Getting Started with Microsoft 365

Rhianon Gutierrez Updated by Rhianon Gutierrez

What is Microsoft 365 and who has access?

Microsoft 365 is a subscription that includes the most collaborative, up-to-date features in one seamless, integrated experience. Microsoft 365 includes the robust Office desktop apps that you’re familiar with, like Word, PowerPoint, and Excel. You also get extra online storage and cloud-connected features that let you collaborate on files in real time. 

Active BPS staff and students with BPS Gmail accounts have access to Microsoft 365.

How do I sign in?

Go to www.office.com and sign in using your BPS Gmail address and password.

You can also find the Microsoft 365 icon in Clever under Productivity.

What if I need to edit Microsoft-formatted files offline?

Microsoft ended Boston Public Schools’ access to the desktop versions of Microsoft 365 apps on August 1, 2024. The desktop versions of Microsoft Word, Excel, and PowerPoint that were installed with the BPS district license will no longer function in edit mode, only in Read-Only mode.
Use Google Workspace Apps (Docs, Sheets, Slides)

As a Google district, we highly recommend using Google Docs, Sheets, and Slides. You can upload Microsoft files to Google Drive and edit your documents directly there.

  • Microsoft Word (.docx) file --> opens in Google Docs
  • Microsoft PowerPoint (.pptx) file --> opens in Google Slides
  • Microsoft Excel (.xlsx) file --> opens in Google Sheets

Your documents can be edited offline without an internet connection while in Google Drive. Click here for more information on how to set up offline access. All your files will be automatically stored in Google Drive and resync once you are back online.

If you need support with Google Workspace apps, please see professional learning offerings from BPSTechnology’s Digital Learning Team.
Request a Paid License (for Critical Needs Only)
Paid licenses for Microsoft 365 desktop apps are charged at $25/user annually and will be limited to users who meet specific criteria. Only School/Department Leaders should submit requests for licenses for staff via the Microsoft Office 365 License Request Form.

Consider requesting a license only if:

  • Essential Desktop Functionality: If specific features exclusive to the desktop versions are necessary for the role and not available in Office 365 Online or Google Workspace.
  • Project and Workflow Requirements: If projects require advanced data processing, complex features only found in desktop applications, and there is no feasible workaround with online or Google Workspace tools.
  • Compliance Needs: If certain workflows involve data security, regulatory, or compliance requirements that cannot be addressed through Google Workspace or Office 365 Online.
  • Leadership Approval and Budget: If budget approval and leadership authorization are secured to cover the recurring annual license cost.

What options exist for equation editors?

BPS has a PDF reader called OrbitNote, which has math tools embedded within it, including an equation editor.

Please contact the BPS Math Department for more information on additional tool recommendations.

Where can I learn more about how to use Microsoft 365 online?

Office for the web training

Professional learning offerings from BPSTechnology’s Digital Learning Team

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