Microsoft 365

The University provides access to Microsoft 365, Microsoft's cloud-based suite of productivity and collaboration tools. It includes web-based versions of familiar applications such as Word, Excel, PowerPoint and Outlook, along with a range of online services to help you work and collaborate from anywhere. Depending on your account, you may also be able to install desktop versions of these applications.

For more information about Microsoft 365 Education plans, visit:

microsoft.com - Microsoft 365

Quick access

Outlook (Email): outlook.office.com

Outlook People: outlook.office.com/people

Microsoft Teams: teams.microsoft.com

Microsoft 365 Portal: portal.office.com

Accessing your University email

You can access your University email through Outlook on the web, or through the Microsoft Outlook desktop or mobile app on a supported device.

If you want to access University email on a personal device, visit the Bring Your Own Device (BYOD) page for security requirements and setup guidance.

Sign in using your full University email address and University password.

Your email address will usually follow the format firstname.surname@beds.ac.uk. If another colleague has the same name, your email address may include a number after your surname.

Finding staff contact details

You can use Outlook People to search for University staff and view contact details such as phone numbers, room locations and job titles.

Accessing Microsoft 365

1. Enter your full University email address.
2. You will be redirected to the University sign-in page.
3. Enter your University password and complete any additional authentication steps if prompted.

When you log in, you may see Microsoft Copilot instead of a list of apps. If this happens, select Apps from the left-hand menu.

If you see a numbered icon (for example, '3'), select it and choose More apps.

Both options will take you to the Apps page, where you can view all the applications available to you.

Left-hand menu showing the "Apps" option.

Apps menu opened from numbered icon, showing "More apps" selected.

Apps page displaying available Microsoft 365 applications.

Key applications and services

Microsoft 365 includes a range of tools to support your day-to-day work:

• Outlook – Access your University email, calendar, contacts and tasks.
• OneDrive – Store, access and share your files securely in the cloud, with typically 1 TB of storage.
• Word, Excel, PowerPoint and OneNote – Create and edit documents using a web browser or desktop app.
• Microsoft Teams – Communicate and collaborate with colleagues through chat, calls, meetings and file sharing.
• SharePoint – Collaborate on shared files and team sites.
• Clipchamp – Create and edit videos using templates, text, transitions and effects, with no previous editing experience required.

The applications available to you may vary depending on your Microsoft 365 licence.

Working with files

Files created in Microsoft 365 are typically stored in OneDrive or SharePoint, making them accessible from any device with an internet connection.

Save your University work to OneDrive or the appropriate SharePoint location rather than storing files only on your device.

Files can be edited directly in your browser and are saved automatically, with version history available if you need to restore an earlier version.

Sharing files with colleagues

Instead of sending large email attachments, you can share files using OneDrive:

1. Locate your file in OneDrive.
2. Click Share.
3. Enter the name or email address of the colleague.
4. Choose whether they can view or edit.
5. Send the link.

This is the recommended way to share large files and collaborate in real time.

Need help with Microsoft 365?

If you have any issues, please contact the ICT Service Desk (office hours only) on 01582 743366 or log a ticket at uobservicedesk.beds.ac.uk