Office 365 - Frequently Asked Questions

  1. What is Office 365?
    Office 365 is a Microsoft cloud-based service that allows you to use Microsoft Office applications as well as a cloud storage account (OneDrive for Business) on the web. Since the service is Internet-base, an Internet connection is required to use the services.
  1. Are there any system requirements to use Office 365?
    Computer and processor
    • PC: 1 gigahertz (GHz) or faster x86-bit or x64-bit processor with SSE2 instruction set
    • Mac: Intel processor


    • PC: 2 GB RAM
    • Mac: 4 GB RAM

Hard disk

    • PC: 3.0 GB of available disk space
    • Mac: 6 GB of available disk space. HFS+ hard disk format (also known as Mac OS Extended or HFS Plus)


    • PC: 1280 x 800 screen resolution
    • Mac: 1280 x 800 screen resolution


    • PC: Graphics hardware acceleration requires a DirectX 10 graphics card.

Operating system

    • PC: Windows 10, Windows 8, Windows 7 Service Pack 1, Windows 10 Server, Windows Server 2012 R2, Windows Server 2012, or Windows Server 2008 R2
    • Mac: Mac OS X 10.10
      For the best experience, use the latest version of any operating system.


    • The current or immediately previous version of Internet Explorer; the current version of Microsoft Edge, Safari, Chrome, or Firefox.
  1. How do I access my Office 365 account?
    To access your Office 365 account, open a web browser and go to You will need to enter in your SHSU email and password. You will not be able to use your alias e-mail address if you have activated one. Office 365 accounts are only available to current students, faculty and staff. Office 365 is not available for Alumni, Retirees, and shared e-mail accounts. If you are graduating or separating from the university in any manner, it is strongly encouraged that you back up your data to another storage system.
  1. What if I already have another Office 365 account, can I access it? How?
    To access a personal Office 365 (Office 365 for Home) account, go to and login with the credentials you used with creating that account.
  1. What is my storage quota for OneDrive for Business?
    You have 1 terabyte of storage in OneDrive for Business. Keep in mind that your S drive and most campus computers will not have one terabyte of free space for you to be able to sync the full contents of your OneDrive for Business to the local drive.
  1. What applications are available?
    The applications that are available via Office 365 are: Excel Online, PowerPoint Online, OneNote Online, Sway, Delve, and OneDrive for Business
  1. Can I download a full version of Microsoft Office to my personal laptop or desktop computer?
    Yes, you can. Microsoft Office 2016 is available for PC Macs. Office 365 is not replacing the Office Suite installed on campus workstations.
  1. Am I limited to the number of installations of the full Office suite to personal devices?
    You can install Office on up to 5 PCs or Macs, 5 tablets, and 5 smartphones.
  1. How do I install the 64 bit version of Office for systems that require the 64 bit version?
    You can login to In the Version section, choose Advanced, and then select 64 bit and Install.
  1. How do I save to OneDrive for Business using the desktop applications?
    When ready to save, go to File, Save As and Select OneDrive - Sam Houston State University. The third option is OneDrive, which is for a personal OneDrive account. DO NOT SELECT the option for Sites - Sam Houston State University as this makes the document a public document.
  1. Are my OneDrive for Business files backed up?
    OneDrive for Business is not backed up; however, there is a recycle bin that holds deleted documents. All documents are permanently deleted from the Recycle Bin 93 days after being placed in the Recycle Bin. Recycle Bin files do count toward the quota usage of your OneDrive for Business account.
  1. Is it safe to store SHSU-specific documents to OneDrive for Business?
    It is reasonably safe. Although there are some things to consider as far as what type of information you save. As mentioned, the files are not backed up. You do, however, have a window of time to recover files deleted if needed.  OneDrive for Business is also a Microsoft cloud service, as a result the files are subject to their security measures, rather than SHSU's, against data breaches. Last, since this is a cloud service you must have an Internet connection.  If you are unable to access the Internet for any reason, you will not be able to access Office 365 or your OneDrive for Business files unless they are locally saved.
  1. Can I set up my S or T drive to sync with OneDrive for Business?
    No, OneDrive for Business can only be set up to sync files from the local hard drive (C:).  If you would like to set up syncing from a campus workstation, please contact the Service Desk for assistance.
  1. If Office 365 is a Microsoft service, who would I contact if I experience an issue with my Office 365 account?
    You will need to contact the IT@Sam Service Desk at (936) 294-1950 or They will have the ability to escalate issues to the appropriate source at Microsoft to solve the issue that you are experiencing.
  1. How many computers can I download & install Microsoft Office on?
    Users can install Office 365 ProPlus on up to five different computers with a single Office 365 license. For example, a user can have Office 365 ProPlus installed on a computer in the office, on a laptop to use when traveling, and on a home computer.
  1. Do I need to be connected to the Internet all the time to be able to use Office 365?
    Even though users don’t need to be connected to the Internet all the time to use Office 365 ProPlus, users must connect to the Internet at least once every 30 days. This is so that the status of their Office 365 subscriptions can be checked. If users don’t connect within 30 days, Office 365 ProPlus goes into reduced functionality mode. After users connect to the Internet and their subscription status is verified, all the features of Office 365 ProPlus are available again.
  1. What do I do if file shows "locked" or "checked out" in OneDrive when I try to edit the file?
    OneDrive has a 10 minute waiting period on documents that have been locked or checked out.