UCL Guides INT

Office 365


Free Office 365 for students and employees

Students and employees can download and install Office 365 on their personal PC and / or Mac. Office 365 can be installed on 5 devices. The software package is free as long as you are an employee or student at UCL. UCL does not provide support for the software package and it must not be installed on a UCL PC.

On a Chromebook you can not install Office 365. Instead, you log in to the same portal as when installing on a PC and use the programs directly from the portal.

If you have another Office 365 installed, you can simply log in with your username and password (see below). If you have another version of Office installed, uninstall it before installing Office 365.


This is how the installation looks like on a PC.

If you are a student, you must log in with your UCL [email protected]. For most students, this is the same as the email address. Depending on when your account was created, it will for example be either [email protected] or [email protected]

If you are an employee, do not log in with your e-mail address, but with your UCL [email protected], eg [email protected]

The password is the same as for UCL mail and itslearning.

If you have problems logging in or having problems with the functionality of Office 365, it may be because you have a password that is too short or too long. The password must be between 8 and 16 characters, and must not contain æ, ø or å.

Click the small arrow to the right of "Install Office" and select "Office 365 Apps".

Installation is being prepared - wait!

Installation in going on - wait!

Office 365 is now installed.  Click on Close

Activation and deactivation

Following the installation instructions above, Office 365 will be activated automatically. When the Office programs are used, they will automatically check if the license is still active. If the program has unsuccessfully tried to check the license for 30 days, the license will be deactivated. It is therefore important that your computer is regularly on the Internet while using an Office program.

If you get a warning link this pink bar stating that the program has not been activated, click "Activate" on the right side of the bar.

You will then be asked for your username and password (same as you use for installation - see above).

If you try to install the Office suite on more computers than you have licenses for, you will get a dialog box that notifies you. This can happen, for example, if you replace your PC several times. Click "Deactivate one" to get to the page where you can deactivate a license. Once you have disabled a license, you can use it again.


UCL does not offer OneDrive with Office 365. Therefore, OneNote must be connected to a private OneDrive that you have with your private Microsoft account, such as @outlook, @hotmail or @live.

When you are no longer an employee or student

When you are no longer associated with UCL, Office 365 will automatically be disabled and will therefore no longer be usable. A new Office suite can be purchased and installed at http://www.microsoftstore.com.

Documents stored on the PC will not be deleted and can still be opened and used with a new Office suite.

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