O365 User ID - Student User Policy:

Introduction:

• The Manipal Academy of Higher Education (MAHE), Manipal licenses Office 365 for
Education from Microsoft, and every student and research scholar are assigned an
Office 365 account. This account provides access to your University email as well
as many other applications within the Office 365 suite. You might also see this
account referred to as your Active Directory or Azure AD Account.

• This policy of MAHE, Manipal lays down the guidelines with respect to use of MAHE
O365 app services. The department of Digital & IT of MAHE will be implementing
the same.

• This document serves as the University’s policy on email and office 365 Apps, as
well as appropriate procedures and guidelines for their use.

Scope:

• This information is for all students and research scholars MAHE who are granted
an official O365 user id.
• Only the O365 user id provided by MAHE, Manipal shall be used for official
communications by the university. Every student shall be mandatorily required to
use the official user id allotted to them in conducting their communications and
allotted app usage relating to the University.
• This policy is applicable to all students of MAHE, Manipal. The directives contained
in this policy must be followed by all of them with no exceptions.

Objective

• The objective of this policy is to ensure secure access and usage of university O365
app services by its students. Students have the responsibility to use this resource
in an efficient, effective, lawful, and ethical manner.
• All services under O365 user ids are offered free of cost to all students enrolled in
MAHE during the validity of the id and depending on the license issued to every
user.
• Any other policies, guidelines or instructions on e-mail previously issued shall be
superseded by this policy.

Creation and activation of Official Office 365 user account

• An official O365 account in MAHE learner domain will be provided to each student,
research scholars with the license of O365 apps like Outlook, OneDrive, Teams, Office
 products (Word, Excel, PowerPoint etc), etc. The username and password will be same
for all the applications of O365.
• The department of Digital & IT of MAHE will manage the O365 Services and any
queries related with O365 services may be directed
to [email protected] with complete user details and information
needed.
• The common user id address format used for student and research scholar
is (firstname.institutioncode+Year of admission @learner.manipal.edu). The first left
word of the full name or the separate first name shared during the admission
procedure is considered as firstname to create email id. No changes will be done or
allowed after creation of user id.
• All academic and administrative related electronic correspondences from
administrators, heads or coordinators, teachers, of the department/Institute will be
sent to the user’s official learner id address and so it is mandatory for all users to check
their Email account regularly.
• Same user id credentials should be used to access all the University IT applications and
portals unless there is change in the user credentials informed separately.
• Every user by default will be added as a member of security group at institute level
which are created for the easy and quick management users and collaboration.
• The O365 admin would communicate the created new user account details of students
to personal mail id of student provided during the admission procedure.
• Before activation, the user should read the complete guidelines provided in this.
During the activation or first login, the user will be prompted to change his/her
temporary password. The password should be of at least 8 characters and preferably
in the combination of alphabets, numbers and symbols.
• After successful activation of user account, the user has to register to Self-Service
Password Reset (SSPR) to self-reset the password in case of forgotten in future.
• All the user ids are enforced with Two factor authentication (MFA) and user has to
register their mobile no to access the same.
• Login problems or failure of logging into the official user account may be reported to
[email protected].

Office 365 Login:

In order to keep your Office 365 Account and your email secure, the University uses a
same Office 365 Login to access your Office 365 Account as well as email. Your Office 365
Login itself is email address. The Office 365 Login consists of your Login name followed
by a domain name, and you will use your password to sign in.

To login to Office 365

1. Navigate to https://Portal.Office.com.
2. Enter your Office 365 username and click Next.
3. Enter the password and click to login
Ownership of email:

The MAHE owns any accounts provisioned by the University. The email contents and
metadata are considered public records and will be managed following this and other
applicable laws and University policies.

Right of University Access:

• Under certain circumstances, it may be necessary for the IT staff or other appropriate
University officials to access University email accounts.
• These circumstances may include, but are not limited to, maintaining the system,
investigating security or abuse incidents, or investigating violations of this or other
University policies.
• IT staff or University officials may also require access to a University email account in
order to continue University business where the University email account holder will
not or can no longer access the University email account for any reason.
• Such access will be on an as-needed basis and any email accessed will only be
disclosed to those individuals with a need to know or as required by law such as in
response to a Freedom of Information request, as University emails are considered
public records.

Account handing and responsibility:

Students should check for Institution/University messages frequently and consistently as

email is considered an official means of communication and in order to stay current with
time-critical and timesensitive University announcements.

To maintain the security and integrity of the Email system, email account holders must
change their temporary account passwords as soon as possible after notification that the
account has been created.

The email account holder should also periodically change his/her account password.

Email account holders should follow best practice standards for creating highly secure
passwords.

The email account holder is responsible for the general security of the account and its
information. Email accounts and passwords are not to be shared under any circumstances.

Password reset policy for users official O365 account

• The users have to register for SSPR for resetting their O365 account which may
be required in case of loss of/forgotten password or deactivation or suspension
 of mail account or any trouble in logging into their O365 account. This service is
enforced to all the students.
• In case the password needs to reset from the O365 administrator side, the user
should fill O365 id password reset form, clearly stating his/her official O365 account
details (use id, full name, branch & roll number) as well as the reason for resetting
the password.

✓ After submission of the user details the administrator will verify the details
and reset the password in case all the details are as per the norms and reset
the password.
✓ The new reset password will be mailed to the student’s personal mail id from
Microsoft Power Automate. The student has to check for a mail in inbox/junk
folder for the new password email.
✓ User’s requests not fulfilling above criteria will not be entertained by the
administrator and the request will be ignored without any reply.

O365 user id guidelines:

• Misuse or abuse of electronic mail facility is punishable under Information

Technology Act 2000, Government of India.
• E-mail services are a privilege, not a right. The official user account provided to a
student is meant for the official purpose only. Every user in our University domain
is bound to obey and follow the guidelines given below.
• Keep in mind that when you use your University email account, you are
representing the University.
• It is the users’ responsibility to keep their user account in good standing, not give
out passwords, hold responsibility for any activity originating from that account
and use the email account in ways that are responsible, ethical, lawful and
professional.
• As part of normal user management, the MAHE IT & Digital department collects
various types of users’ data including login/logout times, types and frequencies of
access and amount of resources used. This information can be analysed for various
purposes relating to the management of the email systems.
• The students are strictly advised to post only the academic or research related
communication or contents to their class related. The users are strictly advised not
to indulge in any unacceptable behaviour or activity in the E-mail environment. The
unacceptable behaviour includes, but not limited to, distribution of unsolicited and
unauthorized mass E-mail to users, threatening users, infringements of others’
privacy, interference with others' work, copyright infringement and illegal activity.
• Posting harassing, abusive, obscene, harmful, illegal or objectionable contents,
spamming group mails with undesired contents or messages to any users or
mailing lists of our official domain are strictly forbidden.
 • Users who violate the above stated E-mail usage policy will be subject to
disciplinary action. MAHE Digital & IT department may monitor individual users
suspected of violating this policy.
• The disciplinary actions likely to be impended for such violation of any of the above
rules/policies include (a) Issue of a warning letter/E-mail to the user (b) Temporary
or permanent suspension of users E-mail account for a month or a semester or
permanent removal or termination of users E-mail account from the institute’s
domain.
• All the users are eligible to use the all the Office 365 apps provided as per the
license. Digital & IT, MAHE reserve the right to provide or withdraw any app license
from O365.

Validity of the O365 ids:

• The official ID issued by the university is valid for the duration of the course for which
it was issued.
• The user id will be deleted after completion of the course.

Non-used O365 ids:

• During the course for which it was used, the official ID provided by the institution will
not be deleted.

Exceptions:

• Exceptions to the policy may be granted by the Director, Digital & IT, MAHE, or his/her
designee. All exceptions must be reviewed quarterly.
Brief note on O365 Apps:

All O365 applications, including Outlook, OneDrive, Teams, Word, Excel, PowerPoint,
Outlook, OneNote, Access, Yammer, and others, are available to all student users with an
O365 account. As long as the O365 user id is active, all students can utilize the latest O365
products with regular updates for free. During their active license, MAHE O365 users can
download and use Office applications such as Word, Excel, and PowerPoint, as well as
receive regular updates, on up to five personal devices.

• Microsoft Outlook includes an email client, calendar, address/contact book and task
manager. The personal information manager is mainly used for emailing and can be
used in integration with a Microsoft SharePoint server to share documents, calendars
and information within an organization.
• Microsoft OneNote is an application to gather handwritten or computer typed notes,
drawings and audio commentaries. It is also perfect for note taking on-the-go and to
share with other users.
• Microsoft Teams features workplace chats, meetings, notes and attachments for
teams. It can also integrate extensions of non-Microsoft products. The Microsoft Team
workspace is designed to bring people and content together and assists with tools
needed for the team to collaborate.
• OneDrive is a file hosting service and allows to store files as well as personal data in a
cloud. The files can be synchronized to the computer, downloaded or shared with other
people.
• Microsoft Forms is a tool that allows users to quickly create quizzes, surveys,
questionnaires, and registrations. Data can easily be transferred to excel or built-in data
analytics such as Power BI to visualize it and use for further actions.
• Office Delve is like a search machine for Office 365. The users can search and manage
their emails, meetings, contacts, social networks and documents stored in OneDrive.
• Microsoft Publisher is a similar app to Microsoft Word. Unlike Word, it focuses more
on the page layout and design rather than the text composition. The desktop
publishing application is useful for small businesses with the need to create marketing
materials.
• Microsoft Access in its simplest form it is a database management system. The
application can store data in its own format or can import and link directly to data
stored in other applications. It supports a variety of standard field types and forms to
display and enter data.
• Microsoft Sway is a presentation program. Content can be pulled locally or from an
Internet source directly. Another integration service of Sway presentation includes
YouTube or Facebook content.
• Microsoft SharePoint is a platform for in which teams can collaborate, access,
manage, and share data from any location. The web-based collaborative platform is a
highly efficient content management system.
• Yammer is an enterprise social networking service and another major collaboration
tool within Office 365. Employees who have access to it can join a private chat within
the organization. The service enables users to safely collaborate, share pictures and
documents and create groups related to work and interests.

MFA: Two Factor Authentication :

Your account has been enforced for Two factor Authentication (MFA) for the security
reasons. Please refer the below instructions

Set up your Microsoft 365 sign-in for multi-factor authentication

Register for Self-Service Password Reset (SSPR)

If you use the SSPR feature, you can reset your password or unlock your O365 account in
MAHE as an end user. This SSPR feature has been implemented for all MAHE O365
subscribers. To begin, you must complete the registration requirements listed below.
Your O365 administrator has populated following steps for the registration.
• To do this you must know your current MAHE O365 user name and password to
register; you cannot register if you have an expired/forgotten username/password.
• You will need to register for Self-Service Password Reset (SSPR) in order to change
your password without MAHE O365 Admin assistance.

Click the “Register to use SSPR” button or Open the web browser on your device and
type https://aka.ms/ssprsetup to be directed to the Self-Service Password Reset (SSPR)
registration page. Note you will be redirected to a Microsoft page as our SSPR is a O365
product.

Enter your O365 user (email) address and click the “Next” button.
Enter your O365 password and click the “Sign in” button.

Enter your response to “Stay signed in?” Recommended: If you are on a shared
computer select “No”.

You will be presented with a screen to configure your phone and/or email to use the
Self-Service Password Reset. You’ll need to set up at least one of the options in order to
access your Office 365 account and use Self-Service Password Reset.

Following two options are available for you to configure and verify.

• Authentication Phone: Set this option to another phone number that you have
access to. An example is a cell phone that can receive a text or a call.
• Authentication Email: Set this option to an alternate email address that you can
access without using the password you want to reset.
Please note: If you have already registered, you will be presented with the option to change or
verify your authentication details.

If you selected “text me”

• Enter the code received in a text and select the “Verify” button.
• If successful, you will be returned to the initial setup screen.
If you selected “call me”
• You will receive a phone call with an automated recording.
• Hit the “#’ key.
• If successful, you will be returned to the initial setup screen
Finish out:

When you've finished customizing your preferences, click the "finish" button to go on to
other programmes. This step must be completed or your changes will be lost.

After successful registration of SSPR in case you can't sign in or FORGOT YOUR
PASSWORD?
1. Open the Web browser and open the login page using the URL
https://portal.office.com/login and enter your user mail id and then select Forgot
password.
2. The link will take you to confirm the authenticity by asking for the registered phone
number and mail ID. Select "Send text message/call me to your registered mobile
number and email ID as per the SSPR details". Enter the code which you will receive
on your phone or in the mail and, after entering the correct text code, you will be
populated/answer the call by pressing # to enter your own new password.
3. Now your account is open for use.

Disclaimer

All the information provided in the student O365 user policy of MAHE is believed to be correct. However,
no liability is assumed for errors in substance or form in any of the materials. The IT & Digital department
of MAHE makes no warranties of any kind, whether expressed or implied, with respect to the information
technology services it provides. The University specifically denies any responsibility for the accuracy or
quality of information obtained through its information technology facilities and services, except for
material represented as an official University record. The IT & Digital department also does not accept
responsibility for removing material that some users may consider defamatory or otherwise offensive.
Users should be advised, however, that dissemination of such material may subject them to liability in
other forums. As a result of updates and corrections in the policy, the contents are subject to change
without any notice.