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Retirees - Changes to Microsoft and Google Access

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 faculty retirees and staff retirees have access to will be changing on June 30, 2022.

What's Changing on June 30

Many retirees 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
  • Google Drive file storage

Many retirees will no longer be able to access email from the following applications

  • CU Boulder-provided version of the Outlook desktop application
  • CU Boulder’s Gmail service

Retirees will still be able to send and receive emails from their @colorado.edu email account

Moving forward, both current Gmail users and Outlook desktop application users will be able to access their @colorado.edu email using the Outlook on the web application

Who these changes do NOT apply to

Retirees in the following groups will continue to have access to Microsoft Office 365 and Google Workspace services through CU Boulder

  • Emeritus faculty entered correctly in the university’s HR system with emeritus status.
  • Working retirees
  • Retirees who are volunteering for the university and have been entered into our HR system with an appropriate Person of Interest (POI) type because they need access to these services to perform their volunteer duties.

 

What you should do if these changes apply to you

Your Files

Before June 30, 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 June 30 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.  
  • If you would like assistance with this process, you can make an appointment with the Office of Information Technology’s Buff Techs desktop support technicians. 
  • OIT cannot recover your files after June 30, 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. 

 

Retiree Webinar

OIT conducted a webinar about what this change means for retirees on May 6, 2022. Access the slide deck and a recording of the presentation below:

Frequently Asked Questions

About The Change

Why is access to CU Boulder Microsoft services changing for retirees?

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 and staff retirees.

Why is access to CU Boulder Google services changing for retirees?

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 a retiree, what specific CU Boulder Microsoft and Google services will I no longer have access to beginning on July 1, 2022?

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

  • Microsoft Office 365 desktop applications including Outlook, Word, Excel, Powerpoint, OneNote,
  • Microsoft Office 365 online applications with the exception of Outlook on the web. 
  • Microsoft OneDrive cloud file storage,
  • Google Workspace for Education applications including Gmail, Calendar, Docs, Sheets, and Slides, and
  • Google Drive cloud file storage.
Are all retirees impacted by these changes to CU Boulder Microsoft and Google services?

No. The following groups of retirees will not be impacted by these changes:

  • emeritus faculty entered correctly in our HR system with emeritus status,
  • working retirees (those employed at CU Boulder), and
  • Retirees who are volunteering for the university and have been entered into the HR system as a Person of Interest (POI) - Security Access because they need access to these services to perform their volunteer duties.

In addition, the June 30 change in access will only apply to those individuals who became retirees before April 1, 2022. We will communicate separately to those individuals who retired with an effective date of April 1, 2022, or later, to ensure they have sufficient notice to manage the transition before their access to these services changes. 

I am in a group impacted 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 am in a group impacted 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’m an emerita/us faculty member. Will I still have access to these services after June 30?

Emeritus faculty members with active emeritus appointments in the university’s HR system will automatically be included in the group of individuals who continue to be able to access the same Microsoft and Google services they are able to access currently.

The exception is applied by HR job code. There are eight emerita/us job codes: 1452-1457, 2900-2902. An HR liaison for their department can confirm an emerita/us faculty member's job code.

OIT is working with the Office of Faculty Affairs and the Department of Human Resources to identify all emeritus faculty members and ensure that each has been entered properly in the university’s HR system with an active emeritus appointment before June 30, 2022.

I’m a retiree who volunteers for CU Boulder and I need access to Microsoft and Google services to perform my work. How can I ensure I have access to these services after June 30?

Retirees who have an active Person-Of-Interest (POI) Security Access appointment in the university’s HR system will automatically be included in the group of individuals who are able to access Microsoft and Google services. 

If you are a retiree volunteering for the CU Boulder campus and you need access to Microsoft and Google products to carry out your volunteer duties, please contact the department or organization at CU Boulder for whom you are performing volunteer work. A current CU Boulder employee from that department or organization will need to sponsor you for a POI appointment and this appointment will need to be entered in the university’s HR system in order for OIT to provide you with access to these services. POI appointments are usually entered into the university’s HR system by the department or organization’s HR Liaison.

I have not retired yet but I anticipate that I will soon. What can I expect with regard to my access to CU Boulder Microsoft and Google services when I retire?

All individuals retiring from CU Boulder with an effective date of April 1, 2022 or later will retain access to the same Microsoft and Google services they were able to access as an active faculty or staff member for a period of 90 days following the effective date of their retirement from CU Boulder. 

Once the 90 days has expired, if the retiree does not fall into one of the exception categories, the retiree will lose all access to CU Boulder provided Microsoft and Google services except Microsoft Outlook on the web, which can be used for sending and receiving emails from the retiree’s @colorado.edu account. If the retiree was previously using Gmail to send and receive email, their stored emails will be moved to Microsoft and will be accessible through Outlook on the web.  

Email

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

Yes. As a retiree, 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 my CU Boulder provided Outlook desktop application?

No. After June 30, your CU Boulder provided Outlook desktop application will no longer work. You can access your @colorado.edu email using Outlook on the web. Learn more about 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 retirees.

File Storage

What will happen to the files I have stored in my Google Drive and/or Microsoft OneDrive after June 30?

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 June 30, 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 before July 1. After June 30, 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.

Can OIT provide me with assistance in downloading my personal files from my CU Boulder Google Drive and/or Microsoft OneDrive and storing them in an alternate location?

Yes. OIT’s Buff Techs is ready to assist you. We encourage you to schedule an appointment with Buff Techs as soon as possible. We have created dedicated appointments for retirees. The process of relocating files, especially when done over a residential internet connection, can take a considerable amount of time depending on the size of the files you are moving. We encourage you to not wait until the last minute to complete this process as appointments for the Buff Techs may fill up and they may be unavailable to assist you.

What files am I permitted to download from my CU Boulder Google Drive and/or Microsoft OneDrive and store in an alternate location?

Files containing any information which the university considers highly confidential or high impact are prohibited from being moved to personal storage and must remain in your CU Boulder Google Drive and/or Microsoft OneDrive. 

Please note, this exclusion does not apply to any data containing your personal information.  Personal information can and should be moved to a storage location of your choice (excluding CU Boulder’s Google Drive and/or Microsoft OneDrive instance). We encourage you to consider the security of any platform you move your personal information to as you would any platform where you store personal information (such as financial information, health information, or any other information you would want to keep private). 

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.

What if I shared files in my Google Drive with others at CU Boulder? Will they also lose access to these files on June 30?

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. 

In the fall, we will send a series of communications to these groups with recommended steps for handling files shared with them by CU Boulder retirees in order to ensure academic, research, and business continuity.  

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 June 30?

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. 

In the fall, we will send a series of communications to these groups with recommended steps for handling files shared with them by CU Boulder retirees in order to ensure academic, research and business continuity.  

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.
 

Need Assistance?

Get help with these changes by scheduling an appointment with the Buff Techs desktop support service. In addition, the IT Service Center is available to answer questions at oithelp@colorado.edu or 303-735-4357.