To modernize IT, standardize tools, enable simple, location-independent collaboration, and centralize secure data storage. Fewer isolated solutions, more efficiency, and stronger security and compliance standards.

Microsoft M365 includes:

• Email & Calendar (Exchange Online / Outlook)
• Collaboration & Meetings (Microsoft Teams)
• File storage (OneDrive, SharePoint)
• Office apps (Word, Excel, PowerPoint, Outlook)
• Additional security and compliance features

Students, teaching staff, and employees. The rollout will be staggered by divisions and organizational units.

• M365 – Microsoft’s cloud environment with Office apps (Word, Excel, PowerPoint), Outlook, and Teams.
• OneDrive – Your personal storage in the Microsoft cloud. Files are saved there when AutoSave is enabled.
• Teams – Communication solution for chat, telephony, and video conferencing. At MUL, Webex remains the standard application.
• SharePoint – Organization-wide shared storage for sharing and co-authoring files.
• Exchange Online – MUL’s mail servers in the Microsoft M365 cloud.

• Students: Find the schedule at ict.unileoben.ac.at/en/m365-st
• Staff: The transition is carried out by organizational unit. Details at ict.unileoben.ac.at/en/m365-ma

• Send important emails in good time.
• Avoid significantly changing your folder structure.
• Do not upload large or numerous files to M365 shortly before the switch.

Students

• Wed 13 May 2026, 20:00: Access to M365 is blocked; final data synchronization begins.
• Sun 17 May 2026: Mail accounts are blocked; emails and folders are finalized and transferred.
• Mon 18 May 2026: Student account at mail.unileoben.ac.at is activated. Sign in with m-number@unileoben.ac.at or @stud.unileoben.ac.at.

Staff

• Your unit’s IT contact or the ICT support installs and configures Office M365 on your device.
• During the transition period, mail is not available in the Notes client.
• After the switch, continue working in Outlook. You will only need the Notes client for specific databases.

For students: see the process above. For staff, the schedule is coordinated with the respective organizational unit. During the transition period, the mail system is unavailable.

Sign-in happens in two steps:

No. You will continue to use your p-number or m-number and your MUonline password.

Depending on which ID you use (p- or m-number), you are signed in to the respective tenant. Switching within a single browser session is not possible.

Generally no. Alias addresses remain in place. Any changes will be communicated individually.

Supported are Outlook for Windows/Mac, Outlook Mobile, and Outlook on the web. IMAP/POP are not recommended because collaboration features are missing.

• Students: Emails are migrated automatically. Calendars, tasks, and contacts can be transferred manually – instructions at ict.unileoben.ac.at/en/m365/anleitungen.
• Staff: Emails, calendars, tasks, and contacts are fully migrated. Access permissions are taken into account.

Each user has 5 GB of storage for mail and 50 GB for OneDrive.

• Teams – Chat, meetings, telephony. For staff, Webex remains the standard telephony application.
• OneDrive – Your personal workspace for individual files.
• SharePoint/Teams – Team and project work, shared files, channels, and notes.

Network drives and file servers are not affected by the transition.

In OneDrive (personal meetings) or SharePoint (channel meetings). Permissions depend on participants and team memberships.

Yes. External people can be invited as guests in Teams/SharePoint. Sharing is restrictive by default. Guest access must be managed and regularly reviewed by owners.

Anonymous links are not allowed for sensitive areas. Prefer time-limited, person-specific links.

In data centers within the EU.

Yes. Microsoft acts as a processor, Technical University of remains the controller. There are contractual assurances, standard contractual clauses, and technical safeguards.

• Multi-factor authentication (MFA)
• Encryption in transit and at rest
• Spam and phishing protection

Only authorized people according to team/site permissions. Administrative access is strictly regulated and audited.

Current Office apps are supported; web apps are available at any time. Older versions may need to be updated.

• ICT-managed devices: Updates are performed automatically.
• Non-ICT-managed devices: Please contact your organizational unit’s IT contact.

Most modern add-ins work. Older COM add-ins and macros should be tested in advance. Please report critical dependencies to ICT Support beforehand.

Microsoft provides high availability, versioning, and restore capabilities. Additionally, the university uses local backup according to protection requirements.

Your MUonline account remains active for 40 days after the end of employment. After that, the account and M365 data are deleted.

Existing objects are migrated to Microsoft M365. Functional mailboxes remain; access rights are transferred and reviewed.

You can find guides at ict.unileoben.ac.at/en/m365/anleitungen.

ICT Service Desk: ict-support@unileoben.ac.at | +43 3842/402-7510

By email to it-sicherheit@unileoben.ac.at. Please include:

• Description of the incident (suspicious activity, data loss, phishing …)
• Affected systems or users
• Time of the incident
• Actions already taken

Access to systems is blocked during the migration. Shortly before it begins, please:

• Do not move or upload large amounts of data.
• Do not make extensive changes to the folder structure.

For university data, M365 is the preferred and approved platform.

It is recommended not to store valuable research data in the M365 cloud. Although M365 is operated in a GDPR-compliant manner and data is encrypted in EU data centers, the data is still located in third-party data centers.