Office 365 subscription
Office 365 is a subscription cloud based productivity suite based available to all UTS students.
Sign into Office 365, and start using all the applications available through this cloud based subscription.
You can download and install Office applications on up to five devices.
Use your firstname.lastname@example.org to sign in and use your IT password.
For example email@example.com.
Help with using Office 365
Check out the online resources and training videos for students (opens an external website).
Office 365 group management guidelines
These guidelines ensure consistent, efficient and compliant use of Office 365 groups.
Office 365 (O365) groups can be created from various applications including Exchange, Teams, Yammer and others. Two common examples include:
- Groups in email – creating a specific group from Exchange for collaboration with others and to share files;
- Microsoft Teams – creating a new Team also creates a group.
Currently, O365 groups enable collaboration which is available to staff and students only. External users and contractors cannot be added to a group.
Naming your group
- Group names must reflect the usage or project name that they represent.
- For the sake of clarity and context, it is advisable to use meaningful descriptions.
- Groups should not be named after individuals.
- Care needs to be taken if calling a Team/Group name after an organisational unit name or existing similar general email account address, to limit individuals emailing to the wrong areas.
- Names containing offensive characters or words will be deleted.
Examples of appropriate naming include:
- Club or society – "UTS-Backstage"
- Group assignment - "97416-Property-Economics-group-A"
- Owners are responsible for what access they provide to group content and to whom.
- Each group should be assigned at least two owners to minimise potential for loss of access should one owner be unavailable.
- Groups should only be created where there is a need to collaborate and communicate between a number of users beyond existing processes.
- Groups are designed for project team or operational team usage, supporting collaboration on documents to achieve an outcome. Groups should never be created for individuals.
Privacy and security
- A “Public” privacy setting on a group means all individuals who can access UTS systems, including staff and students, can access content sent to your group.
- Strongly recommended that all groups be marked as “Private” so that access is restricted to those users invited by the Owner.
- Each group member is responsible for maintaining the security of any information provided through, or accessed within the group.
For staff and HDR students
- Collaboration in groups will create records of the university and may need to be accessed for business needs.
- Members of a group may have access to information that is classified as UTS Internal, UTS Sensitive or UTS Confidential (see information security). Group members are all responsible for ensuring the security of the information accessible to them.
- The university’s recordkeeping obligations apply to records created and shared through groups. See records & archives for further information on appropriate creation, storage and management of records, including also retention and destruction obligations.