To modernize IT, unify tools, enable simpler collaboration independent of location, and provide centralized, secure data storage. Fewer isolated solutions, more efficiency, and improved 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 departments 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 auto-save is enabled.
• Teams – Communication solution for chat, telephony and video conferences. At MUL, Webex remains the standard application.
• SharePoint – Shared, organization-wide storage for sharing and co-authoring files.
• Exchange Online – MUL’s mail servers in the Microsoft M365 cloud.

• Students: You can find the timeline at ict.unileoben.ac.at/m365-st
• Staff: The switch will be carried out by organizational unit. Details at ict.unileoben.ac.at/m365-ma

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

Students

• Wed. 13.05.2026, 20:00: Access to M365 will be blocked, final data synchronization begins.
• Sun. 17.05.2026: Mail accounts will be blocked, emails and folders will be finally transferred.
• Mon. 18.05.2026: Student account on mail.unileoben.ac.at will be activated. Sign in with m-number@unileoben.ac.at or @stud.unileoben.ac.at.

Staff

• The IT coordinator or ICT support installs and configures Office M365 on your device.
• During the transition phase, mail in the Notes client will not be available.
• After the switch, you will continue working in Outlook. You will only need the Notes client for specific databases.

For students: see the process above. For staff, the schedule will be coordinated with the respective organizational unit. During the transition phase, the mail system will not be available.

Sign-in happens in two steps:

1. Microsoft dialog at office.com: Sign in with p-number@unileoben.ac.at or m-number@unileoben.ac.at (or your email address).
2. MUL sign-in page: You will be redirected to Technical University of’s sign-in page. Sign in with your p-number or m-number (without @) and your MUonline password.

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

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

As a rule, 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 as collaboration features are missing.

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

In OneDrive (personal meetings) or SharePoint (channel meetings). Permissions are based on attendees or team memberships.

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

Anonymous sharing links are not permitted for sensitive areas. Prefer time-limited, person-specific links instead.

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 persons according to team/site permissions. Administrative access is strictly regulated and logged.

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

• ICT-managed devices: Updating is performed automatically.
• Non-ICT-managed devices: Please contact the IT coordinator of your organizational unit.

Most modern add-ins will 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 recovery features. In addition, the university operates a local backup according to protection needs.

The MUonline account remains active up to 40 days after the end of employment. After that, the account and data in M365 will be deleted.

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

You can find guides at ict.unileoben.ac.at/services/mitarbeiter/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
• Steps already taken

Access to the systems will be 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 located in third-party data centers.