COOK COUNTY OFFICE 365 MIGRATION USER GUIDE

Transcription

1 COOK COUNTY OFFICE 365 MIGRATION USER GUIDE Dear Cook County Office 365 User: Your mailbox is schedule to be migrated to Microsoft s Office 365 platform. Page 1 TABLE OF CONTENTS 01. PRE-MIGRATION RECOMMENDATIONS SETTING UP THE FULL OUTLOOK CLIENT FOR THE FIRST TIME 02. OUTLOOK CLIENT - USER INITIAL SETUP 03. OUTLOOK WEB ACCESS (OWA) - USER INITIAL SETUP SETTING UP OFFICE 365 (OWA) THE FIRST TIME SIGNING INTO OFFICE 365 (OWA) THE FIRST TIME 04. OUTLOOK WEB ACCESS (OWA) - USER GUIDE NAVIGATING AROUND OFFICE WORKING WITH DRAFTS CREATING A MESSAGE ATTACHING A FILE FOLDER LIST FOLDER ORGANIZATION SEARCH AND BUILT IN FILTERS READING PANE THE OUTLOOK CALENDAR CREATING CALENDAR ITEMS 05. COUNTY CELL PHONES - CONFIGURATIONS iphone ANDROID 06. SUPPORT 07. RESOURCES AND REFERENCES

2 01. PRE-MIGRATION RECOMMENDATIONS In order to prepare for the migration, the following steps are recommended: 1. Save a copy of these instructions locally to your PC or print a copy to help you prepare for the migration and to logon the day after. 2. Please note that migrations will take place from 5:00 PM 8:00 AM. Your mailbox might become temporarily unavailable during the night of your migration. 3. Print your agenda the day prior to the migration in case there are issues. 4. Bookmark the Office 365 logon page if you intend to use the Web Only Access (OWA): Open your web browser and enter: in address bar. Click on the star in the upper right hand corner. Click add to favorites, and then Add on the popup 5. Take time to learn about Office 365. Training information can be found in this manual and at the following link: training-courses-videos-and-tutorials-f83e8e60-0bab-47eb-8f6e-c2ecb73124d8?ui=en- US&rs=en-US&ad=US 6. Contact the help Desk and open a ticket if you have the following: 1. Shared or proxy access to a mailbox (usually departments or admin assistants). These mailboxes will need to be moved at the same time to keep the shared access. Please provide names of the users. 2. Rights to manage and modify a calendar (usually departments or admin assistants). The users will need to be migrated at the same time or access will be lost until both users are migrated. 3. Migrating the users out of order above will only temporarily break the access until the users are all migrated. If some down time can be tolerated, please wait until the migrations occur. 7. Please note that all information (calendar, , folders, rules etc.) should be carried over, and no preparation work is required on your mailbox. 8. The retention policy will be indefinite and will be set for all user by Microsoft until further notice. Page 2

3 02. OUTLOOK CLIENT - USER INITIAL SETUP SETTING UP THE FULL OUTLOOK CLIENT FOR THE FIRST TIME Many Cook County users have the full Outlook client installed on their PCs. The migration should be transparent to the users because the functionality and look will not change, but the following steps may be required after the mailbox is moved: 1) If the following message appears, enter your Cook County address (firstname.lastname@cookcountyil.gov) as your username, and password. Check Remember my Credentials Note: If you have a delegated mailbox with another user, you may see this popup more than once. If this happens, click Cancel. The message will disappear when the other mailbox with delegated rights is migrated. 2) When the following message appears, your mailbox migration is complete. Click OK & restart your outlook client: Page 3

4 3) If the following message appears, click Don t ask me about this website again, and Allow : 03. OUTLOOK WEB ACESS (OWA) - USER INITIAL SETUP SETTING UP OFFICE 365 (OWA) THE FIRST TIME The first time you log into the OWA version of Office 365 you will have a few things to set up. You will need to use your Microsoft Internet Explorer browser. 1) If you have a shortcut to the current ( website on your desktop, it will need to be updated. Below is an example of the shortcut *Note: The icon might be yellow in some cases 2) To update the shortcut, Please right click on the icon and select Properties. Update the URL field to and click Apply, and OK. Page 4

5 2) You can also access the web site by entering the following URL into your Internet Explorer browser and press Enter: If you would like to bookmark the link for future access, please click on the star in the upper right hand corner. Click Add to favorites, and then Add on the popup SIGNING INTO OFFICE 365 (OWA) THE FIRST TIME 1) Access Outlook Web Access using the shortcut, URL, or favorites bookmark. 2) Type in your outlook address and password to login. Below is an example of the sign in page for Office 365. Page 5

6 3) You will need to set the time zone to Central Time 4) Choose Central Time zone from the scroll down list 5) Then click Save Page 6

7 04. OUTLOOK WEB ACCESS (OWA) - USER GUIDE NAVIGATING AROUND OFFICE 365 When you login to Office 365 you will see your Outlook (OWA) mailbox. Below is an example of what you will see. From here you can navigate to other links on the Office 365 ribbon. Page 7

8 The Office 365 Ribbon The interface will default to the Outlook Web Access ( ) application. To access other fucntions, click on Office icon below: Clicking on the Office icon will bring you to a secondary Microsoft O365 Ribbon. The blue part of the Collaboration ribbon provides links to the following: Outlook Check your mail, send new messages, delete messages, reply & forward, create new folder. Calendar People Newsfeed Sites Tasks Your Outlook calendar for your appointments or meeting requests. This is your personal calendar, but you can share your calendar with others if you give them permission to access it. Your contacts for storing information for ing and phoning. Store personal contacts and access city employee contacts here. Reserve conference rooms for meetings too. Visit the public newsfeed to stay in tune with conversations among your workmates, and to see other updates about their activities. Access to your SharePoint sites. Sites are set up by the SharePoint administrator, here you can share documents with others and access documents from others. Set tasks Links to Office.com or Office store. The icons on the upper right hand corner of the screen are your personal settings. Page 8

9 Appointments icon The settings button. Select this icon to customize settings and select themes If you have a question about Office 365. Page 9

10 With Office 365 you will access your through Microsoft Exchange Online. Exchange Online provides you with the latest capabilities including built-in archiving, conversational view, and MailTips. (Microsoft Corporation, 2011) Once you have logged into Office 365, you will have access to all your . You can either open your mail to read it in another window or read it through the Reading Pane. 1. Create a new message by clicking new mail. 2. Folder list. The folder list includes the folders in your mailbox. It may include other folders, such as Favorites and archive folders. You can collapse this pane by clicking the folder icon at the top. You can expand and collapse folders in this view by clicking the triangle icons next to the folder names. 3. Search window. Type what you want to search for here, such as the name of a person you want to find messages from, or text that you want to search for to find a particular message. 4. The message list is a list of the messages in the current folder. Each entry in the list view has additional information, such as how many unread messages there are in a conversation, or if there s an attachment, flag, or category associated with any messages in the conversation. A conversation can have one or more messages. When a conversation is selected, you can delete it, add a flag, or add a category by clicking the icons. At the top of the list view are filters that you can click to quickly find messages that are unread, that include your name in the To or the Cc line, or that have been flagged. In addition to the filters, you ll see the name of the folder you re viewing and the view that you ve selected. Page 10

11 5. The reading pane is where the conversation that you ve selected is displayed. You can respond to any message in the conversation by using Reply, Reply all or Forward at the top of a message to respond to it. NOTE: If you d like to see messages ordered by date instead of by conversation, you can turn off this default setting WORKING WITH DRAFTS If you can t finish writing a message right away, or want to wait a bit before you send it, you can click away from it and come back to it later to finish it. Outlook Web App automatically saves your message as you create it and adds it to your drafts folder. When you re ready to send your message: 1. Find the Drafts folder in the folder list and click on it. 2. Click on the message you were working on to see it in the reading pane. 3. Click Continue editing or, if you ve decided you don t want to send the message after all, click Discard. 4. If you still want to send the message, finish editing it and click Send. Open a Message in a Separate Window 1. By default, you read and create messages in the reading pane, but that isn t always what you need. Sometimes you need to be able to view a message in a separate window. Page 11

12 2. When you re composing a new message or replying to or forwarding a message that you ve received, you can pop it out into a new window by clicking the pop out icon in the upper corner of the message. 3. To open a message that you re reading in a separate window, click the extended menu icon and select open in separate window CREATING A MESSAGE 1. Click the New Mail icon 2. On the To: line type in the recipient s name or click on Search Contacts & Directory for a list of City employee names ATTACHING A FILE 1. Click on Insert and choose attachment to attach a file. 2. Browse to the location of the file on your PC, a network drive, your sky drive or a shared folder. Please Note: If you are using the Reply All function for an , you will receive a CC for messages received before the migration. This is a known problem. Please remove yourself from the distribution prior to sending the or delete the CC. This will not happen for messages received after the migration FOLDER LIST The folder list will show the default folders that are created for all mailboxes, plus any folder that you create. You should also see Favorites and Personal Archive folders. Page 12

13 Click to expand *Use the arrows to either expand or collapse your folder list to see all of your Outlook folders. Click to collapse You can close the folder list by clicking the chevron list to view its contents. at the top left of the list. Click any folder in the You can right-click any item in the folder list to see a menu of things you can do that will affect folders such as create a new folder, delete an existing folder, or empty the Deleted Items folder. Page 13

14 FOLDER ORGANIZATION By default, Office 365 doesn t carry over the same user view as the prior version. If you would like to see all of your folders, or important ones at the top, the pin or favorites options can be used: Pinning: Pinning will allow the current expansion view of folders to be saved. If you would like to see some or all of your folders the next time you log on, expand the folders using the folder list expansion instructions above, and click the pin icon. This will save the current view for the next time you logon. Favorites Another way to modify the default folder view is by setting favorites. Once the icon is selected for a folder, the folders will appear under the favorites directory. This can be used in conjunction with the pinning option to organize folders to your preference. Dragging Folders Some folders can be organized within a directory by holding the left mouse button and dragging and dropping the folders in your preferred order. The drag and drop option can also be used to add some folders to your favorites directory instead of using the Star Icon. Page 14

15 SEARCH AND BUILT-IN FILTERS You ll find a search window and built-in filters at the top of the message list. To search, click Search and start typing what you want to look for. A list of suggestions will appear underneath, and you can click on one of those to search for that item. Or you can finish entering your own search and then press Enter to start your search. To clear your search, click the icon at the right of the search window. The built-in filters: [ all ], [ unread ], [ to me ] and [ flagged ], are a way to quickly choose what to display in the message list. All shows all messages, unread shows message that haven t been marked as read, to me shows all messages where your name appears in the To or Cc list, flagged shows all messages that have been flagged. Message list The message list shows the messages in the current folder. The messages displayed can be managed by selecting a filter or using search. The message list has tools to let you take care of some tasks quickly. By selecting icons at the right of the message list, you can delete a message or conversation, or add a flag. Other icons will show you which messages have attachments, importance of (high or low), and how many unread items there are in a conversation. By right-clicking a message, you can see a menu of options, such as mark a message read or unread, move it to another folder, or create a rule based on that message. By clicking the triangle to the left of a message, you can expand a conversation to see all messages in that conversation. Use the label at the top of the message list to switch between viewing Conversations by date and Items by date. Page 15

16 READING PANE The reading pane is where messages are displayed. Not only can you read messages in the reading pane, you can respond to them without opening a new window. Select Reply, Reply all or Forward at the top of a message to respond to it. A blank message will appear in the reading pane at the top of the conversation. Use Mark as read and Mark as unread to change the read status of a message. View a menu of more options by selecting the icon for the extended menu. The position of the reading pane can be changed in the display settings. Page 16

17 THE OUTLOOK CALENDAR You can access your personal Outlook calendar from the Office 365 ribbon at the top of your screen. Your calendar lets you create and track appointments and meetings. You can create multiple calendars, link to other people s calendars, and even share your calendar with other people in your organization. After your Inbox, the calendar is probably where you ll spend the most time when using Outlook Web App. You can view your calendar four different ways: Day, Work week, Week, and Month. Quickly view event details You can click any event in your calendar to see a quick view of that event. An event that you create will show you as the creator and have a link to edit or delete the event. A meeting that you ve been invited to will show the organizer and include links to respond to the invitation. If the organizer has included an online meeting invitation, you ll see a link to join the meeting. Page 17

18 Week view Week view is the default view when you first visit your calendar in Outlook Web App. You can change that to Day, Work week, or Month by using the options in the upper corner. 1. Create a new event by clicking New event. An event can be an appointment, a meeting, or an all-day event. 2. Use the calendars to navigate from one date to another. Shading indicates the week you re currently viewing, and darker shading marks the current date. You can use the calendar icon at the top to collapse or expand this side of the calendar view. 3. You can view more than one calendar at a time. This section lets you create other calendars, such as a calendar just for a specific project or to track personal appointments. You can also add other people s calendars and select which to display. If you select multiple calendars to display, they ll be merged into a single view with each calendar given a different color. 4. This is another area that you can use to navigate from one day to another. Click any date to jump to that date. Or click the arrows on either end to see the dates before or after those displayed. 5. The main window, where calendars will be displayed. Double-click any white space in this window to create a new calendar item. Or, click and drag to create a new item in the time you ve selected. 6. Select the view you want, and share or print your calendar. Day view The day view is most useful if you have a very busy schedule, or if you want to view multiple schedules side by side. The controls remain the same, only the view has changed. Month view Page 18

19 The month view can be very crowded. To make it more usable, there s an agenda displayed for the selected day: 1. Shading shows the current date. 2. Slightly lighter shading shows the selected month. 3. Shading shows the selected day and the number tells how many non-displayed items there are on each day. Double-click an item to open it. You can create a new event on any date by doubleclicking the white space on that date. 4. Shaded item is an all-day event. 5. The agenda for the selected day. You can create a new item on the current date by doubleclicking the white space in the agenda. Open an event in a separate window By default, you read and create events on an overlay on the main calendar page, but that isn t always what you need. Sometimes you need to be able to view an event in a separate window. You can pop any event out into a new window by clicking the pop-out icon CREATING CALENDAR ITEMS in the upper corner of the message. To open a new calendar item in any view, you can click New event or double-click any white space. In the day, work week, and week view, you can click or drag to select a block of time. Or you can type the subject directly on the calendar. Double-click the new item to open it and add other details. Page 19

20 Create an appointment Click New event or double-click the calendar to open a new calendar item form. 1. Enter a short description of the event. 2. Add a location if you want. 3. Select the starting date and time. 4. Select the duration. Select All day for an all-day event. All-day events appear at the top of the calendar. 5. Use Show as to choose how you want the time to appear on your calendar. 6. Change or turn off the reminder. 7. If you have more than one calendar, choose which calendar to save it to. 8. Set a repeating pattern if you want this event to repeat. 9. Mark it as Private if you don t want anyone you ve shared your calendar with to see the details. 10. Use the Notes area to add any other information you want. 11. Click Save to save your changes or Discard to cancel. Page 20

21 Create a meeting A meeting is a calendar event that you send to other people. You create a meeting the same way you do an appointment, but you invite attendees and may add a resource such as a conference room. After you ve selected New event, you follow most of the same steps. To turn a calendar item into an invitation, start by entering the names of people you want to invite in the Attendees field. 1. You can type names directly in the Attendees field to add them. 2. Enter a location, or select Add a room to see a list of available conference rooms from your organization s address book. Select Scheduling Assistant to show the calendars of attendees. You can also add or remove attendees and automatically schedule resources such as conference rooms. Page 21

22 3. To see the availability of attendees and conference rooms, select Scheduling Assistant. When you re done, click OK to save your changes or Discard to cancel. Either will take you back to the event form where you can make any other changes you want before sending. 4. If online meetings are enabled for your account, you can add an online meeting link by selecting Online meeting. 5. By default, Request responses is turned on, but you can turn it off if you don t want to know who has accepted or declined the invitation. If you leave request responses on, you ll receive a message as each attendee accepts or declines your invitation. 6. Click Send to save your changes and send the invitation to the attendees or Discard to Once you ve added attendees cancel. and clicked the Scheduling Assistant, you can see who would be free or busy during the time Calendar Reminders of your meeting. Once an appointment or meeting is on your calendar a reminder is set up. You will see a notification about your meeting 15 minutes prior to the event. You will also notice a reminder icon on the ribbon. Clicking on it will also display the reminder SHARING YOUR CALENDAR With a few clicks, you can share your calendar with other people in your organization. Start by clicking Share at the top right of the calendar window. 1. Enter the name of the person you want to share your calendar with in the Share with box. Outlook Web App will automatically search for them in the address book. 2. After they ve been found, they ll be automatically added to the list of people to share with. You can add as many people as you want. Page 22

23 3. Choose how much information you want to share. Full details Limited details Availability only lets that person see all the information about events on your calendar, except events that you ve marked as Private. will show the subject and location. shows only that you have an event at a particular time, but no other details. Private events will always show only as busy. 4. You can edit the subject if you like. 5. If you have more than one calendar, choose which you want to share. Most people share their default calendar (called Calendar), but you can share any calendar that s part of your mailbox. 6. After you ve added everyone you want to share with and what level of access you want them to have, click Send to send the sharing invitation to the people you ve added, or Discard to cancel. *NOTE: When you re viewing multiple calendars, you can change which one is active by selecting it at the top of the calendar window. Page 23

24 05. COUNTY CELL PHONES - CONFIGURATIONS After your mailbox is migrated, your County s cell phone application will need to be updated to download from Microsoft. Please following the instructions at the following links based on the type of phone: iphone 1. Go to Settings, Mail, Contacts, and Calendars 2. Click on Exchange 3. Click on Account 4. Click on Server and enter: outlook.office365.com 5. Click on Domain and remove the CCounty.gov (field should be blank) 6. Click on Username, and enter your address, Click Done 7. Click Done Android 1. Find your settings (varies by model), and delete your existing account 2. Select add new account. 3. Type your full County address, for example: First.Lastname@cookcountyil.gov, and your Cook County password. 4. Select Select this account as the default 5. Select Manual Setup 6. Select Microsoft Exchange Active Sync 7. In the Domain\Username field, type your full address (first.lastname@cookcountyil.gov) 8. Click on the Server field and enter: outlook.office365.com 9. Click OK for Activation 10. Click OK for Remote Security Administration 11. Review defaults for personal preferences, and click Next 12. Click Activate 13. Click Done 06. SUPPORT If you have questions or difficulty signing in, or with any functionality, please call the Bureau of Technology s Help Desk at Refer to Moorcroft s training at: training-courses-videos-and-tutorials-f83e8e60-0bab-47eb-8f6e-c2ecb73124d8?ui=en- US&rs=en-US&ad=US Page 24

25 07. RESOURCES AND REFERENCES 1) Getting Started with Office 365, Instructor Guide, Microsoft Corporation, ) Developed by Grace Gleeson, City of Chicago & Cook County Bureau of Technology Websites: 1) HA aspx?CTT=5&origin=HA Page 25