Microsoft Products & Apps Support

• Microsoft 365 Applications and Add-Ins 
• Software Listing: Microsoft 365 Apps for Enterprise

Microsoft 365 Apps for Enterprise is automatically added during email account creation. Instructions to install Microsoft Office are available:

• How to Install Microsoft 365 Apps for Enterprise on your computer

Additional Information

Employees

All active employees are eligible. Microsoft 365 Apps for Enterprise must connect to the internet once every 30 days to verify that you are still eligible for the free software. When you stop working at George Mason University, your Microsoft 365 Apps for Enterprise subscription will end. At that time you can purchase Microsoft Office from a retail store.

Note:  Retirees, Affiliates, and Contractors are not eligible for this service.

Students 

All current students are eligible. Microsoft 365 Apps for Enterprise must connect to the internet once every 30 days to verify that you are still eligible for the free software. When you stop taking classes at George Mason University, your Microsoft 365 Apps for Enterprise subscription will end. At that time you can purchase Microsoft Office at a retail store.

Key Features

Microsoft Copilot for the Web lets you chat with an AI agent while logged into your Mason Microsoft account on your browser that can answer your questions, generate content, or help you with tasks using public online data. Copilot for the Web helps users tackle everyday tasks such as drafting an email, summarizing PDFs and articles, generating images, learning new skills, and getting answers to complex questions.

• Conversational Assistance: Engage in natural language conversations to get help with various tasks
• Web Search: Perform web searches to find up-to-date information and provide accurate answers
• Productivity Tools: Assist with scheduling, reminders, and managing to-do lists
• Document Assistance: Help with drafting, editing, and summarizing documents
• Data Analysis: Provide insights and analysis on data, including generating charts and graphs

NOTE: 

• Licensing for other Microsoft Copilot products such as Copilot for Microsoft 365 and Copilot Studio is not yet available
• Microsoft Copilot is still being assessed at this time it is not approved for sensitive or restricted data

Getting This Service

Microsoft Copilot for the Web is available to all active faculty, staff, and students.

To access Microsoft Copilot for the Web navigate to https://copilot.cloud.microsoft/ and log in with your NetID and Patriot Pass Password.

Security & Privacy

Microsoft Copilot combines the generative AI capabilities of Bing Chat with commercial data protection. This means user and business data is protected and will not leak outside your organization, prompts and responses are not saved, no one at Microsoft can view it, and chat data isn’t used to train underlying large language model (LLM). The app offers access to powerful AI models such as GPT-4 and up-to-date information with cited sources. When you sign in with an eligible work or school account, you receive enterprise data protection.

Key Aspects:

• Data Encryption: Copilot ensures that all data transmitted between the user’s device and Microsoft servers is encrypted using industry-standard protocols. This safeguards information from unauthorized access during transit.
• User Consent: Copilot operates based on user consent. It doesn’t process any data without explicit permission. Users control what information they share with the tool.
• Anonymization: Copilot anonymizes data during training. It doesn’t retain personal identifiers or sensitive information about individual users.
• Aggregated Learning: Copilot learns from aggregated patterns across a large user base. It doesn’t focus on specific individuals, maintaining privacy.
• Compliance with Regulations: Microsoft adheres to global data protection regulations (such as GDPR and CCPA) to protect user privacy. Copilot aligns with these standards.

WARNING: Using non-approved AI web services can expose university data to the public. See ITS Guidance on Using Artificial Intelligence (AI) Tools for Administrative Purposes at Mason for more information.

Availability

This service is available 24/7, excluding planned outages, normal maintenance windows, and unavoidable events. Maintenance windows are Sundays from 7 to 11 a.m. but may be extended to 2 p.m. if needed. If maintenance is required outside of these hours, it will be announced on the Alerts & Bulletins page.

Policy

All users of the George Mason University network must adhere to University Policy Number 1301: Responsible Use of Computing.

Users are responsible for following George Mason University policies when using Microsoft Copilot and other generative AI services.

Employee Security Bulletin

This service is intended for work-related public use data only. The University Data Stewardship Policy defines data classified for public use. Users are responsible for understanding and complying with this policy. For more information about data usage and classifications, reference the following:

• Data Classification and Storage Requirements
• Data Stewardship Policy 1114
• Data Usage and Public Use vs. Protected Data

Retention Policy

Videos, transcriptions, or summaries will have the same retention schedules as related paper and electronic records. Retention schedules apply regardless of format, in the eyes of the Library of Virginia. For example, if a department chose to record and transcribe a prospective employee interview on Zoom, then GS-103, Series 012185 – Recruitment, Hiring, Interview and Selection Records would apply with 3-year retention after the date of the recorded video. Before deletion, the department would need to check in with the University Records Office so the upcoming destruction can be reported to the Library of Virginia just as we do with paper or electronic records. If a meeting does not fall under any of the retention schedules or is a duplicate of a master recording of a meeting that does fall under a retention schedule, then it can be destroyed when no longer administratively useful. Personal meeting notes or transcripts are not considered when referring to the retention schedules as these are not public records. For additional questions, please contact the University Records Office.

Additional Information

Join the Collaboration Collective

The Collaboration Collective is a team for George Mason’s collaboration technology users to communicate with their peers and discuss new features, best practices, and other topics of interest pertaining to the following ITS-supported collaboration tools: Microsoft Teams, Zoom, and Class Collaborate (formerly Blackboard Collaborate Ultra). This is not intended to replace submitting an issue via ITS Support. The Collaboration Collective is moderated by members of the George Mason community and members of ITS.

Submit an ITS support request if:

• It is something that requires an urgent/timely ITS response
• You are requesting information or troubleshooting assistance

Post in one of the channels if:

• You would like to share a use case or feature you’ve found helpful
• You would like to test out a new feature with your peers
• You would like to know how your peers are using the tools

To become a member of the Collaboration Collective, log in to MS Teams, click Join or create a Team, and then search for Collaboration Collective or use Join a team with a code (code: pifyqb4).

Key Features

Within the structure of a formal Team, Team members have access to chat, audio calling, video calling, and screen share, as well as several Office 365 shared features:

• Team Collaboration
• Chat
• Call
• Recording
• Calendar
• Notebook with OneNote
• Shared file storage
• Planner, and more within Team Sites

MS Teams is a self-service application. Training and support provided by ITS are limited to account access questions. Additional training is provided via online tutorials and collaboration with other users.

Accessibility

Information on MS Teams accessibility features can be found at Accessibility support for Microsoft Teams.

Getting This Service

Eligibility

Microsoft Teams is part of Office 365 and is automatically available to all active faculty, staff, and students.

Note: Retirees and Generic Accounts are not eligible for this service.

Accessing MS Teams

On the Web

Access MS Teams through the application launcher on your Mason Office 365 account at http://mso365.gmu.edu via supported browsers.

On a Desktop

ITS recommends using the MS Teams desktop application for full functionality. The application is available for direct download at https://products.office.com/en-us/microsoft-teams/download-app.

On Mobile

Get the MS Teams mobile app for Apple or Android from the app stores or https://products.office.com/en-us/microsoft-teams/download-app from a browser on your mobile device.

Linux Users

Microsoft has retired the Linux desktop client for MS Teams. All users on the Microsoft Teams Linux desktop client will have to transition to the web or Progressive Web Apps version.

Using MS Teams

Review the following information for an overview of the MS Teams structure and roles:  https://docs.microsoft.com/en-us/microsoftteams/teams-channels-overview

Team Owners

The Team Owner creates the team and controls who has access, including adding members and other owners.

Teams must have more than one owner to ensure any Team members who are no longer active faculty or staff are removed from active Teams.

MyHub App

Mason uses MyHub for MS Teams to manage existing teams and create new ones. Access MyHub from Teams by clicking on the MyHub icon in the left navigation or via myhub365.gmu.edu.

• Getting Started: Creating a Workspace with MyHub
• MyHub Team Types

Teams Renewal Process

Teams workspaces must be renewed periodically to help ensure Teams are being maintained and retired when appropriate. Team owners will be notified when it is time to complete the renewal process, which includes archiving old or no longer-needed workspaces and confirming that the owner/member information is still correct. See MyHub Renewal Policies for more details.

Guests

For information and eligibility for adding guests to Teams (members who do NOT have accounts on Mason's Office 365 system), see, Adding Guests in MS Teams.

Training

Microsoft Teams Training

Recorded sessions of MS Teams training are posted in the Files tab within the Collaboration Collective. See Additional Information for details on how to join the Collaboration Collective.

Microsoft Training Videos

The following information can help you familiarize yourself with MS Teams and prepare to collaborate with other MS Teams users.

• MS Teams Quick Start
• Intro to Microsoft Teams
• Start Chats and Calls
• Set up and Customize your Team
• Collaborate in Teams and Channels
• Work with Posts and Messages
• MS Teams Training Videos

Additional Training Opportunities

Additional training is available via Mason’s Subscription to LinkedIn Learning. Visit https://lil.gmu.edu, log in with your Mason credentials, and search for Microsoft Teams. The Microsoft Teams Essential Training provides a popular overview.

Microsoft: Microsoft offers free instructor-led training webinars. See Instructor-Led Training for Microsoft Teams for a list of training topics and to register for sessions.

Policy

All users of the George Mason University network must adhere to University Policy Number 1301: Responsible Use of Computing.

Employee Security Bulletin

This service is intended for work-related public use data only. The University Data Stewardship Policy defines data classified for public use. Users are responsible for understanding and complying with this policy. For more information about data usage and classifications, reference the following:

• Standards for data storage and collaboration
• Data Stewardship Policy 1114
• Data Usage and Public Use vs. Protected Data

Recording Retention Policy

MS Teams recordings are stored with expiration dates attached to them. The default expiration period for MS Teams recordings may vary between 30 and 120 days. Check the expiration date on your recording to confirm the default expiration period. See MS Teams Recording for more information.

Videos, transcriptions, or summaries will have the same retention schedules as related paper and electronic records. Retention schedules apply regardless of format, in the eyes of the Library of Virginia. For example, if a department chose to record and transcribe a prospective employee interview on Zoom, then GS-103, Series 012185 – Recruitment, Hiring, Interview and Selection Records would apply with 3-year retention after the date of the recorded video. Before deletion, the department would need to check in with the University Records Office so the upcoming destruction can be reported to the Library of Virginia just as we do with paper or electronic records. If a meeting does not fall under any of the retention schedules or is a duplicate of a master recording of a meeting that does fall under a retention schedule, then it can be destroyed when no longer administratively useful. Personal meeting notes or transcripts are not considered when referring to the retention schedules as these are not public records. For additional resources and support, please visit the University Records Management website at recordsmanagement.gmu.edu or contact URM staff at recmgt@gmu.edu.

Additional Information

Join the Collaboration Collective

The Collaboration Collective is a team for George Mason's collaboration technology users to communicate with their peers and discuss new features, best practices, and other topics of interest pertaining to the following ITS-supported collaboration tools: Microsoft Teams, Zoom, and Class Collaborate (formerly Blackboard Collaborate Ultra). This is not intended to replace submitting an issue via ITS Support. The Collaboration Collective is moderated by members of the George Mason community and members of ITS.

Submit an ITS support request if:

• It is something that requires an urgent/timely ITS response
• You are requesting information or troubleshooting assistance

Post in one of the channels if:

• You would like to share a use case or feature you’ve found helpful
• You would like to test out a new feature with your peers
• You would like to know how your peers are using the tools

To become a member of the Collaboration Collective, log in to MS Teams, click Join or create a Team, and then search for Collaboration Collective or use Join a team with a code (code: pifyqb4).

Mason uses MyHub within the Office 365 environment as a one-stop shop for creating and managing Microsoft Groups in Microsoft Teams (MS Teams) and SharePoint Document Libraries. MyHub allows you to see all your workspaces in one place and easily find, prioritize, and organize the teams you own or are a member of. MyHub enforces retention and other policies to enhance collaboration in a secure environment. Access MyHub from the MS Teams client by clicking the MyHub icon in the left navigation or via myhub365.gmu.edu.

Key Features

• Directs users to the appropriate workspace type
• Manages sensitive & restrictive data
• Enforces retention policies
• Ensures Teams have multiple owners

Getting This Service

 MyHub is currently deployed in the Microsoft environment for all users. You can access MyHub via the MS Teams desktop app or via the web.

Desktop

Access the MyHub app via your Mason MS Teams application. You may need to navigate to “…” (More) and then MyHub. If MyHub is not listed, select More apps and search for “MyHub.” ITS recommends using the MS Teams desktop application for full functionality. The application is available for direct download at https://products.office.com/en-us/microsoft-teams/download-app.

On the Web

Navigate to the web app via myhub365.gmu.edu. Sign in using your NetID, Patriot Pass Password, and Duo Two-Factor Authentication (2FA). You may be prompted and should choose “Work or school account created by your IT department.” Using MyHub When creating a workspace, MyHub will take you through a series of questions to create the workspace that best fits your needs.

Using MyHub

When creating a workspace, MyHub will take you through a series of questions to create the workspace that best fits your needs.

Every MyHub team will have a Team Owner who creates the team and controls who has access. Most workspaces must have a minimum of two owners and two MyHub Contacts. The Contacts are responsible for managing MyHub renewals. Workspaces must be renewed periodically to help ensure they are being maintained and archived when appropriate.

The following resources will assist with creating and managing your workspaces:

• Getting Started: Creating Workspaces (Teams, Groups & SharePoint Document Libraries) with MyHub 
• MyHub Workspace (Team & Group) Types
• Managing MyHub Renewals

Policy

All users of the George Mason University network must adhere to University Policy Number 1301: Responsible Use of Computing.

Employee Security

Bulletin This service is intended for work-related public use data only. The university Data Stewardship Policy defines data classified for public use. Users are responsible for understanding and complying with this policy. For more information about data usage and classifications, reference the following:

• Data Classification & Storage Requirements
• Data Stewardship Policy 1114
• Data Usage and Public Use vs. Protected Data

Retention Policy

Videos, transcriptions, or summaries will have the same retention schedules as related paper and electronic records. Retention schedules apply regardless of format, in the eyes of the Library of Virginia. For example, if a department chose to record and transcribe a prospective employee interview on Zoom, then GS-103, Series 012185 – Recruitment, Hiring, Interview and Selection Records would apply with 3-year retention after the date of the recorded video. Before deletion, the department would need to check in with the University Records Office so the upcoming destruction can be reported to the Library of Virginia just as we do with paper or electronic records. If a meeting does not fall under any of the retention schedules or is a duplicate of a master recording of a meeting that does fall under a retention schedule, then it can be destroyed when no longer administratively useful. Personal meeting notes or transcripts are not considered when referring to the retention schedules as these are not public records. For additional resources and support, please visit the University Records Management website at recordsmanagement.gmu.edu or contact URM staff at recmgt@gmu.edu.

Additional Information

Join the Collaboration Collective

The Collaboration Collective is a team for George Mason's collaboration technology users to communicate with their peers and discuss new features, best practices, and other topics of interest pertaining to the following ITS-supported collaboration tools: Microsoft Teams, Zoom, and Class Collaborate (formerly Blackboard Collaborate Ultra). This is not intended to replace submitting an issue via ITS Support. The Collaboration Collective is moderated by members of the George Mason community and members of ITS.

Submit an ITS support request if:

It is something that requires an urgent/timely
ITS response You are requesting information or troubleshooting assistance

Post in one of the channels if:

• You would like to share a use case or feature you’ve found helpful
• You would like to test out a new feature with your peers
• You would like to know how your peers are using the tools
•  

To become a member of the Collaboration Collective, log in to MS Teams, click Join or create a Team, and then search for Collaboration Collective or use Join a team with a code (code: pifyqb4).

Office 365 OneDrive (work or school)

OneDrive (work or school) is a cloud storage service that is part of the Microsoft 365 (M365) productivity suite. It allows users to store files in the cloud. Files can be synced and accessed from a web browser or mobile device and shared publicly or privately. File saving and sharing is simplified through Microsoft (MS) Teams and all Office suite products (Word, Excel, Outlook, etc.).

In a document library, you can:

• Add, edit, or delete a file, folder, or link from a SharePoint document library, co-author, and download documents
• Track the activity on a file, such as when it was last modified, and receive a notification when something has changed
• Share files or folders with others
• Add a link in a document library to something stored outside the library, for example, a link to a file in a different library or an external web page
• Highlight a link, file, or folder in a document library so you and others can access it quickly

Getting This Service

Eligibility

SharePoint Document Library is part of Office 365 and is automatically available to all active faculty and staff.

Note: Retirees and Generic Accounts are not eligible for this service.

• Access SharePoint Document Libraries via supported browsers
• Sign in using your NetID, Patriot Pass Password, and Duo Two-Factor Authentication (2FA)
• Once connected, SharePoint Document Libraries connected with MS Teams will appear. To find additional document libraries in which you are a member use the search bar and enter the complete name for the workspace.

Eligibility

SharePoint Document Libraries are a feature of Microsoft 365 and are available to all active faculty and staff.

Note: Students, Retirees, and Generic Accounts are not eligible for this service.

Using SharePoint Document Libraries

MyHub

Mason uses MyHub to manage the creation and maintenance of a variety of collaborative workspaces, including SharePoint Document Libraries.

You can access MyHub within MS Teams by clicking the MyHub icon in the left navigation or via myhub365.gmu.edu.

For more information see: Getting Started: Creating Workspaces (Teams & Groups) with MyHub

Highly Sensitive Data

Some university processes or departmental business may require working with Highly Sensitive Data (HSD). In such cases, special permission is required to ensure this data is used in compliance with university, state, and federal standards and stored properly and securely. You must request approval if you believe you have a legitimate reason to use or store HSD on university-approved applications, including SharePoint Document Libraries.

SharePoint Document Library Owners

The Owner creates and controls access to the workspace, including adding members and other owners. Owners will need to share the link to the workspace with members so that they can access the space.

Workspaces must have more than one owner to ensure any members who are no longer active faculty or staff are removed from active Teams.

Training

The following information can help familiarize you with SharePoint Document Libraries and prepare you to collaborate with other users:

• What is a document library?
• LinkedIn Learning: SharePoint Document Libraries

Additional training is available via LinkedIn Learning. Visit https://lil.gmu.edu, log in with your Mason credentials, and search for SharePoint Document Libraries.

Microsoft offers free instructor-led training webinars. See Instructor-Led Training for SharePoint for a list of training topics and to register for sessions.

Policy

All users of the George Mason University network must adhere to University Policy Number 1301: Responsible Use of Computing.

Employee Security Bulletin

This service is intended for work-related public use data only. The university Data Stewardship Policy defines data classified for public use. Users are responsible for understanding and complying with this policy. For more information about data usage and classifications, reference the following:

• Data Classification & Storage Requirements
• Data Stewardship Policy 1114
• Data Usage and Public Use vs. Protected Data

Retention Policy

Videos, transcriptions, or summaries will have the same retention schedules as related paper and electronic records. Retention schedules apply regardless of format, in the eyes of the Library of Virginia. For example, if a department chose to record and transcribe a prospective employee interview on Zoom, then GS-103, Series 012185 – Recruitment, Hiring, Interview and Selection Records would apply with 3-year retention after the date of the recorded video. Before deletion, the department would need to check in with the University Records Office so the upcoming destruction can be reported to the Library of Virginia just as we do with paper or electronic records. If a meeting does not fall under any of the retention schedules or is a duplicate of a master recording of a meeting that does fall under a retention schedule, then it can be destroyed when no longer administratively useful. Personal meeting notes or transcripts are not considered when referring to the retention schedules as these are not public records. For additional resources and support, please visit the University Records Management website at recordsmanagement.gmu.edu or contact URM staff at recmgt@gmu.edu.

Policy

All users of the George Mason University network must adhere to University Policy Number 1301: Responsible Use of Computing.

Employee Security Bulletin

This service is intended for work-related public use data only. The University Data Stewardship Policy defines data classified for public use. Users are responsible for understanding and complying with this policy. For more information about data usage and classifications, reference the following:

• Data Stewardship Policy 1114
• Data Usage and Public Use vs. Protected Data

Student Security Bulletin

This service is intended for school-related data only. Use the same discretion you use when sharing information through any online medium. Users are responsible for understanding and complying with the University Data Stewardship Policy. For more information about data usage and classifications, please reference the following:

• Data Stewardship Policy 1114
• Data Usage and Public Use vs. Protected Data