Microsoft 365 Licensing

I have received the "Microsoft 365 License Level Marked for a Downgrade" email and I would like to retain my license level. What steps should I take?

If you have a business reason to retain your current license level, please have your supervisor submit a request through the VUMC Software store and follow these steps:

1. Log into https://vumc.onthehub.com/
2. Click on the “Microsoft” tab
3. Click on “Non-Employee Microsoft License Request”
4. You can submit a request for one, multiple users, or extend their M365 license

Why did I receive the Microsoft 365 License Level Marked for a Downgrade email?

Vanderbilt University Medical Center Information Security has identified a change in your VUMC employment class. Your current affiliation maps to a different license level. We will be retaining your current license level for 30 days. If no action is taken with the 30 day period, we will downgrade your license level to the one that maps to your current affiliation and role. For more information, please refer to this matrix of the various license levels here. 

Which licensing level will I have after the downgrade?

If you are a Non-employee or a Contractor, your licensing level will be downgraded to F1 at the end of the 30-days period. You will lose your mailbox with this downgrade. If you have a business reason to retain your mailbox, please have your supervisor submit a request through the VUMC Software store and follow these steps:

1. Log into https://vumc.onthehub.com/
2. Click on the “Microsoft” tab
3. Click on “Non-Employee Microsoft License Request”
4. You can submit a request for one, multiple users, or extend their M365 license

If you are an Employee and have received the "Microsoft 365 License Level Marked for a Downgrade" email, your licensing level will be downgraded to F1 at the end of the 30-days period.  

For more information on the services that map to the various license levels, please refer to the matrix on this page. 

How do I turn off/unsubscribe from the "Microsoft 365 License Level Marked for a Downgrade" email?

No action is required. This is a weekly reminder; it will be turned off automatically at the end of the 30 day evaluation period. 

I want my non-employee to have access to Excel and PowerPoint, or other capabilities, what license do they need? 

The graphic at the top of this page provides an overview of the apps and features included at each licensing level. 

I know that my new non-employee will need E3 licensing, how can I make sure they will have the licensing they need on their device? 

Submit the request in the VUMC Software Store.

1. Log into https://vumc.onthehub.com/
2. Click on the “Microsoft” tab
3. Click on “Non-Employee Microsoft License Request”
4. You can submit a request for one, multiple users, or extend their M365 license

Do I need to submit a request for my existing non-employees? I have several contractors who already have Microsoft 365 and email.  

No action is needed for employees or existing contractors at this time. If you think a non-employee is over-licensed, you can send an email to the VUMC Software store, software.store@vumc.org, and ask them to downgrade the users M365 license.

I am not sure what licensing level I have. How can I tell? 

Go to myapps.microsoft.com or portal.office.com/account and make sure you are signed in with your VUMC credentials. Click on the profile icon in the top right-hand corner. Click on “View Account.” Then, click on “Subscriptions.” On that screen, you will see your unique user identifier number as well as your list of licenses. In the “Licenses” section will be your designation (e.g. E3, F1, F3).  

What Microsoft apps do I currently have access to under my licensing? 

Once you are certain of your current licensing level (by visiting myapps.microsoft.com as outlined above), review the key list of features included at each licensing level (above).  

I have email and I tried to install Outlook onto my desktop and I can’t. Why? 

Some users have the capability to utilize online Microsoft applications like Outlook on the Web (OWA), but do not have the full licensing capability to install the Outlook desktop app on a device. You can use OWA anytime by logging in at outlook.office.com. See the grid on this page to understand more about the features offered at different licensing levels. If you need Outlook installed on your desktop workstation, your Supervisor can request a M365 E3 license from the VUMC Software store and select “need to use full Desktop Office”.  

1. Log into https://vumc.onthehub.com/
2. Click on the “Microsoft” tab
3. Click on “Non-Employee Microsoft License Request”
4. You can submit a request for one, multiple users, or extend their M365 license

I have an email address and I can schedule meetings through Teams, but cannot send an email, what license do I have?  

Users with access to Teams who cannot send email through Outlook have an F1 license. Find out more about the difference between the Microsoft licensing levels at the top of the page. 

I am a contractor and I need a Microsoft app that I do not seem to have access to at my current licensing level. How do I upgrade my licensing? 

If there is a feature you need, discuss your licensing with  your sponsoring Supervisor and they can submit a request through the VUMC Software Store for the appropriate M365 license.

1. Log into https://vumc.onthehub.com/
2. Click on the “Microsoft” tab
3. Click on “Non-Employee Microsoft License Request”
4. You can submit a request for one, multiple users, or extend their M365 license