Forum Discussion
Adding a user or sending download link
- I think I'm starting to understand. It's taken awhile :)
So I need to add a user in order for them to then be able to download the software using the 'send download link' onto their computer and then sign in with the assigned login details.
So that brings me to my other point. When I go to add a new user, what do I put in the email field? I'm not able to put that user's personal email account because it won't let me. The @ domain is a drop down menu with just the @charity.com domain. Do I just make up anything?
What version of Office 365 are we talking about? Also, are you trying to share the benefits from a single Office 365 licence/plan to multiple users, like 5 users install Office?
You can do that with an Office 365 Home subscription for example - https://support.office.com/en-ie/article/share-your-office-365-home-subscription-with-up-to-four-people-b389b9ce-3ae3-4a82-9017-39d79972fcba, where each person gets separate OneDrive storage as well and can install Office.
It doesn't work this way for Office 365 business and enterprise plans though. Each user with an assigned licence can install the desktop Office apps on up to 5 devices, that doesn't permit sharing the Office apps between users with a single licence. You have to activate Office and that requires signing in and those detail would permit access to files and email.
This article goes into more detail - https://support.office.com/en-us/article/understand-subscriptions-and-licenses-in-office-365-for-business-7ac93507-0e38-4398-8bfe-9c1d123cb387.
Thanks for reply. Pretty sure it's nonprofit business premium (I'm doing this on behalf of someone else so not in front of their PC)
So they have 4 people listed as users with one of them labelled as "unlicensed".
When trying to add a new user, it will only allow an email address associated with the charity address (the domain section is locked to the charity domain name). They have already assigned all the working email addresses to the other users, so what does this new user get if I can't just add them with their own personal email?
Secondly, I don't want this user to have access to documents - so obvious thing is not to add them as a user, but share download link. (it says there are 4 shares left)
My question is, when you send someone a share link and they download office - do they need login details, or have they got the fully working application without needing logins? I ask because the secretary swears that when they sent a share link before, the person was unable to use Office without "logging in".
Thanks.
Thanks for the additional info. John Wynne has added some useful points, I'll just say, could it be all the available licences have been used already.
When assigning a licence it will say how many are still available, you can also control which services are permitted, for example turning off unneeded services. Office 365 Business listed below is what allows a user to activate Office, you could take away anything else undeeded. This discussion has some info on disabling OneDrive for Business by the way.
Downloading or installing Office won't do any good unless the user has a licence assigned and is configured in the tenant. Activation may happen automatically or the user may get prompted as mentioned here - https://support.office.com/en-ie/article/activate-office-365-office-2016-or-office-2013-5bd38f38-db92-448b-a982-ad170b1e187e.
- I think I'm starting to understand. It's taken awhile :)
So I need to add a user in order for them to then be able to download the software using the 'send download link' onto their computer and then sign in with the assigned login details.
So that brings me to my other point. When I go to add a new user, what do I put in the email field? I'm not able to put that user's personal email account because it won't let me. The @ domain is a drop down menu with just the @charity.com domain. Do I just make up anything?Then you have to give them a username with the charity domain, assign a licence, assuming there are some available, their personal email address doesn't come into as far as I can see. If you don't want the user to have access to email, just make sure not to assign them an Exchange Online licence, one of the options in that screenshot above. That way a mailbox shouldn't be provisioned.
Not sure about this send download link option but usually they can go to office.com and there is an Install Office apps option on the front page, if they have admin rights on their PC, they can proceed to install Office and if they get prompted they can activate Office with the charity details in this case. This is the https://portal.office.com/OLS/MySoftware.aspx as well to get to the Office download.