Getting Started with Office 365 Contents

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1 Getting Started with Office 365 Contents What is Office 365?... 2 Key Service Highlights for Students:... 2 Summary of Benefits of Office 365 for IOE Students... 3 Learn More with Videos... 3 Logging onto Office 365 for the first time... 4 Language and Time Zone... 4 Your Mailbox... 5 Navigating Within Office Outlook Web App for Sending Keyboard Shortcuts for Settings and Options... 8 Instant Messaging... 9 Introduction to OneDrive The Options button Open a File, Browse and Edit Other Useful Information Relating to OneDrive and Office Online Introduction to Lync Your Profile Page Use Office 365 on your Mobile Phone/Tablet Download Office Applications to your PC/Laptop Resources for Learning More A. Help Feature in Office B. Microsoft s Office 365 Community web site C. Articles, Blogs and Videos Online Signing Out Note on Password Changes IT Services, UCL Institute of Education, University College London, September 2014

2 What is Office 365? Office 365 is a suite of cloud based services built around the Microsoft platform. The most important service it offers you is access to your IOE . In addition it offers you wealth of communication and collaboration tools and a generous file storage space. All services can be accessed from anywhere and from almost any device. Office 365 is based on 4 key technologies: Exchange online Provides access to Institute mailbox (50GB) via Outlook Web App. Includes , calendars and contacts Lync online Provides communication features, e.g. Instant Messaging, audio/video calling, web conferencing SharePoint online Provides storage and collaboration features, e.g. OneDrive for business, team sites, neewsfeed, social networking Office Online Browser-based versions of Excel, Word and PowerPoint enabling you to carry on editing files even though Office is not installed Key Service Highlights for Students: OneDrive for Business: Lync: Office Online: A large mailbox (50GB) accessed via Outlook Web App, includes , calendars and contacts. (Attachments max is 25MB) A private storage area (1TB). By default the files are private to you but you can share individual files or even whole folders. You can open the files with desktop Office applications or online Office Web Communicate with colleagues using Instant Messaging, audio/video calling or take part in a video conference. You can share applications, work with a virtual whiteboard and give control of your desktop to others. You can record any chat/online meetings. Browser-based versions of Excel, Word and PowerPoint allowing lightweight editing of your documents and files even when Office is not installed. All formatting is retained. Real time collaboration is available and features such as comments, version control. Page 2

3 Newsfeeds/ Social networking Team sites: Follow people in your organization, follow document updates or add posts about your work and interests. Collaborate on documents and share information and ideas across a team. (Students are encouraged to develop their own team site for their clubs or interest groups). Summary of Benefits of Office 365 for IOE Students Access to , documents, contacts and calendars at anytime from any device using Outlook Web App A much larger Mailbox 50GB (previously 100MB) Bigger attachment limits (maximum message size 25 MB) The ability to forward mail to another account The ability to bring all mailboxes into one Access mail via mobile and other devices Based on familiar Microsoft applications so you can get started straight away OneDrive for Business a place to store your files (1TGB), keep files private or select some to share Ability to edit files without having Office installed via Office Online Free downloads of the Office applications Learn More with Videos A series of excellent short videos (approx 2-3 minutes) are available from the Microsoft s web site. These provide an overview of the key services offered by Office 365. These videos are highly recommended if you are completely new to Office 365 Video Overview of Office 365 Using , calendar and contacts Communicate with Lync Link LINK - Overview LINK - + LINK - Communicate Sharing documents in Office 365 LINK - Share Documents in Office 365 Use Office and Office Online Install Office on your PC or Mac LINK - Office and Office Online LINK - Install Office Page 3

4 Logging onto Office 365 for the first time 1. Open your browser and go to the URL: 2. Enter your username and password in the two fields NOTE: Username: This is your IOE username followed by ioe.ac.uk e.g. Password: This is the same as your current IOE computing account password. Language and Time Zone The first time you log in and access your mailbox the Outlook Web App screen will open and prompt you to specify a language and time zone. Remember to click Save. DEFAULT SETTINGS Language: English (United Kingdom Timezone (UTC) Monrovia, Reykjavik Time zone: e.g. if you are in London/UK select (UTC) Dublin, Edinburgh Lisbon, London Page 4

5 Your Mailbox Once you click the Save button you will be taken to your mailbox For further details on using your mailbox see page 6 and onwards in this guide. NOTE The applications may seem a bit slow the first time you access them as Office 365 is building your account as you go along. From time to time you will see the Working on it message. Navigating Within Office 365 After your initial login, whenever you log in you will always be taken to your mailbox in Outlook Web App. You can select another service by selecting from the options provided on the Office 365 header, (blue menu at the top of the screen) Account name button Gives you options such as signing out, editing your profile, presence indicator status Help button opens the help feature Settings button provides options related to the service you are currently in Page 5 (Elipse) button provides further options Found throughout Office 365

6 Outlook Web App for After the first log in to Office 365, all subsequent logins will take you straight to your mailbox in Outlook Web App. You can read and send , create folders, move items around and do all the other usual tasks of a mailbox, and more besides. The diagram below gives you an overview of some of your options when reviewing your s. New mail button Search box Filter options Message reading pane can be resized by dragging the boundary line in either direction Options button Provides options for the message you are viewing Page 6

7 Sending When you click on the new mail button a new message opens in the preview pane area. See below. Send button To open the message in a separate window click on the icon in the top right corner To: button will take you to the address book where you can search through your contacts or the global contacts Options button will provide you with further options relating to the mail you are creating Keyboard Shortcuts for CTRL+N New message CTRL+ENTER Send message CTRL+R Reply CTRL+SHIFT+R Reply to All CTRL+SHIFT+C Reply to selected message by IM CTRL+D Delete message INSERT key Applies flag to the message header Page 7

8 Settings and Options settings and options can be accessed via the Settings button. Remember, the Settings button is context sensitive and different options will be available depending upon which service you are in, e.g. Outlook will show options opposite, Explore all the drop down menu options. Click on Options for further settings and options SETTINGS AND OPTIONS INCLUDE: Forward your s See from all your accounts in one place Setting up an signature Setting automatic replies, inbox rules, delivery reports Setting message options (e.g. playing a sound, display a notification) Switching on/customizing read receipts, the reading pane and message formats Changing the display settings (e.g. message list, conversations) Customizing message font Block senders Changing the theme Example: Settings Options Settings NOTE: Forwarding of s If you are setting up the forwarding of your s do remember to check the box: keep a copy of forwarded messages in Outlook Web App Page 8

9 Instant Messaging SIGN IN AND OUT OF IM Before you can use the Instant Messaging feature you need to sign in to IM. You can find the option to sign in (or out) of IM on the Account Name button (top right of screen). PRESENCE INDICTOR SHOW OTHERS YOUR STATUS Once you are signed in to IM you can select a presence indictor to indicator your status. 1. Click on the account name button (top right corner of the screen) to get a drop down menu displaying a choice of presence indictors. 2. Select which of these options you wish to have against your account so others can see your status before contacting you Your chosen status (colour) is indicated in the box to the left of your account name button START AN INSTANT MESSAGE 1. Make sure you are signed in for Instant Messaging, see above. 2. Find the person you want to send an instant message to, either locate them in the address book (People option on Office 365 header), or find a message from them. 3. Click on the name to display their contact card. 4. Select the IM icon to open an IM session with them. Alternatively, select an from the person, click on the ellipses in top right of message window, select Reply by IM. (This will be greyed out if the person is not signed in for instant messaging) TO ACCEPT AN INSTANT MESSAGE The request icon will appear at the top of the Outlook Web App page. Click on the icon. You can either Accept or Ignore the request Page 9

10 Introduction to OneDrive OneDrive in Office 365 is the abbreviated name for OneDrive for Buisness. It is different from the OneDrive account you may have with a Hotmail account. The OneDrive in Office 365 lets you: Store and organize your documents and files in a secure location Share files and folder with other people and give them permission to review or edit the content Synchronize files and folders with your computer or mobile devices so you can access your content offline. To access your OneDrive click on OneDrive on the Office 365 header Upload Document (available on the File tab) Use to upload an existing file from another location New Document button Click to create a new Word, Excel, PowerPoint file Focus on Content button This will hide the pane on the left (holding the profile picture and links) To select an item: (so you can then apply a command from ribbon tabs) Click in the space to the left of the file icon & name. The item will highlight and a tick will appear To open an item: Click on the file/folder name Options button, Includes a preview of the file Shared or Private status icons Page 10

11 The Options button PREVIEW OF FILE If you click on the Options button for any file in your OneDrive list a preview of the file will open in a menu Under the preview a few other properties will be listed Further commands and another Options button is available Click on the second Options button for further options Open a File, Browse and Edit 1. Click on a document name to open it. It will first open in Reading view. You cannot edit the file in this view but you can switch on the comments feature and begin entering comments. Reading View Comment icon, click to see comment text Page 11

12 2. Click on the Comments tab on the ribbon if you wish to use the comments features (very useful when sharing and collaborating) To add a comment: Click on some relevant text in the document, click on the New Comment button, type the comment and click on the Post button. 3. To edit the file click on the Edit Document tab on the ribbon. You can select either: Edit in Word - if you are using a computer with Word installed locally Edit in Word Online for simple/lightweight editing Word Online screen (a lightweight version of Word) Page 12

13 Other Useful Information Relating to OneDrive and Office Online SHARING A FILE/FOLDER You can easily invite people to share a file or folder. If you share a folder all the contents of that folder will be shared too. Look for the Share command available from various places. You can decide whether people can edit or just view. And also whether people will be required to sign in to their Office 365 account before they have access. For more details refer to Help files and further resources. SYNCHRONIZING FILES AND FOLDERS WITH YOUR COMPUTER It is possible for you to synchronize files and folders with your computer so that you can access and edit your content offline For more details refer to Help files and further resources. (see pages 17-18) NOTES ON WORD ONLINE More than one person can edit a document at any one time Any collaborators currently editing will be indicated. SAVING TO ONEDRIVE FROM OFFICE 2013 If you are using an Office 2013 application, when you select Save As you can opt to save to your OneDrive as it will be one of the options listed. FOLLOWING DOCUMENTS When you share a document you can choose to start following the document. This means you will get updates in your Newsfeed when other people edit the document. LINK - Video on Following Documents Introduction to Lync Lync provides you with easy and efficient ways of communicating e.g. Instant Messaging, Audio/Video calling, Video Conferencing. You can give control of your desktop to others, share applications and work with a virtual whiteboard. You can record any chat/online meetings. Lync must first be installed from Office 365 to your computer. The Install command can be accessed from Office 365: 1. Log into Office Click Settings (top right hand corner wheel ), then select Office 365 settings Page 13

14 3. Click Software from the choices on the left, then click on Lync 4. Click on the Install link MORE DETAILS ON LYNC Lync is covered by a separate guide. You can view an introductory Lync video, see page 3 for the link to the video. Your Profile Page At any time you can navigate to your profile page to update/add information or add a photograph. Your profile is a way you can introduce yourself to others at the IOE. Anyone who clicks on your contact will be able to see your profile. It s a good place to highlight your expertise, current course or list your interests. To edit your profile: 1. Click Newsfeeds on the Office 365 header (blue bar at top) 2. Click About Me from the choices on the left 3. Click the Edit your profile button located top right 4. Your profile information is spread across three separate edit screens. Move through these screens by selecting them using the three links at the top. 5. To add or change the photo make sure you are in the Basic Information screen, then click on the Change your photo Follow through with the prompt to Browse and select. TIP: For some of your profile information you will be able to select who sees that information, i.e. either everyone or only you. Page 14

15 Use Office 365 on your Mobile Phone/Tablet You can set up your mobile device to allow you to carry out various Office 365 tasks from it, such as: Collaborate: Check your , access contacts and calendar items Use Office Web Apps to view, edit and share Word, Excel and PowerPoint files Communicate: Take part in instant messaging and join Lync meetings. (Download of Microsoft Lync Apps is required) 1. Click Settings (top right hand corner wheel ), then select Office 365 settings 2. Click Software from the choices on the left, then click on Phone & tablet 3. Select the type of phone or tablet you have 4. Select the app you require then click get app to start downloading Download Office Applications to your PC/Laptop All students are currently able to download any of the Office applications to up to 5 computers for free. 1. Click Settings (top right hand corner wheel ), then select Office 365 settings 2. Click Software from the choices on the left 3. Select the application you require from the list 4. Scroll and click the Install button Page 15

16 Resources for Learning More A. Help Feature in Office Click on the Question mark? button in the top right corner, and select the Help option 2. A help window opens offering you information and links to help articles relating to the services you are currently in, e.g. Outlook, Sites, People. Either type key words into the search box at the top or follow the provided links until you get to the information you require. B. Microsoft s Office 365 Community web site See URL: From here you can access and search through blogs, forums, wikis and troubleshooting articles Click Learn more about Office 365 to access further information, including links to template and news of what is new in Office Page 16

17 C. Articles, Blogs and Videos Online There is plenty of information on Office 365 available on the web. Simply use your favourite search engine to search for Office 365 or any of its features and you will have plenty to look through. Signing Out To sign out click your name (top left hand corner) and select Sign Out from the drop down list. Note on Password Changes If you need to change your password before it expires, and you are on a computer outside of the Institute you may go via the IOE Portal: 1. Log in via the IOE portal 2. Select Tools from the top menu, then select Change Password 3. Enter the old password and new password twice where prompted 4. Click on the Change button. The option to change your password offered to you in Office 365 will not work. Page 17

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