Understanding Retirees', with a retiree date after June 1 2023, Microsoft 365 and Google Services


Introduction

Virginia Tech Microsoft 365 (M365) services are provided to retirees with a retirement date after June 1, 2023. If you wish to learn about services for retirees on or before June 1, 2023, please see this article. The following article contains

  • Overview of services
  • How to access the services
  • How to find training on the services
  • Where to find information on the cost of services
  • Eligibility Requirements
  • What happens after eligibility is lost
  • What if they have multiple relationships with Virginia Tech
  • What to do if they cannot access their services

Explanation

Overview

Retirees receive the following in Microsoft 365.

Services

Storage

NOTICE!

In 2025, Microsoft 365
storage will be changing.

Retiree M365 storage will
be limited to 10 GB1.

Exchange Online and OneDrive

50 GB
Exchange Online

100 GB
OneDrive

1Additional storage cannot be allocated by the department

Additional online Microsoft 365 apps include:

  • Bookings
  • Delve
  • Excel
  • Forms
  • Insights
  • Learning
  • Lists
  • Loop
  • OneNote
  • People
  • Planner
  • Power Apps
  • Power Automate
  • Power BI
  • Power Pages
  • PowerPoint
  • Project
  • Stream
  • Sway
  • Teams
  • To Do
  • Whiteboard
  • Word

Retirees do not receive access to the downloadable office apps, such as Word, Excel, etc.

Retirees receive the following in Google Workspace.

Services

Storage

Google Drive

0 GB2

Drive access with no storage to enable collaboration within Google Workspace.

2Storage cannot be allocated

No other Google Workspace apps are included.

Access

  • VT email and calendar can be accessed on the web at outlook.office.com or by downloading the Outlook desktop application.
  • The Microsoft 365 services listed above can be accessed at my.office365.vt.edu.
  • The Google Workspace services listed above can be accessed at www.google.com.
  • Departmental Teams, Sites, or M365 Groups can be requested at Departmental Team, SharePoint Site, or M365 Group. Only faculty and staff can request, but students, retirees, alumni, and external guests can be invited to join.

Training

Cost

There is no cost to the retiree for services.

Eligibility

Services are granted when an employee receives the VT-EMPLOYEE-RETIREE or VT-EMPLOYEE-EMERITUS affiliation if their retiree date is after June 1, 2023. If their retiree date is on or before June 1, 2023, they are a retiree within Google Workspace. More information about affiliations can be found in the article, Understanding Virginia Tech Affiliations. A retiree can view their affiliations within the IT Account Manager.

Loss of Eligibility

If a retiree chooses to decline their retiree email and storage benefit, then they can put in a request at VT Retiree Email and Storage Benefit.

If they have no other relationship with the university, such as employee, student, or alum, then

  • Their VT Google and Microsoft accounts will be deleted.
  • They will no longer have email with Virginia Tech or a vt.edu address.
  • They will lose the ability to collaborate on any items shared with their VT Google account.
  • They will lose the ability to use their VT Google account to authenticate with third-party software or websites.
  • No notifications or grace period will be provided.
  • Their email and files will not be exported or migrated for them.
  • They will lose Google Play purchases and YouTube content associated with the VT Google account.
  • This is not reversible and deleted data is not recoverable.

Eligibility with Multiple Affiliations

If a retiree has multiple relationships with the university in addition to retiree, such as employee, alum, or student, they may be entitled to additional services or retain services after loss of retiree eligibility.  Visit our Knowledge Base article called Understanding Storage and Services for Google and Microsoft Based on Constituent Groups for more details.

Even if eligible for the Gmail service, retirees are required to use Exchange Online, they cannot set a forward to @g.mail.vt.edu, and they will be restricted from sending and receiving in Gmail.

Troubleshooting

If they lose access to GW or M365 services and believes this to be in error, there are steps that they can take.

  1. Verify they have one of the affiliations listed above (affiliations can also be viewed in the IT Account Manager).
  2. Check their M365 license in MyCAT. If you do not have a valid license, we suggest they contact 4Help.
  3. If their affiliations are correct and they have a valid license, contact 4Help.