Our school has applied for Microsoft 365 and Google Workspace for Education to be used by faculty, staff, and students. Below is an introduction to each platform.

Important Notice:

The campus Google and Office 365 accounts provided by the school are for official communication and teaching support. Students should not bind their accounts to other platforms or games for specific purposes, as the accounts will be deleted one year after graduation, which could impact their intended use.

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Microsoft 365 Cloud Platform Service Resources

Usage Instructions

• ➤ Platform URL：https://www.office.com
• ➤ Login Account: Full email address is required:Students: s11112345@o365.cyut.edu.tw，Faculty/Staff:t2099999@o365.cyut.edu.tw
• ➤ Login Password: Faculty/Staff or Student Information System password
• Email Configuration for Third-Party Desktop Clients
• ➤ Incoming (POP3) server: outlook.office365.com Port: 995 (SSL)
• ➤ Incoming (IMAP) server: outlook.office365.com Port: 993 (SSL)
• ➤ Outgoing (SMTP) server: smtp.office365.com Port: 587 (STARTTLS)
• ➤ Authentication Method: OAuth2/Modern Auth

Resources and Limitations

Space Allocation	Outlook	Onedrive	Remarks
Current Students	3GB	5GB
Retained for 1 Year after Graduation	3GB	5GB	➤Office download version cannot be used during the retention period
Faculty/Staff	3GB	10 GB
Retired Faculty/Staff	50 MB	Not Provided	➤Only email and calendar services are provided, other applications (Word, Excel, OneDrive, SharePoint, Office download version, etc.) are unavailable
Unit	3GB	Not Provided	➤ If the unit email password is forgotten, it can be reset by the unit supervisor through the Faculty/Staff Information System
Club	3GB	Not Provided	➤Only email and calendar services are provided, other applications (Word, Excel, OneDrive, SharePoint, Office download version, etc.) are unavailable

• ➤ All faculty, staff, and students can use Copilot and the downloadable Office suite (Word, Excel, PowerPoint, Outlook, etc.) from M365 on desktop or laptop computers. Each person can install it on up to 5 devices, and once installed, users cannot downgrade to previous versions.
• ➤ Teams meetings can host up to 1,000 participants at once, with a maximum meeting duration of 30 hours. Meeting recordings have a maximum length of 4 hours or 1.5 GB; upon reaching this limit, the recording will end and automatically restart.
• ➤ Users cannot create websites, groups, communities, teams, or channels (including SharePoint, Teams, etc.). Please download and back up data stored on SharePoint group sites.
• ➤ To ensure the effective transmission of school affairs information, the o365 email forwarding mechanism will automatically forward all official emails to the student’s registered external email. To modify the external email settings, log into the [Student Information System] → [Personal Information] → modify the [Email] field. Once completed, the system will automatically sync the settings to your Microsoft 365 email account.
• ➤ When sending emails via Microsoft or Google email servers, you may encounter cases where the platform's email server IP is blacklisted by RBL organizations, causing recipient mail servers to reject the email. If the email bounce-back contains the "IP Block" keyword, please resend the email.
• ➤ Due to Microsoft’s restrictions on capacity and account numbers, alumni accounts cannot be retained. Accounts are kept for 1 year after graduation, after which they are automatically deleted. Please download and back up your data during this period. The downloadable Office version will not be available during the retention period.

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Google Cloud Platform – Google Workspace for Education

Google Workspace for Education offers services including Gmail, Calendar, Meet, Docs, Sheets, Slides, Forms, Classroom, and more.

Usage Instructions and Important Notes

• ➤ Platform URL: https://accounts.google.com
• ➤ For login, password changes, and email-related usage, please refer to the Library and Information Services website → Information Services → Email.
• ➤ For other related instructions, please refer to the Library and Information Services website → Downloads → User Manuals.
• ➤ If your Google account is locked, disabled, or suspended, you can unlock it by changing your password via the Faculty Information System or the Student Information System (applicable to retired staff and alumni as well).
• ➤ We recommend adding a recovery phone number and email address in your Google Account security settings to facilitate account recovery.
• ➤ If storage space cannot be cleared properly, try the following steps:

  1. Clear files in Google Drive, Google Photos, Gmail attachments, and all related trash bins.
  2. To clear space used by applications: Go to Google Drive → click the gear icon in the top-right corner → Settings → Manage Apps → select the app → click Options → "Delete hidden app data" (commonly "LINE" consumes space).

Resources and Limitations

Space Allocation	Gmail & Google drive	Remarks
Current Students	3GB
Retained for 1 Year after Graduation	3GB
Faculty/Staff	15GB
Retired Faculty/Staff	15GB

➤ In response to Google Workspace for Education's paid storage policy starting January 23, 2023:

• 🗸 Faculty accounts are limited to 15GB of storage; current student accounts are limited to 3GB, including photos, files, and emails. You can check your storage usage at https://drive.google.com/settings/storage .
  
• 🗸 The Google Shared Drives service has been disabled.
  
• 🗸 Due to Google’s limitations on total storage and number of accounts, alumni accounts can no longer be retained. For students enrolled from the 2022 academic year onward (111th school year), Google accounts will be retained for one year after graduation and then automatically deleted. Please back up your data within this period.
  
• 🗸 Students enrolled from academic years 2012 to 2021 (101–110) may apply to retain a Google Alumni Account. After applying, a 10MB quota will be provided for email forwarding and login to third-party sites. During the retention period, account activity will be periodically reviewed. If the account is not logged into for over 365 days, it will be considered inactive and subject to deletion.
  
• 🗸 External cloud resources (Microsoft/Google) are subject to changes based on provider policies. All services and storage capacity are based on what the platform offers. The university reserves the right to allocate resources according to user roles. Notifications about changes will be sent via the platform-provided email account—please check your emails regularly or set up email forwarding.
  
• 🗸 Do not use school-provided email accounts (e.g., @cyut.edu.tw, @365.cyut.edu.tw, or @gm.cyut.edu.tw) as login credentials for third-party websites.

Announcement

• ➤ As announced by Google on January 9, 2022, Google Meet no longer offers free meeting recording. If you need to record meetings or host meetings with over 100 participants, please use Microsoft Teams or go to the Faculty Information System → Application Menu → Apply for a Google Paid Account.

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Disclaimer

Our school has applied for Microsoft Office 365 Education Cloud Services (for the domains cyut.edu.tw and o365.cyut.edu.tw) for use by all faculty, staff, and students. The stability, data accuracy, and data backup of this service are managed by Microsoft and are beyond our control. In case of service issues, our responsibilities are limited to managing accounts, allocating appropriate resources, and ensuring correct connections to internal school services. We cannot offer any service guarantees, technical support, or consulting. Users agreeing to use this service must comply with the agreements and regulations set by our school and Microsoft and regularly back up important data to reduce the risk of data loss due to service failures or personal errors.

Cloud resources may change in terms of space allocation or services provided due to Microsoft policies. All available resources are subject to the platform's provisions. The school also reserves the right to allocate resources and manage accounts (including suspension or deletion). If there are any changes, notifications will be sent via the platform's email. Users should regularly check or forward emails to a reachable email address.

During the use of this platform, any data or records stored by users may be stored in regions outside of the Republic of China. Users who have concerns about this should encrypt any personal confidential data before uploading it. Please refer to the Microsoft Service Agreement for further details.