Microsoft 365 A1 vs A5 Licensing

When to Use?

To help understand how Microsoft 365 licenses (A1 vs A5) are assigned and what each license includes. This helps explain why some users have desktop applications and others only have web access.

Microsoft License Changes as of April 2026

Microsoft retired the A1 Plus license, which included access to desktop versions of the Office apps, and increased enforcement of this change.

Any previous desktop access was temporary due to delayed enforcement by Microsoft. As a result, desktop Office apps for part-time or contract employees may now appear in read-only mode or display license deactivation messages. This is expected behavior across all Microsoft institutional customers, and not specific to GVSU.

If you are assigned an A1 license but have a GVSU-managed device, you can make use of device based licensing for the desktop apps.

Microsoft 365 License Assignment

Overview

• Microsoft 365 licenses are assigned based on a user’s Workday status, as managed by HR.
• Active full-time staff and full-time faculty are given an A5 license.
• Adjunct faculty are given an A5 license once Period Activity Pay has been entered and approved in Workday. A signed contract alone does not change the license, the Period Activity Pay record is what drives the assignment.
• Part-time, retired, or inactive employees are given an A1 license.
• If an employee's Workday status changes, their license updates automatically.

Period Activity Pay and Adjunct Licensing

For adjunct faculty, the A1 to A5 change is triggered by Period Activity Pay in Workday, not by the contract signature. Signing a contract is a necessary step, but the license will not update until Period Activity Pay is entered and approved.

The sequence is:

1. The employee's department enters the Period Activity Pay for the upcoming assignment.
2. The employee receives an approval task in Workday and approves it.
3. The license assignment updates overnight after approval.

Period Activity Pay is entered by the department, not by IT. IT Services cannot manually assign an A5 license; a manual assignment is overwritten on the next Workday sync. If an adjunct does not know who enters Period Activity Pay for their department, they should contact their department's administrative support.

Employees and Licenses

License Features

Device Licensing for GVSU-Owned Computers

If you have an A1 license, but have a GVSU-assigned and managed Mac or Windows PC, you have access to a device-based license for Microsoft Office Applications.

Volume License for macOS

To install the volume license for macOS, on your GVSU assigned Mac do the following:

• Quit any open Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.)
• Open this link to the GVSU Self Service App - Microsoft Office Volume License
• Sign in with your GVSU username and password
  • Note: This will only be available if you are assigned an A1 license
• Click Install

Device License for Windows

All GVSU managed Windows PCs receive a device based license regardles of the employee’s license assignment.

Web & Mobile Applications for A1 Licenses

The web based applications are a great way to use Microsoft 365, and provide the same experience regardless of what computer or operating system you're using, and enhanced, real-time collaborative capabilities.

• Use Outlook on the web via outlook.com, or on your mobile device using Outlook for Android or Outlook for iOS
• Use web-based Office apps via office.com
  • Your office files will be available in your OneDrive via onedrive.com, and in the OneDrive Desktop app on your GVSU managed computer.
• Mobile apps are available via the Google Play Store (Android) and the App Store (iPhone/iPad)

Common Questions

Why did I lose desktop Outlook or Office apps?

If you are an adjunct or contract employee, you have likely moved from an A5 license to an A1 license because you do not currently have active Period Activity Pay in Workday. This is normal between teaching terms.

If you are a part-time employee receiving an A1 license, Microsoft recently upped their enforcement of the A1 license, which removes access to the desktop versions of Office apps.

Will my email or files be lost if my license assignment changes?

No. Your data is still available on the web apps. If you have a GVSU-managed device, you can make use of device-based licensing for the desktop apps.

Can I get desktop apps back?

Desktop apps require either an A5 license based on your Workday status or access from a GVSU-managed device that uses device-based licensing. 

I signed my contract but still don't have desktop apps. Why?

The contract and the Period Activity Pay are separate records in Workday. Licensing is driven by Period Activity Pay. Ask your department to enter it, approve the task when it reaches you in Workday, and the license will update overnight.