Microsoft Office 365 and Google Workspace are both available for currently enrolled UCO students at no cost thanks to campus agreement programs facilitated by the Office of Information Technology. UCO students can access these productivity suites online or download applications where available.
Microsoft Office 365 for Students
How to Get Microsoft Office 365
Note: If you have an earlier version of Microsoft Office installed on your computer, you should uninstall that version before following these steps.
You may install Microsoft Office applications on up to five laptop or desktop computers
- Go to https://office.com and enter your UCO email address.
- Instead of entering your password, you will be taken to the UCO Microsoft login page.
- Enter your UCO Password and click Sign in.
- Click Install Office or use the online applications.
An installer will be downloaded onto your computer. Click Run to install the Office applications.
Once installed, your copy of Office will remain active as long as you maintain your status as a student. Once you graduate or leave the university, you will have the opportunity to keep using the software by paying for a license directly from Microsoft. While a student, to keep your free license activated, you need to launch at least one Office application (Excel, Word, Outlook, etc.) at least once every 30 days on each device.
Keep Your Microsoft License Active
Each day, or each time the user logs on to their computer, the computer connects to the Activation and Validation Service to verify the license status and extend the product key. As long as the computer can connect to the Internet at least once every 30 days, Office remains fully functional. If the computer goes offline for more than 30 days, Office enters reduced functionality mode (see below) until the next time a connection can be made.
What is Reduced Functionality Mode?
In reduced functionality mode, Office 365 remains installed on the computer, but users can only view and print documents. All features for editing or creating new documents are disabled. To reactivate your license, click Sign In, then sign in using your UCO email and password.
Google Workspace for Students
How to Access Google Workspace
UCO students receive access to Google Workspace services through their UCO account.
- Go to any Google service (Gmail, Drive, Docs, etc.).
- Sign in using your full UCO email address.
- You will be redirected to the UCO authentication page.
- Enter your UCO password and click Sign in.
- Access Google Workspace applications including Gmail, Google Drive, Google Docs, Google Sheets, Google Slides, and Google Meet.
Your Google Workspace account provides cloud-based services accessible from any device with an internet connection. Unlike Microsoft Office, most Google Workspace applications are primarily web-based, though mobile apps are available for download on smartphones and tablets.
Google Workspace Service Continuity
Your access to Google Workspace services will remain active as long as you maintain your status as a student at UCO. Google Workspace services require an active internet connection for full functionality, as they are primarily cloud-based applications. Documents created in Google Workspace are automatically saved to your Google Drive cloud storage.
Important Note About Email Services
While general Google Workspace access expires one year after graduation or your last date of enrollment, UCO will offer e-mail for alumni students. The accounts must be used and not abandoned, logging into the account at least once every 2 years (24 months) will keep the email account current.
Frequently Asked Questions
General Eligibility
Who is eligible?
Currently enrolled students are eligible for both Microsoft Office 365 and Google Workspace.
Microsoft Office 365 FAQs
How long can I use Microsoft Office 365?
One year after graduation or last date of enrollment at UCO your Microsoft Office 365 ProPlus access will expire. On expiration, online services associated with your UCO account (Office and OneDrive) will no longer work. At that time, Office applications installed on devices will enter a reduced-functionality mode (documents can be viewed/printed but editing or creating new documents is disabled). It is recommended to move all documents from OneDrive prior to the end of that year to avoid any data loss.
How many computers and devices can I install Office on?
You may install the Office software on up to five computers, five tablets, and five mobile phones.
I'm having trouble installing Office, where can I get help?
If you are experiencing issues trying to install Office on your PC or Mac, see Troubleshoot Office installation with Office 365 for business.
How do I transfer files between Microsoft OneDrive accounts? (high school account, UCO account, personal account)?
At this time, this is a manual process. Microsoft may provide additional tools of features in the future.
I'm having trouble with activation, where can I get help?
UCO Service Desk cannot help with activation. You will need to call Microsoft:
- Call Microsoft at: 1-800-642-7676 or 1-800-865-9408
- Select Home User and follow the prompts for Office Install help
Google Workspace FAQs
How long can I use Google Workspace?
One year after graduation or last date of enrollment at UCO your Google Workspace access will expire. On expiration, online services associated with your UCO account (Google Drive, Google Docs, and other Google services) will no longer be accessible. This does not apply to Gmail. Gmail will still be accessible. If you do not log into your UCO Gmail account for 24 months it will be considered abandoned, and the account will be removed. It is strongly recommended to export and transfer all documents, emails, and files from your Google Drive and Gmail prior to the end of that year to avoid any data loss.
How do I access Google Workspace on mobile devices?
Google Workspace apps are available for free download from the Apple App Store and Google Play Store. Sign in using your UCO email credentials to access your account on mobile devices.
Can I use Google Workspace offline?
Some Google Workspace applications offer limited offline functionality when properly configured. However, full functionality requires an internet connection for synchronization and collaboration features.
Data Migration and Backup
How do I transfer files between accounts?
For both Microsoft OneDrive and Google Drive, transferring files between accounts (high school account, UCO account, personal account) is currently a manual process. Both Microsoft and Google may provide additional tools or features in the future.
We recommend downloading your files and re-uploading them to your personal accounts before your UCO access expires. Important: Plan ahead for data migration. Begin transferring important documents, projects, and files at least two months before your expected graduation date to ensure you have adequate time to complete the transfer process.
Support Resources
For technical assistance with either platform, contact the UCO Service Desk or consult the respective vendor support resources for Microsoft Office 365 or Google Workspace.