How to use Office 365

A5 (staff) and A3 (Student) license holders are eligible to use the software online or as an application on the computer. A1 (Academic Contractors and Non-Academic Contractors) are not eligible. Check your eligibility.

First question - Do you already have Microsoft Office installed?

If the software is already installed then you just need to sign into Office 365 with your RRU login.

Close all Microsoft Office applications
Open Microsoft Word
At the top right of the Word Window, you should see an icon and possibly your name, click on the icon
Choose Add Another Account
Enter your RRU Login (long form) - i.e. d1brown@royalroads.ca and click Next
The screen should change and show the RRU logo at the top. Now enter your RRU password (same as Moodle)
If the password is correct you will be asked if you want to log into all Applications. Your choice but we recommend No
If you chose yes to the previous question, you might be asked if you want RRU to manage your computer, select No
Open a new document and there might will one last prompt to “activate” the license. Simply click on the link and it should automatically activate the account and give you full access.
You are done.

To Install Office applications on a computer you must first setup Multi Factor Authentication (MFA). Details can be found here

Once MFA is setup, you can install the Office products by following the instructions below:

Go here: https://www.office.com/
Type your RRU Login (long form) (username@royalroads.ca) and your regular password
Click on the Sign In button
Click on Apps and click Install Apps
Then please choose the OneDrive, then Settings sprocket → Get the OneDrive Apps

Microsoft Apps are also available for iOS, Android and Windows Phone. The apps are free even though the Microsoft Office 365 account page may imply differently. We suggest you download the Office apps directly from the appropriate mobile app site. (Search for Office 365. If the apps want you to pay for them, then you are not selecting the right apps. Only download the official Microsoft apps.)

That's it. You are ready to go.

Common questions

1 How many times can I install the Office 365?
2 What is OneDrive for Business?
3 Are there training materials available for Office 365?
4 I have forgotten my password, what do I do now?
5 I am unable to log into Microsoft 365. I am getting an error saying that I “reached the maximum number of devices allowed to be connected to your Office 365 account (CAAC000E)”

How many times can I install the Office 365?

If you are eligible to download, then, you can install the software on your personal equipment. (Microsoft Office 365 is already installed on Royal Roads computers)

You can install the full Microsoft Office application on up to 5 PCs and/or Mac plus up to 5 mobile phone plus up to 5 tablets..

What is OneDrive for Business?

OneDrive for Business is a space in the cloud, offered by Microsoft, similar to Dropbox, where you can store and share files. Additional details here.

As RRU must abide by the laws set forth in the Freedom of Information and Protection of Privacy Act (FIPPA) so we are proud to announce our OneDrive server is Canadian based.

Should you wish to activate the Office 365 OneDrive with 1 terabyte of space, please select "OneDrive" in the menu and allow the OneDrive for Business to be configured.

Are there training materials available for Office 365?

Microsoft provides some training material that you might find quite useful.

I have forgotten my password, what do I do now?

You log into Microsoft 365 using your regular RRU Login and password. Please follow these procedures to reset the password.

I am unable to log into Microsoft 365. I am getting an error saying that I “reached the maximum number of devices allowed to be connected to your Office 365 account (CAAC000E)”

This can happen if you have logged into your account on too many devices. The Microsoft license allows a maximum of 5 windows computers. So if you borrowed a laptop, or logged into a Console computer or even logged into a friends computer, this can add up quickly.

You can verify what devices your are logged in by doing the following:

Go to https://myaccount.microsoft.com/
Sign in with your RRU Login (like d1brown@royalroads.ca)
Enter your regular RRU password
Approve the sign in using your authenticator if prompted
Once logged in, look for the Devices card and click “Manage Devices”
This should list all the devices associated with your account.
Make a note of which ones you want removed.
Please contact us and provide us the device names you want removed from your profile and we will remove these devices.

Is Royal Roads Microsoft 365 data stored in Canada?

For organizations, like Royal Roads, with a Canadian Microsoft 365 tenant, data created and stored within most Microsoft Office applications and services is generally hosted in Canadian data centres. This includes services such as Outlook, Teams, SharePoint, OneDrive, and Office documents.

One notable exception is Microsoft Forms. Data collected through Microsoft Forms may be stored or processed outside of Canada, depending on Microsoft’s service architecture and data handling practices. For this reason, sensitive or regulated information should not be collected through Microsoft Forms unless it has been specifically reviewed and approved for that purpose.