Information
GRCC faculty, staff, and employees need instructions on how to access, log into, and activate Microsoft 365 applications for work and personal devices, as well as clear guidance on licensing and storage rules.
Environment
- Operating Systems: Windows, macOS, Web Browser
- Software: Microsoft 365 (Word, Excel, PowerPoint, Outlook, OneNote)
- User Groups: Full-Time Faculty, Staff, Adjunct Faculty, CEBA, Contingents, and Student Employees
Details
Google-First Platform Policy
Grand Rapids Community College (GRCC) is a Google Workspace-focused institution.
- Official Storage: Google Drive is the only officially approved platform for primary cloud storage, file sharing, and departmental collaboration.
- Official Communication: Gmail, Google Chat, and Google Gemini are the supported tools for daily communication (not Outlook, Teams, or Copilot).
- IT Support Scope: IT Support provides technical support for core Microsoft Office desktop applications (Word, Excel, PowerPoint) only.
Instructions
Web Access (All Employees)
All eligible employees can access Microsoft 365 web applications directly through single sign-on.
- Log into the MyGRCC Portal (opens in new window).
- Select the central Microsoft 365 Single Sign-On tile.
- Access your available web applications from the portal dashboard.
Sign In & Activate Desktop Apps on Personal Devices (A3 License Holders)
Eligible Users: Full-Time Faculty, Staff, and Adjunct Faculty (excluding CEBA).
Installing Office Applications (If Not Yet Installed)
- Go to the Microsoft 365 Portal (opens in a new window).
- Sign in using your cloud login string in the format: username@cloud.grcc.edu (Example: jsmith@cloud.grcc.edu).
- Follow the on-screen prompts to complete authentication.
- Once signed in, click the App Launcher (grid icon) in the upper-left, then select More Apps.
- In the upper-right corner, click Install apps.
- Select Install Microsoft 365 apps.
- When the file finishes downloading, open it to install the Microsoft 365 apps on your computer.
- When prompted to sign into any of the apps during or after setup, be sure to avoid selecting "Use this account to sign into all services" and instead click "This app only".
Activating Already Installed Desktop Apps
If you already have Microsoft 365 desktop applications installed on your personal device:
- Open any Microsoft 365 desktop application (such as Word or Excel) or go to the Microsoft 365 Portal.
- When prompted to sign in or activate, enter your cloud login string: username@cloud.grcc.edu (Example: jsmith@cloud.grcc.edu).
- Follow the on-screen prompts to complete authentication.
Note: When signing into downloaded apps and authenticating through the portal, the full @cloud.grcc.edu email address may automatically populate in the portal authentication field. Be sure to remove the @cloud.grcc.edu domain portion so that only your username remains in the username field before proceeding.
Note: Existing personal device installations do not need to be reinstalled. If prompted to log in to maintain access, simply enter the username@cloud.grcc.edu login format.
Licensing & Access Tiers
-
Full-Time Faculty, Staff, & Adjunct Faculty (Excluding CEBA):
- License Type: A3 License
- Access Allowed: Web-based apps AND full desktop app installations on GRCC and personal devices.
- Desktop Activation: Sign into desktop apps using username@cloud.grcc.edu.
-
CEBA, Contingents, & Student Employees:
- License Type: A1 License
- Access Allowed: Web-based apps ONLY. No desktop installation or activation rights.
- Desktop Activation: N/A (Access strictly via the MyGRCC portal tile).
Note: The username@cloud.grcc.edu login string strictly applies to cloud accounts and personal devices. It does not change how Microsoft products are licensed or accessed on physical GRCC campus computers or GRCC-managed virtual environments.
Important Notes & Storage Rules
- OneDrive Storage Cap: Web-based OneDrive storage is strictly capped at 1GB. You must save your files directly to Google Drive to avoid running out of storage space.
- Legacy Account Migration: Data from former, self-managed M365 accounts does not automatically transfer to the GRCC cloud environment. Any lingering legacy GRCC files must be manually moved by the user to Google Drive or a network drive.