Microsoft 365 (Retirees and Emeritus Faculty) - Technology Access Changes After Retirement

Retirement changes how Microsoft 365 works, but it does not cut off access entirely. Email, OneDrive, and the web versions of Word, Excel, and PowerPoint remain available,  just on a lighter license with less storage and no installable desktop apps. The sections below walk through what changes, what to do before the retirement date, and where to go for related guidance.

Who this guide covers: The technology changes described here apply to retiring faculty and staff, including faculty transitioning to emeritus status. Sections that apply only to emeritus faculty are clearly labeled.

Understanding the License Change

Active employees are assigned an A5 Microsoft 365 license. On the retirement date, this changes to an A1 license, which has the following differences:

• A5 (active employment): Full Microsoft 365 suite with desktop application installation rights.
• A1 (post-retirement): Web-based application access only, reduced storage, and fewer advanced features.

Note: All other system access, including VPN, shared drives, and the applications listed on the SIUE System Access Request - How to Request Access to University Systems is revoked at retirement unless a specific exception is approved.

Email

The SIUE mailbox remains accessible after retirement, with these changes:

• Storage is reduced from 100GB to 50GB.
• Some advanced features available with the A5 license are no longer accessible.
• Web access remains available through office365.siue.edu.

If the mailbox currently holds more than 50GB, email service may be disrupted until auto-archiving brings storage back under the limit. Before retirement, archive or delete unnecessary messages to stay within the new allocation.

OneDrive

OneDrive remains available with reduced storage:

• Storage is reduced from 5TB to 1TB.
• Files remain accessible at office365.siue.edu > OneDrive.
• Sharing continues to work, with some limitations.

If current OneDrive usage is above 1TB, transfer or back up files before the retirement date to avoid disruption.

For files currently shared from a personal OneDrive with colleagues or a department, transfer ownership or move them into a department-controlled location before retirement so departmental workflows are not disrupted.

Microsoft Office Applications

The biggest change is how Office applications are accessed:

• The A1 license does not include installable Office desktop apps.
• Word, Excel, PowerPoint, and other applications are available through the web only.
• To access them, sign in to office365.siue.edu and select the application from the app launcher.
• Some specialized Microsoft 365 applications, such as Bookings, may no longer be available.

For guidance on using the web versions of Office, see Microsoft 365 (Retiree Access) - Transitioning to Online Applications.

Options for Desktop Applications

If desktop versions of Office are needed on a personal computer, options include:

• A personal Microsoft 365 subscription.
• A one-time purchase of Microsoft Office Home edition.
• Free alternatives such as LibreOffice or Google Workspace.

For step-by-step guidance on switching a personal computer to a personal Microsoft account, including how to handle PIN prompts that keep asking for the SIUE password, see Microsoft 365 (Retirees) – Office Options on a Personal Computer.

Shared Drives and Network Resources

Access to departmental shared drives and other network resources is determined at the department level:

• Shared drive access is typically removed at retirement.
• If continued access is required, the department supervisor must submit a formal request to the networking team.
• Access permissions are managed at the departmental level, contact the department chair to confirm specific arrangements.

Remote Desktop Access (Emeritus Faculty)

If access to a campus computer or department shared drives is still needed after the transition to emeritus status, Remote Desktop can be requested through the department:

1. Request formal approval from the department supervisor.
2. Submit the approved request to the ITS networking team here.. 
3. Once the request is approved, ITS configures the Remote Desktop connection and any shared drive access.

After setup is complete, sign in with your E-ID to reach the campus computer and shared drives.

For details on remote access options at SIUE, see SIUE VPN - Remote Access Options and Selection Guide.

SharePoint

SharePoint access is controlled by site owners, not ITS:

• Access to department SharePoint sites is not automatically revoked at retirement.
• Site owners control permissions and can maintain or remove access as needed.
• Contact specific SharePoint site owners to confirm continued access.

Adobe Creative Cloud

Adobe Creative Cloud access ends at retirement. If continued access is needed for an approved university purpose, contact the ITS Help Desk to discuss options. For personal use, Adobe offers individual subscriptions directly at https://www.adobe.com.

Managing Department Files in OneDrive

If a department uses files that are shared from a personal OneDrive, ITS recommends moving those files into a department Teams team or shared drive before retirement:

1. In OneDrive, select the files or folders to move.
2. Use the Move To command to move them into the department Teams team or shared drive.
3. Confirm the destination and complete the move.

Once moved, the files are managed by the team's owners and remain accessible to colleagues regardless of any change to a personal account. This is particularly important because OneDrive storage drops to 1TB after retirement.

Timeline for Changes (Emeritus Faculty)

There can be a brief delay between the last day of employment and the formal recognition of emeritus status in SIUE systems. This may affect the timing of license and access changes. Requests are also processed based on volume and the official retirement date.

Preparation Checklist

Before the retirement date:

1. Back up important personal files from OneDrive to a personal computer or external drive.
2. Move department-related files from OneDrive into a department Teams team or shared drive.
3. Transfer ownership or confirm continued access for any shared files the department still needs.
4. Archive or delete email to get the mailbox below the 50GB limit.
5. Identify SharePoint sites that need continued access and contact the site owners.
6. Coordinate with the department about any shared drive access that needs to be requested.
7. Decide on a personal option for desktop Office, if needed.
8. If Adobe Creative Cloud is needed, plan for a personal subscription or contact the ITS Help Desk.
9. Emeritus faculty only: If Remote Desktop access is needed, submit the supervisor-approved request form.

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