OFFICE 365 TRAINING GUIDE

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1 OFFICE 365 TRAINING GUIDE Presented by: GATEWAY UNIFIED SCHOOL DISTRICT 4411 MOUNTAIN LAKES BLVD, REDDING, CA gateway schools.org

2 TABLE OF CONTENTS About Office Signing Into /Outlook Web App... 3 Using Outlook Web App... 4 Changing/Expanding Folders... 4 Creating a New Folder... 4 Reading a Message... 5 Delete/Flag a Message... 5 Reply To or Forward a Message... 5 Compose a New Message... 6 People (Address Book)... 7 Add a Contact... 7 Send Mail from Contact Details... 9 Calendar... 9 Calendar Overview... 9 Add an Event Settings Options Automatic Replies Signature Calendar Appearance Reminders OneDrive for Business Sync OneDrive for Business to your computer Dragging and dropping files to OneDrive for Business Upload files to OneDrive for Business Saving and opening files Copy or move files in OneDrive for Business Rename a file in OneDrive for Business Delete a file in OneDrive for Business Sharing files with Others Share a file from an Office desktop app Work on files with others at the same time Sign Out Challenges

3 2 ABOUT OFFICE 365 Microsoft Office 365 is a hosted suite of online collaborative services that include your standard Office software, Outlook , Calendar, OneDrive for Business (document storage and sharing), and much more. Your Account Gateway Unified School District Technology Department (IT) has integrated your district credentials with Office 365. New Employees Your account will be created for you after your employment paperwork have cleared HR. When your account has been created, IT will notify your school site office manager, who will provide you with your account information. If you have trouble logging in or have any questions about the status of your account, please call us at (530) NOTE: Because Microsoft continues to update Office 365 to bring new features and functions; the actual screens and steps may differ than shown. They may also differ depending on the operating system and browser you use. TIP: To access other Office 365 services, you can click on the App Lanucher on the upper left corner.

4 3 SIGNING INTO /OUTLOOK WEB APP If you are on a District computer, you will be automatically logged in and taken to your Inbox when you click on the icon on the District website. You can also go directly to your at: Step 1: Go to or click on the icon and login with your District credentials. Step 2: After your mailbox loads, you will be presented with your Inbox. NOTE: Use the above steps to log into your Office 365 to access other services (see page 2 TIP).

5 4 USING OUTLOOK WEB APP Changing/Expanding Folders Step 1: When you login, you will be presented with the first folder choice. Click More to expand your folders. Step 2: Clicking on any of the right pointing triangles will expand your folders. Step 3: The right pointing triangle will then face downright to indicate any nested folders underneath. Step 1: Click More Step 2: Click on the right triangle Step 3: Triangle changes Creating a New Folder Step 1: Right click on an existing folder, such as the Inbox, and select Create new subfolder. Step 2: Type the new name for your file.

6 5 Reading a Message Step 1: To open a message in the current folder, click on it once. It will appear on the right panel by default. Step 2: To open in a new window, click the triangle of the message and double click on the message below it. Delete/Flag a Message Step 1: To delete a message, hover over a message and click on the trash icon. Step 2: To flag a message, hover over a message and click on the flag icon. Clicking on the Flagged link will display any message that you have flagged. Reply To or Forward a Message Step 1: While viewing a message, you can REPLY, REPLY ALL, or FORWARD the message.

7 6 Compose a New Message Step 1: Click on the New button on the upper left corner. Step 2: A new message window will display on the right side panel. You will have the options to: Enter the recipients in the To: and CC: fields. Enter the subject of the message in the Subject: field and type the message in the message body. INSERT an attachment. Step 3: You can also click on the ellipsis (...) to view more options, including BCC.

8 7 PEOPLE (ADDRESS BOOK) Although you can look up GUSD staff and students in the address book when you compose a message, you can also manage your contacts in the Outlook Web App. Add a Contact Step 1: Click on the App Launcher (see page 2 TIP) on the upper left corner and select the People tile. Step 2: Click on the New button on the upper left corner. Step 3: Choose Create contact from the pop up list.

9 8 Step 4: Complete the form and click SAVE. NOTE: You may add additional details by pressing the plus (+) sign for each item. You can add additional , addresses, phone numbers, etc.

10 9 Send Mail from Contact Details You can create a new message from the address book without having to return to the Mail. Step 1: You can use the search box or browse from your list of contacts for the person you want to message. Step 2: Click on the desired contact and his/her details will appear on the right panel. Step 3: Click on the envelope icon, located under his/her name. A new message window will pop up for you to compose your message. CALENDAR There are many features in the Calendar, but here are some to help you get started. Calendar Overview Step 1: To view or edit your calendar, click on the App Launcher (see page 2 TIP) on the upper left corner and select the Calendar tile. You can change your calendar by clicking on the Day, Work week, Week, or Month on the upper right corner. Clicking on Go to today will take you to today's date. Clicking once on an event will display the event's details. Double clicking the event will allow you to edit it. Double clicking on an empty day/area will allow you to quickly add an event. Use the mini calendar to quickly go to a date.

11 10 Add an Event Step 1: Click on the New icon on the upper left corner. Step 2: Enter the Event name, Location name, and Attendees Step 3: You can use the default Duration or select Custom, which will allow you to select the End date/time. Step 4: You can also choose to Repeat the event (e.g., everyday, every Monday, etc.) You can mark the event as private. Add the event details in the event text box and customize the message.

12 11 Step 5: To add an attachment, click on the ellipsis (...) at the top and choose Insert > Attachments or OneDrive files or Pictures inline. Attachments will allow you to browse for files located on your computer. OneDrive files will allow you to select files saved on your OneDrive for Business cloud storage. Pictures inline will allow you to insert the pictures directly in the message body. Step 6: Click Save at the top left corner to save the event. SETTINGS For Office 365, there are many settings for each service. Some common settings located in the Options are: Automatic Replies, Signature, Calendar Appearance, and Reminders. Options Step 1: Click on the gear icon on the upper right corner. You can select Options to display a list of settings.

13 12 Automatic Replies Step 1: If you are planning to be out of the office, you can set Automatic Replies by selecting Send automatic replies. Step 2: Check the Send replies only during this period box to customize a time frame for when to send the replies. Step 3: Type your away message in the text box provided.

14 13 Step 4: Check the Send automatic reply messages to sends outside my organization box to customize the message to others outside of the school district. Step 5: You can copy the same message or type in a different message. Step 6: Click SAVE to save your settings.

15 14 Signature Step 1: Check the Automatically include my signature on messages I send if you want to include your signature on all of your messages. Step 2: Type your signature in the text box. You can customize it with some Word like features. Step 3: Click SAVE to save your settings.

16 15 Calendar Appearance Step 1: You can choose how your calendar looks by selecting specific days for your work week, working hours, etc. Reminders Step 1: You can disable reminders, sound, and/or set when you want to be reminded.

17 16 ONEDRIVE FOR BUSINESS OneDrive for Business is a place where you can store, sync, and share your work files. As part of Office 365, OneDrive for Business lets you update and share your files from anywhere and work on documents with others at the same time. Sync OneDrive for Business to your computer Sync OneDrive for Business to your computer, and then you can access your files in Windows File Explorer instead of a web browser. All of your changes will sync to OneDrive for Business whenever you are online. Step 1: Click on the App Launcher (see page 2 TIP) on the upper left corner and select the OneDrive tile. Step 2: Click Sync. You ll find your synchronized files in your File Explorer, under Favorites. Your synchronized files appear in the Gateway Unified School District folder. Work on them locally (and save any files in your OneDrive for Business folder) and your changes will be synchronized automatically with your OneDrive for Business library when you re online. You can check the progress of any files being synced if either icon is animated. The icons are located in your Notification Bar, click on the white triangle to expand if you do not see the sync icons.

18 17 Dragging and dropping files to OneDrive for Business Step 1: Open the File Explorer and locate the documents that you want to upload. Step 2: In OneDrive, navigate to the folder where you want to drag the documents to. Step 3: Place both windows side by side and drag the documents to the space in the library where you see Drag files here to upload. It will turn to Drop here Upload files to OneDrive for Business Step 1: Instead of dragging files, click on Upload. Step 2: In the File to Upload dialog box, browse and select the files you want to upload and click Open. NOTE: Your files are private unless you decide to share them. To share files easily with everyone in the district, drag them to your Shared with Everyone folder.

19 18 Saving and opening files You can work with the files you store in OneDrive for Business right from Word, Excel, PowerPoint, and other Office desktop apps. There's no need to go to your Office 365 in a browser. With a document open in an Office desktop app Step 1: Click File > Save As > OneDrive Gateway Unified School District. Copy or move files in OneDrive for Business After you sync your OneDrive for Business files with your computer, you can put away your browser and manage your files like other files on your computer. You can move, rename, and delete your files the same way you're used to, with one important difference: the changes you make to OneDrive for Business files will sync to all your other devices. So if you delete a file here, it's deleted everywhere. Step 1: In File Explorer, locate and select the files you want to copy or move. Step 2: In another File Explorer, navigate to your OneDrive for Business folder and place them side by side. Step 3: Right click and drag the files to your OneDrive Gateway Unified School District folder or another location.

20 19 Step 4: Select Copy here or Move here on the shortcut menu. Rename a file in OneDrive for Business Step 1: Right click the file you want to rename in your OneDrive Gateway Unified School District folder. Step 2: Select Rename on the shortcut menu. Step 3: Type the new name for your file. NOTE: Alternatively, you can click on the Rename menu button after you have selected the file. Delete a file in OneDrive for Business Step 1: Select the file you want to delete in your OneDrive Gateway Unified School District folder. Step 2: Press Delete on your keyboard, press Delete menu button, or right click and select Delete. NOTE: Remember, any changes you make to a file in your OneDrive for Business folder apply to all devices, not just to this computer. The changes will sync to all your other devices, including any files you delete.

21 20 Sharing files with Others When you store your files in OneDrive for Business, you can share with others from any device by going to your Office 365 site in a browser. You also can share a Word document, PowerPoint presentation, or Excel spreadsheet from within the Office software. Whichever way you choose to share your Office files, you can work with others at the same time they work on a file and see the changes that other people make as they occur. Step 1: In OneDrive for Business, select the file you want to share, and select Share. Step 2: In the Share window, type the name of each person you want to share the file with. As you type each name, suggestions appear that match your contacts. When you see the name you want, select it to add it to the invitation list. Step 3: Select the permission in the list that you want to grant people. You can change the permission later.

22 21 Step 4: If desired, type a message to send to all the people you're inviting. Step 5: The message invitees will receive a link to the shared document. Step 6: If you don't want to send an to invitees, click Show Options, and then clear Send an invitation. Step 7: Click Share. NOTE: To share files with everyone in the district, drag the files into your Shared with Everyone folder. Or if you already have the Share window open (as in step 2 above), type Everyone instead of the name of a person. A word of caution, these files will be accessible by all district staff and students. Share a file from an Office desktop app Step 1: With the file open in Word, Excel, PowerPoint, or another Office app, click File > Share > Invite People. Step 2: Under Invite People, type the name of each person you want to share the file with. As you type each name, suggestions appear that match your contacts. When you see the name you want, select it to add it to the invitation list. Step 3: Select the permission in the list that you want to grant people. You can change the permission later. Step 4: If desired, type a message you want to send to all the people that you're inviting. Step 5: The message invitees will receive a link to the shared document. Step 6: Click Share.

23 22 Work on files with others at the same time When you store and share your files in OneDrive for Business, you can work with others at the same and avoid reconciling multiple versions of your files. You can work together from either the online or the desktop versions of Word, PowerPoint, or OneNote. For workbooks, use Excel Online. If someone opens the workbook in the Excel desktop application, the workbook can t be edited in Excel Online until it s closed again in desktop Excel. Here are a few details to keep in mind as you work with others: In the desktop programs, co authoring works best in the most recent version of Office (Mac and Windows), but is also supported in Office There's no special co authoring mode and no command to begin working together on a document. Just open the file for editing and start working. As you edit, the Office app tells you when other people are working too. In Word, you'll even see which paragraph they re working on. Updates are handled differently in some programs from others. For example, OneNote notebooks and Excel Online workbooks show updates immediately. In Word documents, save the document to share your updates and to see what changes others have made.

24 23 SIGN OUT NOTE: When you are logged into a District computer, you are automatically logged in, so you will not be able to sign out of Outlook Web App. If you are still using the computer, you can simply close the browser window. If you are going to be away from your computer or done for the day, it is best practice to either lock (press Windows + L keys) or log off of your computer. If you're at home (not on a district computer), you can sign out by: Step 1: Click on your portrait icon on the upper right corner. Step 2: Click Sign out

25 24 CHALLENGES Now that you are more familiar with Office 365, try to complete the following challenges. Note: There are multiple ways to complete the challenges. Outlook Web App Create a new folder Reply to a new message Compose a new message People (Address Book) Add a contact and send an to him/her Calendar Add a new event and invite attendees Options Create an automatic reply Create an signature Configure Calendar Appearance Configure reminders OneDrive Create a new Word document on your computer and drag/upload into your OneDrive Share a file from your OneDrive Bonus Find and share any tips, tricks, and features not covered in this training.

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