Microsoft 365 Licensing Guide - before 16th April 2020

The following section explains which persons (UZH relatives and external persons) are entitled to a Microsoft 365 licence and how it is granted. The guide is intended to provide clarity regarding Microsoft 365 licensing.

Overview

  Employees   Students   External Persons *2   Guests
  Employed at UZH, regardless of part-time status and type of employment   Registered at UZH, excluding Auditors and DAS/CAS students   External persons working on behalf and in the name of UZH (all other uses excluded)   All other persons
Microsoft 365 A1 Automatische Lizenzzuordnung   Automatische Lizenzzuordnung   Manuelle Lizenzzuordnung   Nicht erlaubt
Microsoft 365 A3 *1 Automatische Lizenzzuordnung   Automatische Lizenzzuordnung   Nicht erlaubt   Nicht erlaubt
Visio Plan 2 Manuelle Lizenzzuordnung   Nicht erlaubt   Nicht erlaubt   Nicht erlaubt
Project Plan 3 Manuelle Lizenzzuordnung   Nicht erlaubt   Nicht erlaubt   Nicht erlaubt
Customer lock box Manuelle Lizenzzuordung, vorgängige Anfrage bei mslicensing@zi.uzh.ch   Nicht erlaubt   Nicht erlaubt   Nicht erlaubt
Other Plans, AddOns Manuelle Lizenzzuordung, vorgängige Anfrage bei mslicensing@zi.uzh.ch   Manuelle Lizenzzuordung, vorgängige Anfrage bei mslicensing@zi.uzh.ch   Manuelle Lizenzzuordung, vorgängige Anfrage bei mslicensing@zi.uzh.ch   Nicht erlaubt
*1  Based on the current SWITCH master agreement (until February 2021) A1 licenses with AddOn Office 365 ProPlus are available. This combination has only slight restrictions compared to an A3 plan.
*2  To assign the license a UZH ID within the UZH Identity Management with allocated AD account and e-mail collaboration account is needed.

Microsoft 365 licenses are procured centrally via the Central IT. Licenses are allocated within the Active Directory automatically (Automatische Lizenzzuordnung) or by hand by the IT Coordinators (Manuelle Lizenzzuordnung|Manuelle Lizenzzuordung, vorgängige Anfrage bei mslicensing@zi.uzh.ch). Other plans and Add-Ons need to be inquired beforehand by the IT Coordinators at mslicensing@zi.uzh.ch (Manuelle Lizenzzuordung, vorgängige Anfrage bei mslicensing@zi.uzh.ch). Costs for manually allocated licenses are charged to institutes. Further license allocation is not permitted (Nicht erlaubt).

Who can obtain a Microsoft 365 license from UZH?

A Microsoft 365 license from the UZH will be granted to subsequent groups:

  • Students (registered at the UZH)
  • Employees (employed at UZH, regardless of workload and type of employment)
  • External persons working on behalf and in the name of the UZH (all other uses excluded)

Who does not receive a Microsoft 365 license from the UZH? (as of April 2, 2020)

  • Auditors
  • DAS/CAS Students

Further possibilities for cooperation with external parties who are not eligible for a Microsoft 365 license from UZH

  • External persons who already have a Microsoft 365 account can collaborate with the UZH if their organisation allows Federation (if Teams/Skype for Business is open to "outside")
  • External persons can also be invited as guests. The invitation link can be used several times.
    • If they have a Microsoft account, the login will be done through this account.
    • If they do not have a Microsoft account, an access code will be sent to their  e-mail address. (see video instructions available for UZH members only)
  • Users who do not yet have a Microsoft 365 license can obtain a Microsoft 365 license via their private e-mail address at https://office.com and subsequently participate as a guest.

Process for issuing Microsoft 365 licenses for students and employees

The allocation of Microsoft 365 licenses for students and employees at UZH is an automated process based on the data entered in the SAP systems. (in analogy to the "onboarding e-mail" of the Central IT)

Process for issuing Visio and Project licenses

We offer Visio and Project exclusively to employees of UZH (who are managed as employees in SAP).

  • ZDU: Order via eOrder Webshop
  • Institute: Contact point are the respective IT Coordinators of the institutes

Process for granting Microsoft 365 licences to external parties

To assign a Microsoft 365 license, a UZH ID is required in Identity Management with AD account and email collaboration account. Licenses for external users must always be requested from the respective IT Coordinator. The IT Coordinators are responsible for the compliant license allocation as well as for the costs incurred. Here we distinguish between externals with a teaching assignment and other external employees. The latter only receive the online products for cooperation with the UZH.

  • ZDU: Order via eOrder Webshop
  • Institute: Contact point are the respective IT Coordinator of the institutes


Microsoft 365 licenses are procured centrally via the Central IT, the licenses are allocated in the Active Directory by the IT Coordinators. The costs for licenses to external parties are charged to the institutes. In case of licensing uncertainties, IT Coordinators can contact mslicensing@zi.uzh.ch.