Information Technology Solutions

Information Technology Solutions

Office 365 FAQ

What is Office 365?

Office 365 is the brand name that Microsoft uses for a group of online software applications and services. It is a cloud‑based service provided over the Internet that includes access to familiar Microsoft Office applications such as Word, Excel, and PowerPoint, as well as new functionality with OneDrive and OneNote. You can access these programs in the cloud on any computer, tablet, or mobile device wherever you have Internet access.

Although Office 365 is the name of the cloud‑based service, Microsoft Office still refers to the desktop versions of the latest Office applications. You have the option of downloading and installing the Office Suite directly on to five personal devices, but please DO NOT install it on your College‑issued devices.

For information about accessing your Office 365 account, please see the Log on to Office 365 Help Resources page.

What is the cloud?

The cloud describes web‑based software and services that are hosted online, outside of the College. With Office 365, software and information are remotely stored and administered on Microsoft‑owned servers. Many common services exist on the cloud, such as web‑based email, mobile banking, and online photo storage. Cloud computing allows you to access your information from virtually anywhere there is an Internet connection and from practically any device, including PCs, laptops, tablets, and smartphones.

Which Microsoft Office products are available in Office 365?

Office 365 includes the most commonly used Microsoft products—Word, Excel, Outlook, and PowerPoint—and provides more functionality with the following new programs:


OneDrive is Microsoft’s online cloud‑storage platform. You can upload photos, documents, videos, and files to OneDrive and access them later from another computer or mobile device. You can configure OneDrive so that any changes you make on your local device will automatically sync to your online OneDrive folder, keeping your information current and up to date. All your important work and documentation is available at your fingertips and easily accessible across multiple devices. In addition, your OneDrive – RRC Polytech account provides you with 1 TB of cloud‑based storage.

You can use your OneDrive account for work purposes. Please familiarize yourself with the following policies and remember that you are responsible for the security and protection of the electronic information resources over which you have control:

These policies apply to your own information as well as information related to any students or staff members at the College.


OneNote resembles a paper notebook but in an electronic format. With OneNote, you can collect, organize, and share digital information. You can use OneNote to store your text notes and photos, as well as audio and video snippets relating to specific topics or projects. It is a valuable tool for composing, organizing, and sharing information from one location.

How many personal devices can I install Office 365 on?

Because Office 365 is not tethered to, or associated with, the first device you use to activate it, you can install Office 365 on up to five personal devices.

NOTE: If you exceed the five device limit, Office will automatically sign you out of your least used device before activating Office on a new device.

You must connect to the Internet at least once every 30 days or the software will enter a reduced functionality mode, making your information read‑only.

What is reduced functionality mode?

When Office 365 is unable to retrieve your valid license from Microsoft’s servers for 30 days, it places your Office 365 in reduced functionality mode. This reduced functionality mode produces read‑only capabilities. You can open and view your Office documents but will not be able to edit or save changes to them.

How do I fix reduced functionality mode?

Reconnect your device to the Internet, and then open Office 365. Microsoft will confirm your College log on credentials and update the license on your device.

For installation instructions, please see the Install Office 365 on a mobile device Help Resources page.

How do I store my files in OneDrive?

The safest way to place your files into OneDrive is to copy them from File Explorer and paste them into your OneDrive folders. Dragging them can result in files being dropped into unintended folders, making it difficult to locate them afterwards.

Please see the Copy files to OneDrive Help Resources page for detailed instructions on storing your files to OneDrive.

Where do I find support for Office 365?

The Office 365 web page on ITS Help Resources provides helpful tools, suggestions, and advice for getting the most out of Office 365.

If you require assistance from the ITS department, please see the ITS Service Desk website to submit a Service Desk ticket.

← Back to Office 365 (OneDrive & OneNote)

RRC Polytech campuses are located on the lands of Anishinaabe, Ininiwak, Anishininew, Dakota, and Dené, and the National Homeland of the Red River Métis.

We recognize and honour Treaty 3 Territory Shoal Lake 40 First Nation, the source of Winnipeg’s clean drinking water. In addition, we acknowledge Treaty Territories which provide us with access to electricity we use in both our personal and professional lives.

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