Why Universities Provide Microsoft Office but Remove It Post-Graduation

As a student, you might have noticed that your university provides you with Microsoft Office, Visual Studio, and other related software at no extra cost. This is a common practice that many educational institutions have adopted in recent years. In fact, Microsoft offers deals to schools and universities to get students hooked on their software. However, the moment you graduate, your access to these programs is abruptly cut off. This raises a question: why do universities give you Microsoft Office while you're a student but take it away once you graduate?

The Business Model: Hooking Students at a Young Age

The primary reason universities offer Microsoft Office and other software suites to students is to introduce them to these powerful tools early in their academic careers. By using these tools during their studies, students become familiar with Microsoft's software, which increases the likelihood that they will continue using it after graduation. This strategic move is part of a broader business model that Microsoft has developed to ensure long-term customer loyalty.

When you enroll in a university, the institution often enters into a licensing agreement with Microsoft. In exchange for a significant upfront payment, the university receives a large number of licenses that they can distribute to students. These licenses are typically provided at a lower cost than individual retail purchases, allowing the school to provide access to these tools at no extra cost to the students.

The Licensing Agreement: Terms and Conditions

The licensing agreement between the university and Microsoft has strict terms and conditions. One of these conditions is that the licenses provided to students are personal and non-transferable. Once a student graduates, their license is no longer valid, and the software must be removed from the device. This is because the licenses were acquired by the university as part of a group purchase, not as individual licenses for each student.

From a legal standpoint, the university is only permitted to use the software within their campus network and for the specific duration of the academic program. This means that once a student leaves the university, they are no longer entitled to use the licensed software, and the license reverts to the university.

Alternative Options for Post-Graduation Use

For students who need to continue using Microsoft Office or other related software after graduation, there are alternative options available. Microsoft itself offers several options for students to continue accessing their tools post-graduation, although these often come at a cost.

1. Microsoft 365 Subscription Plan for Students: Microsoft offers a subscription plan for students where they can continue to access all the tools they need, including Word, Excel, PowerPoint, and more, for a relatively affordable price. This can be a cost-effective solution for those who need to maintain productivity beyond graduation.

2. Third-Party Licensing Solutions: Various third-party companies offer licensing solutions for former students to access Microsoft Office software. These solutions can be more flexible and affordable than direct Microsoft subscriptions, although they may not provide the same level of support and reliability.

While the initial access to Microsoft Office provided by universities is complimentary, the cost of maintaining the software post-graduation can be a factor to consider. However, the decision to continue using the software often depends on the specific professional needs of the individual.

Conclusion

In conclusion, the decision to provide Microsoft Office to students during their academic program and subsequently remove it post-graduation is a strategy employed by universities and Microsoft to ensure long-term customer loyalty. While it may feel disconcerting to lose access to these tools when you leave school, there are alternative options available for those who need continued access to Microsoft Office. Understanding the terms of the licensing agreement and exploring these options can help students transition smoothly into their professional careers while maintaining their productivity.