To strengthen information security, support a Harvard-wide initiative to support fiscal sustainability, and align with the HMS email policy, HMS is reviewing access to email and key collaboration tools.
Starting Wednesday, October 1, 2025, HMS IT will begin updating access to Microsoft 365, Zoom, Adobe Creative Cloud, and HMS email accounts to align with current eligibility criteria. Only email and collaboration tools are affected; other IT services are unaffected, and your HarvardKey will remain active. Changes will be made on a rolling basis starting October 1, 2025.
Other Harvard-affiliated email addresses you may have — for example, @hospital.harvard.edu — are not affected. If you do not receive an email notifying you that you are impacted, there is nothing that you need to do.
What to do if you receive a notification email
If you receive a notification email, follow the steps in the email message:
- Use the provided form to associate a non-HMS email address with your HarvardKey.
- Follow the instructions to transfer or secure your data before your access changes.
If you need access to collaboration tools for your work, check with your outside employer's IT department to explore options.
If you believe a change was made in error, contact the HMS department you partner with to confirm your affiliation.
Who is eligible
Access to Microsoft 365, Zoom, and Adobe Creative Cloud is granted to Quad-based faculty, students, postdoctoral researchers, and staff with specific classifications:
- Faculty – Senior (F), junior (J), and other (O)
- Students – Graduate (G, H) and temporary (D)
- Postdoctoral researchers – Internal (Y), external (N, Z)
- Staff – Administrative and professional (A), support (S), and temporary (T)
- Additional support – Interns (E), temporary staff (T), and teaching assistants (I)
Note – Individuals with E, I, N, O, T, Y, and Z classifications have full access to Zoom and Adobe Creative Cloud, but Microsoft 365 is limited to 50 GB of email storage and online-only apps. Individuals with multiple classifications receive the most generous access applicable.