Office 365 Information for Former Students and Employees

Former students and employees will experience a change in their access to Office 365 (O365). The type of change will depend on your continuing affiliation with the college and the Vermont State Colleges (VSC).

Graduating Students (Alumni)

Shortly after graduation, the status of your account will change to an Alumni/Retiree. Alumni will keep access to O365’s email and calendaring functions only. These functions include:

  • O365 email account and address
  • Calendar
  • People/Contacts
  • Tasks

You will lose free access to Office desktop and online apps (Word, Excel, PowerPoint, etc.) and O365 applications such as OneDrive, OneNote, etc. If you have data in any of these applications, you will need to back them up before this date.

Backing up your OneDrive data is easy. Here are the steps:

  1. Login to O365 on the web
  2. Go to the app launcher and select OneDrive
  3. Select the folders or files you want to download, then click the Download button
  4. The files will be saved to the Downloads folder on your computer in a .ZIP format

These steps may also be found on Microsoft’s site: Downloading OneDrive data

Given that it is difficult to know how Microsoft may change its licensing in the future, we recommend transitioning your primary email to a personal email account (Gmail, Yahoo, Outlook) or at least having a secondary email account as a backup.

Alumni may purchase Home or Personal Office subscriptions directly from Microsoft.

Google Docs and OpenOffice provide free options for Office-type applications.

If you have a question regarding your status with the college, please contact your local CCV location.

Note: There may be instances when an individual is both an alum and a student, or both an alum and faculty/staff member. In those cases, the status of the O365 access would change to that of a student or employee while enrolled or employed.

Students Who Withdraw

If you are a student who has withdrawn from the college prior to graduating and has no other official affiliation with the college, access to your O365 account will be disabled completely one year from your last date of attendance.

Staff Retirees

If you are a staff member who is leaving the college as a retiree, the status of your account will change to an Alumni/Retiree at the end of your last date of employment. Retirees will keep access to O365’s email and calendaring functions only. These functions include:

  • O365 email account and address
  • Calendar
  • People/Contacts
  • Tasks

You will lose free access to Office desktop and online apps (Word, Excel, PowerPoint, etc.) and O365 applications such as OneDrive, OneNote, etc. If you have data in any of these applications, you will need to back them up before this date.

Backing up your OneDrive data is easy. Here are the steps:

  1. Login to O365 on the web
  2. Go to the app launcher and select OneDrive
  3. Select the folders or files you want to download, then click the Download button
  4. The files will be saved to the Downloads folder on your computer in a .ZIP format

These steps may also be found on Microsoft’s site, here: Downloading OneDrive data

Given that it is difficult to know how Microsoft may change its licensing in the future, we recommend transitioning your primary email to a personal email account (Gmail, Yahoo, Outlook) or at least having a secondary email account as a backup.

Alumni may purchase Home or Personal Office subscriptions directly from Microsoft.

Google Docs and OpenOffice provide free options for Office-type applications.

If you have a question regarding your status with the college, please contact Human Resources.

Note: There may be instances when an individual is both a retiree and a student, or both a retiree and faculty/staff member. In those cases, the status of the O365 access would change to that of a student or employee while enrolled or employed.

Faculty & Staff Non-Retirees

If you are a faculty or staff member leaving the college with no remaining official affiliation, access to your O365 account will be disabled at the end of your last date of employment.

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