Instructions to Office 365

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1 Hastings and Prince Edward District School Board Instructions to Office 365 June 2015 Upgrading the current system to improve communication, and address the academic and business needs of all employees has been identified as a priority in the Aim System Plan. Information and Technology Services has been working on an upgrade of our system from an on premise Exchange system to a cloud based system using Microsoft Office 365. In April 2015, the Hastings and Prince Edward District School Board began a pilot project which included selected Education Centre departments and school based staff. Although Office 365 offers many features, the focus of the pilot is on administrative storage and a new Outlook Web Access for non-administrative staff. ACCESSING OFFICE 365 Users can access the new Outlook Web Access (Office 365) by going to the board homepage, under Employees and go to Office 365. Alternatively you can go direct through a browser of your choice by going to: To access Office 365 enter your complete board address and password. Be sure to enter the complete address: e.g.

2 2 Overview Office 365 The look of the new Office 365 Webmail program is updated to best support and align with today s browsers and online applications. At the top-left corner of your screen is your Office 365 Portal icon to access the many other features of Office 365. Office 365 offers online versions of the major Microsoft applications including Word Online, Excel Online, PowerPoint Online, OneNote Online and OneDrive for cloud storage. What s New with the Office 365 ? Increased quota Users can now store up to 50 Gigs worth of . Multiple Calendars Users of Outlook Web Access can now access shared calendars One-click access to filter messages. You can select all, unread, to me, and flagged with a single click. Inline compose. In addition to reading your mail in the reading pane, you can now compose replies and forwards in the reading pane. You still have the option to open your response in a new window. Drag and drop to add an attachment. In some browsers, you ll be able to add an attachment to a message by dragging it from the desktop to the message form. Find drafts quickly. You don t have to go to your drafts folder or open a conversation to find your drafts. Conversations that you have started a new message in will be clearly marked in the list view. Refine search results with a click. You can quickly refine your search results by selecting an option to change the folders included in the search and the time period searched. Easy setup for tablets and smart phones.

3 3 Navigating the Screen Alerts Icon 3 Settings Icon 4 Help Icon 5 Personal Info Icon 6 Folder Pane 7 Message Pane 8 Reading Pane 2 The Alerts Icon The alert icon is icon will be visible with a number advising that you have current setting alerts. For example, you may have an automatic reply setup to send when s received. The calendar alert icon is a reminder icon for scheduled appointments in your Outlook calendar. 3 The Settings Icon allows you to change Display or Theme settings, as well as automatic replies. Play with the various views, until you find the one that best suits you!

4 4 4 Online Help click the question mark to access online help for the various Office 365 applications. 5 Personal Information Icon It s all about you! The Personal Information section provides an area to include additional information about yourself, like work phone number and a profile picture. Also use this icon to Sign Out of Office 365 when you are finished. 6 The Folder Pane Allow you to Search for messages or contacts This will collapse your folders Clicking MORE will open up all your folders By clicking on the various folders-you can view the s that are in that folder.

5 5 You can filter your s by Date, Flagged, Subject, etc. by clicking on this down arrow. Below this you can see some quick sorts that are used most often All, Unread, To Me and Flagged When you hover your cursor above the time your arrived this will allow you to flag this for follow-up. Right click on the flag for reminder alert options. Use the trash can to delete the . In the reading pane you will find the Reply, Reply All and Forward options. Use the option for additional actions such as mark as junk or creating rules.

6 6 7 The Message Pane Depending on your Display settings, under the Setting Icon, this Message pane view can change : -Senders name on Top Or -Subject on Top By default your message pane is displayed in Conversation view. This groups all messages by subject. This is handy to track all the replies to a message. If you want messages displayed in order of date of arrival you will need to turn the Conversation view off.

7 7 8 The Reading Pane Depending on your Display settings, under the Setting Icon, this reading pane view can change : -Senders name on Top Or -Subject on Top The reading pane is where messages are displayed. You not only can read messages in the reading pane, but also can respond to them without opening a new window. Use the Display Settings to change the location of the reading pane or hide it entirely. Reading pane on the right

8 8 Using Categories Categories can be assigned to messages and calendar bookings to visually colour code messages and appointments. More than one category can be used. When viewing the message, the category is displayed at the top of the message. In the message pane, the category is visible at the right side near the date stamp. Managing Categories Using the more actions icon select categorize from the menu and then go to Manage Categories. Select Add New Category Enter the name of your new category and select a colour.

9 9 Other Office 365 Features Office 365 offers a host of online Microsoft programs that can be used without installing the Microsoft Office Suite. Office 365 apps can be used on smart phone and idevices as well. At any time click the Apps icon to toggle between programs. Documents can be shared with colleagues within our district. Use Word Online to create or edit Microsoft Word documents. Most features of the full MS Word 2013 program are available. Use Excel Online to create or edit Microsoft Excel spreadsheets. Most features of the full MS Excel 2013 program are available. Use PowerPoint Online to create or edit slideshows. Features of the full MS PowerPoint program are available including slide transitions. Use OneNote at home & school to capture thoughts, ideas and to-do's. Find all your notes quickly in the recent view. Online notes can be organized just like a binder! Use Tasks to keep you on target with your To-Do s! Create tasks and assign due dates for reminders. Keep track of your progress as well.

10 10 Other Office 365 Features Microsoft OneDrive is your cloud-based storage space. With Office 365 you receive up to 1 terrabyte of space available in the cloud. It s like an extra hard drive that s available from any of the devices you use. You no longer need to files to yourself or carry around (and possibly lose) a USB flash drive. Instead, whether you re on your laptop and working on a presentation, sharing documents with staff or need to access work or school documents from multiple devices or locations, you can get to your files in OneDrive. OneDrive apps are available for idevices as well as Windows based computers. Folders can be setup on your OneDrive just like file folders on any computer or network drive. Documents can be shared with other board colleagues.

11 11 Setup on your Smartphone or Tablet With AutoDiscovery, setting up your board on your iphone or ipad is easy. If you already have board setup on your iphone or idevice, you will first need to delete the existing account. Don t worry! It does not erase your from the server. Go to Settings..Mail, Contacts, Calendars.. Exchange Select Delete Account Then click Delete from my iphone Add New Exchange Account Go back into Settings Mail, Contacts, Calendars.Add Account. Select Exchange When prompted enter your board address and password.

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