How to Switch Microsoft 365 Accounts After Changing Universities
Question details
The user needs to transition their Microsoft 365 Office applications from an old university account to a new university account while preserving files and settings.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Transitioning to a new educational institution and needing to update the Office subscription license and active account.
- Observed behavior
- The user wants to successfully apply the new educational license to their Office apps and ensure the old account is fully removed from the device.
Before switching accounts, ensure you have downloaded and backed up any important files, documents, or OneNote notebooks stored on your old university's OneDrive to a local hard drive or external storage.
Use the Switch License Feature in Office Applications
The most efficient way to transition to your new university account is by using the built-in Switch License tool within any Microsoft Office application.
Microsoft 365 includes a direct option to swap out the active license on your device without needing to reinstall the software. This process updates your credentials and connects your applications to the new university's subscription.
Launch Microsoft Word, Excel, or PowerPoint on your computer.
Click on 'File' in the top left corner, then select 'Account' (or 'Office Account') from the bottom of the left-hand menu.
Under the Product Information section, click the 'Switch License' button and follow the on-screen prompts.
When prompted, enter your new university email address and password to activate the new Microsoft 365 license.
Manually Sign Out and Sign In with the New Account
If the Switch License button is unavailable or causes an error, you can manually sign out of your old account and authenticate with the new one.
Use WPS Office as a Hassle-Free Alternative for Your Studies
If you are dealing with expired university accounts, complex Microsoft 365 license switches, or simply want a software suite you own outright, consider switching to WPS Office. It provides a lightweight, free alternative with high compatibility for all your academic assignments and documents.
- 1. Download the Software: Visit the official WPS Office website and download the free installation package for your operating system.
- 2. Install the Suite: Run the installer and follow the quick on-screen instructions to set up the software on your computer.
- 3. Open Your Existing Files: Double-click your existing Microsoft Office documents to open, edit, and save them seamlessly within WPS Office.
Frequently Asked Questions
Will I lose my files when switching university accounts?
Files saved locally on your computer's hard drive will remain safe. However, any documents stored exclusively on the old university's OneDrive must be manually downloaded and transferred before that account is deactivated by the school.
Why is my old university account still showing up on my computer?
Your operating system may have saved your old account in its credential manager. In Windows, you can remove it by navigating to Settings > Accounts > Access work or school, clicking on the old account, and selecting Disconnect.
Can I be signed into both university accounts at the same time?
Yes, you can add multiple accounts as connected services in Office apps to access files from both OneDrive accounts simultaneously, provided that both licenses are still active and permitted by the universities' IT policies.
What if I get an activation error after signing in with my new account?
This usually happens if cached credentials conflict. Try signing out completely, restarting your device, and then signing in again. If the issue persists, you may need to clear your Windows Credentials or contact your new university's IT support desk for assistance.
