User Guide: Managing Your PennO365 Account

Username: PennKey@upenn.edu (e.g. benfranklin1749@upenn.edu)
Password: Your PennKey password
Email: Your PennO365 username (e.g. benfranklin1749@upenn.edu)

In some cases, you may want to change the display name in the PennO365 applications.  Follow the steps below:

• Change your name in the Online Directory (https://directory.apps.upenn.edu/directory/jsp/fast2.do).  You will have to log in in the upper right if you are not already logged in.
• Wait 15 minutes for the change to take. (It may take 24 hours to propagate to Outlook clients and more time for applications like Teams.  Historical references may show the old display name. )

Note: The default name format is "lastname, firstname."

Contact your LSP if you need assistance. 

The Almanac continues to maintain the University of Pennsylvania Academic Calendar posted on this page: https://almanac.upenn.edu/penn-academic-calendar

How to add the calendar to Outlook and other calendaring applications:    

1. Visit The Almanac’s Penn Academic Calendar page.

2. Click the blue button “Add to Calendar…” 

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3. Select the application of choice (Apple, Google, Office 365, Outlook, or Yahoo) and follow the prompts to add the calendar.

   NOTE: For best results, UPenn Outlook users should use the Office 365 (online) option. Adding the calendar here will populate the calendar in your Outlook desktop application as well as online.  

4. Updates to the active Academic Calendar will be available for view in real time.
5. The “Add to Calendar…” button will be updated each May with a fresh Academic Calendar for the forthcoming year. Please revisit the “Add to Calendar…” link each May to add the new calendar.

You can install Microsft Applications and change portal settings via the Microsoft O365 online portal.

To access your account's settings menu:

1. Go to the Microsoft online portal.
2. Login using your PennO365 username and password (username is pennkey@upenn.edu)
3. Go to settings in the upper right-hand corner (the gear icon next to your name).
4. Select Office 365 settings.

These can be downloaded on 5 different devices. To keep your free licenses activated, you need to connect at least one Office application (Excel, Word, etc.) to the Internet at least once every 30 days on each computer or device.

If your device remains offline for more than 30 days, Office 365 ProPlus enters reduced functionality mode until the next time a connection can be made. You will be able to view and print your documents but all features for editing or creating new documents will be disabled. You will see a “Product Deactivated” message.

To reactivate the license on a personal computer or device:
1. Connect to the Internet.
2. Select Sign In – Add this computer to an active account.
3. Enter your PennO365 username and password when prompted.

An account lockout can happen if one enters their passwords 10 times incorrectly. After the 10th time, you will be given a capcha code to enter. After the 15th attempt, the account will be locked for 15 minutes. 

You should be able to sign in after this 15 minute timeframe. If you cannot remember your password, you may reset your password.

PennO365 passwords for faculty, students, and staff must be reset by changing the user's PennKey password here.

When sending meeting invitations, you can set whether online meeting options are included in the invitation automatically. If you primarily use Zoom for online meetings, you may inadvertently add both Zoom and Teams meeting information to your invites. Disabling this option can avoid confusion about which platform online meetings occur. However, you will have to manually add online meeting information for each meeting.

How to disable "Add online meeting to all meetings"

OWA: 

1. In Outlook on the Web, navigate to Settings by clicking the gear icon and selecting View all Outlook settings at the bottom.
2. Click Calendar, then Events and Invitations.
3. Uncheck the Add online meetings to all meetings to stop automatically adding online meeting information to meeting invites.

Outlook for Windows:

1. From the File menu, select Options.
2. Click Calendar.
3. Under Calendar Options, uncheck the Add online meeting to all meetings box to stop automatically adding online meeting information to meeting invites.
4. Click Okay.

Outlook for Mac:

1. From the Outlook menu, select Preferences.
2. Click Calendar.
3. Under Calendar options, uncheck the Add online meeting to all meetings box to stop automatically adding online meeting information to meeting invites.

See this page from Microsoft for instructions.