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Service Description

The electronic messaging and collaboration suite is a hosted private cloud service provided by Microsoft. It consists of the Email Service, OneDrive for Business, Office Online, Office ProPlus, SharePoint Online, Teams and Forms.

Email – Exchange Online
Email is the official communication channel for the University. Two email systems, namely PolyU and Connect, are provided to staff and students respectively.

PolyU Email is an email service for PolyU current staff. In addition to large mailbox quota of 50GB, it also provides features including calendaring, message sharing, and mobile push mail support, etc.

Connect Email provides email service for students, alumni and retired staff and it also serves as a convenient channel for other communication and collaboration.

Web storage - OneDrive for Business
OneDrive for Business provides online storage which could be accessed via browser, desktop client, and mobile apps.

Online tool - Office Online
Office Online is a web-based version of Microsoft Office productivity suite. It provides web-based versions of MS Word, Excel, PowerPoint and OneNote which enable users to access their documents using a web browser and an Internet connection but without the needs of installing the software.

Desktop Tool - Office ProPlus
Office ProPlus allows licensed users (Full-time permanent staff and current students) to install the latest version of Microsoft Office on up to 5 desktops (PC/ Mac), tablets and mobile devices.

The license will be revoked once a licensed user is no longer a full-time permanent staff or student.

Collaboration Tool - SharePoint Online
SharePoint Online enables users to create and manage custom-built team-focused and project-focused sites for collaboration. Users can create sites to share documents and information easily with PolyU and external users.

Collaboration Tool – MS Teams
Teams is a collaboration tool provides chat, file sharing, and meeting to assigned team members. It is a collection of people, conversation, files, and tools in one place to make collaboration more effective and efficient. Teams could be accessed via browser, desktop client and mobile apps.

Web Meeting - Teams Meeting
Meeting could be easily created in Outlook with Teams Meeting. Teams Meeting offers multi-parties video conference with file/screen sharing, raise hand, chat, and session recording.

e-form – MS Forms
Forms is a cloud-based form app provides a simple way to create surveys, polls, and quizzes. Collected data could be downloaded in Excel format for further processing.

Eligible service requestor

Staff, Students, Alumni and Long Serving Retirees

Access to the service

Current Students

- Connect Email 

- OneDrive for Business

- Teams

- Forms

- Office ProPlus

- Microsoft Software

* The license will be removed after a current student graduated.


- Staff Email 

- OneDrive for Business 

- Teams 

- Forms

- Office ProPlus (for full-time permanent staff only) *

- Mailing List Management System (for registered staff only)

* The license will be removed after a staff left PolyU

Alumni, and Long Serving Retirees

- Connect Email

Service level

All user requests are classified as level 1 to 3 depending on their impact and urgency.

  • Level 1 – User Request Resolution Time: 1 day
  • Level 2 – User Request Resolution Time: 3 days
  • Level 3 – User Request Resolution Time: 5 days

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