Skip to main content

Alumni - Changes to Microsoft and Google Access

Overview

To adhere to the university’s contract with Microsoft and respond to significant changes Google has made to its service offering to the academic community, the IT services that CU Boulder alumni have access to will be changing on November 1, 2022. Since CU Boulder currently uses more than 12 times as much storage as we will be allotted under Google’s new service model, the campus's Google storage is being repurposed to serve the teaching and learning missions of CU Boulder.

What's Changing on November 1

Alumni will no longer have access to the following IT services through CU Boulder

  • Microsoft Office 365 desktop applications
  • Microsoft Office 365 online applications with the exception of Outlook on the web 
  • Microsoft OneDrive file storage
  • Google Workspace for Education applications including Docs, Sheets, Shared Drives, etc.
  • Google Photos
  • Google Drive file storage
  • CU Boulder-provided versions of the Outlook desktop application

Please Note: Most alumni licenses now only include Microsoft Outlook on the web. If you have files saved in Microsoft OneDrive or Google Drive that you wish to download, please contact the IT Service Center before December 1. 

 

What you should do if these changes apply to you

Your Files

Before November 1, you will need to download any personal files from your CU Boulder-provided Microsoft OneDrive and Google Drive to store them in an alternate location. We recommend you do this as soon as possible to ensure you have sufficient time to complete this step before the November 1 change in access. 

  • For instructions and tips for downloading your files and storing them in an alternate location, visit OIT’s instructions for downloading files from Google Drive or OneDrive.   
  • OIT cannot recover your files after November 1, so ensure all this is done before that date!

Your Email

  • If your email is already on Microsoft, you can start using Outlook on the web immediately.
  • If you’re currently using Gmail to send and receive messages from your @colorado.edu email address, please keep an eye out for a separate communication from OIT with more information about your transition from Gmail to Microsoft. 

 

Frequently Asked Questions

About The Change

Why is access to CU Boulder Microsoft services changing?

Per the terms of the university’s contract with Microsoft, we are not permitted to provide Microsoft services, beyond Outlook on the web, to non-working, non-volunteer faculty, staff, retirees or alumni.

Why is access to CU Boulder Google services changing?

Google is instituting strict storage quotas impacting file storage (Google Drive, Shared Drives, Photos) and email. Access to the significantly reduced amounts of storage must be prioritized for active students, faculty (including emeritus faculty), staff (including working retirees) and those who need access to these tools to perform volunteer duties for the university.  

As an alum, what specific CU Boulder Microsoft and Google services will I no longer have access to beginning on November 1, 2022?

Alumni will no longer have access to the following IT services through CU Boulder:

  • Microsoft Office 365 desktop applications
  • Microsoft Office 365 online applications with the exception of Outlook on the web 
  • Microsoft OneDrive file storage
  • Google Workspace for Education applications including Docs, Sheets, Shared Drives, etc.
  • Google Photos
  • Google Drive file storage
  • CU Boulder-provided versions of the Outlook desktop application

Although Alumni will no longer have access to most of the services provided by Google, you can still download Google files using Takeout until December 1, 2022.

Are all alumni affected by these changes to CU Boulder Microsoft and Google services?

Yes, these changes will affect all current alumni. In future, new alumni will have 6 months before their access to Google is removed. We will communicate separately to future alumni to ensure they have sufficient notice to manage the transition before their access to these services changes.

I am an alumni affected by these changes. What are my options if I still need access to Google applications and Google Drive?

Google offers a free personal Google One plan, which provides the Google applications you’ve been using, Google Drive storage, and Google Photos. The free plan offers 15GB of storage. Learn more about Google One plans.

I don't want to migrate, can I request an exception or pay Google for additional storage for my CU Boulder account?

We are unable to grant exceptions for people who do not want to move. Google has chosen to end unlimited storage and the university has a finite amount of storage to share amongst its entire population. Google is not currently offering a way for individuals to pay for additional storage.

I am an alumni affected by these changes. What are my options if I still need to access Microsoft Office 365 applications and OneDrive? 

You can create a personal account on Microsoft’s website to use Office Online for free. You can also sign up for 5GB of free OneDrive storage.

For access to Microsoft Office 365 desktop applications and more OneDrive storage capacity, Microsoft offers individual and family plans at approximately $70-100/year. 

I have used the "Sign in with Google" feature on other websites/applications. Can I continue to use that feature?

Since alumni will no longer have a Google account after they are moved to Microsoft Exchange, the "Sign in with Google" feature will no longer function. As such, we recommend updating all accounts you have linked to your Colorado Google account before the November 1st deadline. Check what accounts are linked to your Colorado Google account.

Please note: If you are signed in to a personal Google account in your browser, you may need to switch accounts to view the accounts linked to your Colorado Google account rather than your personal one.

Email

Will I still have access to use my colorado.edu address?

Yes. As an alumni, you will be able to use your @colorado.edu email account through Outlook on the web.

Will I still be able to check my @colorado.edu emails using Gmail?

No. Your @colorado.edu email will be migrated to Microsoft and you will then be able to access it using Microsoft’s Outlook on the web. Learn more about Outlook on the web. If you are currently using Gmail to check your @colorado.edu emails, OIT will send a follow-up message to those impacted with a migration date to Microsoft Outlook and instructions on how to check email on Outlook on the web.

If my @colorado.edu email is currently on Gmail, will I lose access to my stored emails when I transition to Outlook on the web? 

No. If you send and receive your @colorado.edu email on Gmail, all of your email and folders, in its existing folder structure, will be moved to Outlook on the web at the same time you are transitioned. 

Will I be required to use Multi-Factor Authentication with Outlook on the web? 

Not yet. OIT is in the process of rolling out multi-factor authentication (MFA) across Microsoft services. Stay tuned for more information from OIT when we enable it for alumni.

How much storage will I have in an Exchange mailbox?

Your Exchange mailbox will have a capacity of 50GB.

File Storage

What will happen to the files I have stored in my Google Drive and/or Microsoft OneDrive after November 1?

Your files will no longer be available to you. 

If you have personal documents in your CU Boulder Google Drive and/or Microsoft OneDrive that you would like to retain access to after November 1, it is critical that you download files to store them in an alternate location, such as a personal Google or OneDrive account, or a personal external hard drive. After November 1, OIT will not be able to assist you with recovering any personal files that you have not downloaded and stored in an alternative location. 

Please see the following FAQ for information about alternate storage options: What are my options if I still need to access Microsoft Office 365 applications and OneDrive? Also, see our FAQs addressing Google Drive shared files and Microsoft OneDrive shared files access.

How much time should I allow to download my personal files to an alternate location?

It depends on the number of files you will be downloading. The process of downloading files, especially when done over a residential internet connection, can take a considerable amount of time depending on the size of the files. We encourage you to not wait until the last minute to complete this process.

Can I transfer files from my CU Boulder Google account to a personal Google account?

Yes. Google provides a Takeout Transfer service that allows to you to move to another Google account things like email in Gmail, documents you own, and in some circumstances, documents in your "Shared with me" folder. Please note that OIT cannot provide support for this transfer process and so you should read and closely follow the instructions Google provides for using Takeout Transfer.

What if I shared files in my Google Drive with others at CU Boulder? Will they also lose access to these files on November 1?

Active faculty, staff, POIs with the type Security Access, and students will continue to have access to those files that you shared with them until December 31, 2022. 

If you’d like to transfer ownership of the files, follow Google’s instructions on ownership transfer.

What if I shared files in my Microsoft OneDrive with others at the university? Will they also lose access to these files on November 1?

Active faculty, staff, POIs with the type Security Access, and students will continue to have access to those files that you shared with them until December 31, 2022. 

If you’d like to transfer folders in OneDrive to a CU Boulder faculty or staff, follow these instructions:  

  1. Open a web browser and navigate to your OneDrive file library.
  2. Right-click the name of the folder you wish to transfer.
  3. Click Manage Access.
  4. Find the Direct access section and click the + button.
  5. In Enter names or email addresses… field, search for the person to whom you want to assign permissions, then click on their name to select it.
  6. Click the pencil icon and select Can edit
  7. Optional: Enter a personal message explaining why you are sharing the folder.
  8. Click Grant Access.
  9. The new editor will now see the folder in their own OneDrive file library under the Shared tab on the left-hand menu.
  10. Ask the new editor to download the contents of your folder and transfer those contents to a new folder that they create within their own OneDrive account.
  11. Ask the new editor to share their new folder with the same people who had access to your folder.
 

Have questions?

Contact the IT Service Center at oithelp@colorado.edu or 303-735-4357.