.
  
-===== Who can use Office ​365? ===== +===== Who can use Microsoft ​365? ===== 
-Currently, ​Office ​365 is activated ​for the **employees of the GWDG and the University of Göttingen** ​and can be used in productive useThis does not include ​the **employees of the UMG and the central administration ​of the University**. There the use of Office ​365 is prohibited ​and the activation **not** released. **Students** get access to Office 365 exclusively via [[https://​www.studyhouse.de/​cgi-bin/​product/​office-proplus-georg-august-universitaet-goettingen-microsoft-bueroapplikationen-P10016549|Studyhouse (Asknet/​Nexway)]] for a fee of 4,​99€/​year. With the **MPG** organizational and licensing issues have to be clarified. The use of Office 365 is not possible ​here either.+Currently, ​using Microsoft ​365 is possible ​for the **employees of the University of Göttingen ​and the GWDG**. Excluded from this are the **employees of the UMG and the University'​s ​central administration**. Therethe use of Microsoft ​365 with Teams is not approved ​and therefore ​the use is not possible.
  
-===== Activating for Office ​365 ===== +**Important!** According to the guidelines of the University of Göttingen, it is not permitted to store business data and especially data that is worthy of protection in the Microsoft cloud. 
-The following steps are necessary for independent activation for Microsoft ​Office ​365 via the GWDG:+ 
 +===== Activating for Microsoft ​365 ===== 
 +The following steps are necessary for independent activation for Microsoft 365 via the GWDG:
    
   - Registration at [[https://​www.gwdg.de/​my-account|Customer Portal of the GWDG]]   - Registration at [[https://​www.gwdg.de/​my-account|Customer Portal of the GWDG]]
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   - Click //Activate for Office 365 / Teams//   - Click //Activate for Office 365 / Teams//
   - Read the [[en:​services:​email_collaboration:​office365#​data_protection_information_according_to_gdpr_art_13|data protection information]] and submit the displayed data protection dialog if you agree   - Read the [[en:​services:​email_collaboration:​office365#​data_protection_information_according_to_gdpr_art_13|data protection information]] and submit the displayed data protection dialog if you agree
-  - After max. 30 minutes the user account is activated+  - After max. 30 minutes ​you will receive a confirmation email as soon as the activation has been completed
  
 ==== Licenses ==== ==== Licenses ====
-The pool of Office ​365 licenses includes the basic package called Office 365 A1 (for details see [[https://​www.microsoft.com/​en-us/​microsoft-365/​academic/​compare-office-365-education-plans|License Overview]]). Licenses are assigned to individual users via groups in the Active Directory (AD) of the GWDG. These groups are created exclusively for this purpose and are equipped with licenses for the individual applications in Office ​365. +The pool of Microsoft ​365 licenses includes the basic package called Office 365 A1 (for details see [[https://​www.microsoft.com/​en-us/​microsoft-365/​academic/​compare-office-365-education-plans|License Overview]]). Licenses are assigned to individual users via groups in the Active Directory (AD) of the GWDG. These groups are created exclusively for this purpose and are equipped with licenses for the individual applications in Microsoft ​365. 
  
 ===== Activated Applications ===== ===== Activated Applications =====
  
-The following services are currently activated for the Office ​365 users of the GWDG:+The following services are currently activated for the Microsoft ​365 users of the GWDG:
   * [[#​word|Word]] (Web only)   * [[#​word|Word]] (Web only)
   * [[#​excel|Excel]] (Web only)   * [[#​excel|Excel]] (Web only)
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 ===== Authentication ===== ===== Authentication =====
-User authentication is provided by the ADFS service adfs.gwdg.de operated by the GWDG. The [[https://​docs.microsoft.com/​en-us/​windows-server/​identity/​ad-fs/​ad-fs-overview|Active Directory Federation Service]] (ADFS) enables a single sign-on with the login credentials stored at the GWDG and access to connected services. Microsoft itself therefore does not receive access to the login password (or other login factors) when logging on to Office ​365.+User authentication is provided by the ADFS service adfs.gwdg.de operated by the GWDG. The [[https://​docs.microsoft.com/​en-us/​windows-server/​identity/​ad-fs/​ad-fs-overview|Active Directory Federation Service]] (ADFS) enables a single sign-on with the login credentials stored at the GWDG and access to connected services. Microsoft itself therefore does not receive access to the login password (or other login factors) when logging on to Microsoft ​365.
  
 ===== User Data ===== ===== User Data =====
 ==== User Synchronization ==== ==== User Synchronization ====
-When a user is activated for Office ​365, his account is synchronized from the AD of the GWDG to the Azure AD of the GWDG mandate at Microsoft. This is necessary so that Microsoft can assign all customer data to this account and so that the logon via the ADFS service of the GWDG works. During synchronization,​ the amount of account information transferred can be fine-grained,​ so that only the user attributes necessary for proper operation are shared with Microsoft by the GWDG AD. In addition, the groups described above are indispensable for license distribution. The following two tables show which objects from AD are generally synchronized and which associated attributes are involved. ​+When a user is activated for Microsoft ​365, his account is synchronized from the AD of the GWDG to the Azure AD of the GWDG mandate at Microsoft. This is necessary so that Microsoft can assign all customer data to this account and so that the logon via the ADFS service of the GWDG works. During synchronization,​ the amount of account information transferred can be fine-grained,​ so that only the user attributes necessary for proper operation are shared with Microsoft by the GWDG AD. In addition, the groups described above are indispensable for license distribution. The following two tables show which objects from AD are generally synchronized and which associated attributes are involved. ​
  
 | **object type** ​ | **AD  → Azure AD**  | **Azure AD → AD**  | **Reason for synchronization** ​                                                   | **Object filter** ​                                                                                                           | | **object type** ​ | **AD  → Azure AD**  | **Azure AD → AD**  | **Reason for synchronization** ​                                                   | **Object filter** ​                                                                                                           |
-| //user// |                     | X                  | Access to Office ​365 for users                                             | User must be given authorization for Azure access through the IDM, either by an administrator or in self-service. ​ |+| //user// |                     | X                  | Access to Microsoft ​365 for users                                             | User must be given authorization for Azure access through the IDM, either by an administrator or in self-service. ​ |
 | //​contact// ​   |                     ​| ​                   |                                                                               ​| ​                                                                                                                            | | //​contact// ​   |                     ​| ​                   |                                                                               ​| ​                                                                                                                            |
 | //​group// ​    ​| ​                    | X                  | Organization of synchronized users, especially for license distribution ​ | Groups must be manually marked as Azure groups by an AD admin. ​                                                 | | //​group// ​    ​| ​                    | X                  | Organization of synchronized users, especially for license distribution ​ | Groups must be manually marked as Azure groups by an AD admin. ​                                                 |
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 ==== Processed Data, Recipient of the Data, Third Country Status === ==== Processed Data, Recipient of the Data, Third Country Status ===
-The following data is collected and shared as part of the Microsoft cloud services, which include ​Office ​365 incl. OneDrive:+The following data is collected and shared as part of the Microsoft cloud services, which include ​Microsoft ​365 incl. OneDrive:
  
   * User ID (for details see [[#​user_synchronization|User Synchronization]])   * User ID (for details see [[#​user_synchronization|User Synchronization]])
   * Membership of the institution "​University of Göttingen"​   * Membership of the institution "​University of Göttingen"​
-  * Stored data (OneDrive), if necessary also data actively used in Office ​365 applications+  * Stored data (OneDrive), if necessary also data actively used in Microsoft ​365 applications
  
 The data will be passed on to Microsoft Inc. and a transfer of data to the USA cannot be ruled out. The USA is a so-called //third country// in terms of data protection. The PrivacyShield Agreement between the EU and the USA guarantees a data protection standard comparable to the GDPR, but the CloudAct nevertheless grants US investigative authorities access to the data in case of doubt. The data will be passed on to Microsoft Inc. and a transfer of data to the USA cannot be ruled out. The USA is a so-called //third country// in terms of data protection. The PrivacyShield Agreement between the EU and the USA guarantees a data protection standard comparable to the GDPR, but the CloudAct nevertheless grants US investigative authorities access to the data in case of doubt.
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 ==== Data Security ==== ==== Data Security ====
-When using the Microsoft online services, the [[http://​www.uni-goettingen.de/​de/​amtliche+mitteilungen+i+ausgabe+4+%2824.01.2020%29/​619701.html|guidelines for information security of the University of Göttingen]] (only available in german) must be observed. Every user must be aware that data in Office ​365 is stored in OneDrive and thus on Microsoft servers. With sensitive data (e.g. personnel or financial data), storage on external servers is prohibited.+When using the Microsoft online services, the [[http://​www.uni-goettingen.de/​de/​amtliche+mitteilungen+i+ausgabe+4+%2824.01.2020%29/​619701.html|guidelines for information security of the University of Göttingen]] (only available in german) must be observed. Every user must be aware that data in Microsoft ​365 is stored in OneDrive and thus on Microsoft servers. With sensitive data (e.g. personnel or financial data), storage on external servers is prohibited.
  
 ===== Help and Support =====  ===== Help and Support ===== 
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   * Help: [[https://​support.office.com/​en-us/​powerpoint|PowerPoint help center]]   * Help: [[https://​support.office.com/​en-us/​powerpoint|PowerPoint help center]]
  
-==== Office ​365 Overview ==== +==== Microsoft ​365 Overview ==== 
-  * Video training: [[https://​support.office.com/​en-us/​office-training-center|Office ​365 training center]]+  * Video training: [[https://​support.office.com/​en-us/​office-training-center|Microsoft ​365 training center]]
  
 ===== References ===== ===== References =====