MICROSOFT OFFICE 365 EXCHANGE ONLINE CLOUD

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1 11/24/14 Samson V.

2 1. With the transition of the Universities to Office 365 this also opens up several Office Online applications for use. Step 1. You can access the Office Online portal two different ways. a. Login at and then click the Office 365 logo in the top right corner. 2

3 b. Login at https://portal.office.com, enter in your full address and password. This will then redirect you to the Universities login page. 3

4 Step 2. Both methods will take you to a page showing the Office Online apps, clicking on one of the applications (Word Online, Excel Online, PowerPoint Online, OneNote Online) will open up a new tab where you can then create new documents, edit already made documents or even share and collaborate with other people on a document. Step 3. These online apps function just like their respective counterparts in the Office 2013 suite of products except that everything is stored and saved in the cloud. a. You can create a new document simply by inputting data into the blank page and anything you input will automatically save itself as a new document in your OneDrive. If you want to change the name of the document you re working on click the Document box in the top middle of the screen. 4

5 b. To open up a previously saved document, click on the File tab in the top left of the screen. This will show a list of your most recently worked on documents, clicking on one of the documents will open it up in a new tab. c. To edit the newly opened document click on the Edit Document tab in the top left of the screen. Choose the option Edit in Word Web App if you would like to continue editing in your Internet browser. 5

6 Note: If you have the Word application installed with Office 2013 you will be presented with an option to edit the document in Word which will launch the application installed on your computer. d. If you cannot find the document you would like to work on it can be accessed by clicking on the option More on OneDrive for Business from the Open window. 6

7 e. This will open up a new Internet browser tab showing the contents of your OneDrive for Business. From here you can add new documents, delete documents, upload new ones, manage your documents or share them as well. f. For more information on using OneDrive for Business click here. 7

8 2. Share an online document with another person. Step 1. To take advantage of the sharing capability in Office Online click on the Share button in the top right corner of any of the Office web apps or on the Share option from the File tab. All documents are stored and shared from OneDrive for Business. Step 2. This will open up a Share window that will allow you to share your document directly with someone in the University, create a URL link that you can send to someone in order for them to access the document or see who currently has access to the document. 8

9 a. To share with someone in the University type in their address and let it find the person, click on their name and it will add it to the box. You can invite multiple people this way using the same method. Once you ve added everyone you want to share the document with, you can also provide a personal message with the invitation to provide any specific details. Before sending the invite you can choose between the options Require sign-in (highly recommended) and Send an invitation (accessible by clicking on Show Options ). Once you re ready to send the invite click on the Share button. 9

10 b. To create a link that you can share with someone click on the Get a link option on the left-hand side of the Share window. You can then create a View Only link or Edit link depending on what you want the other person to be able to do with the document. You need to click the CREATE LINK button below the option you want and then you can copy the link created to provide to whomever you would like to share your document with. 10

11 c. Choosing the Shared with option on the left-hand side will show you who you have already shared the document with. You can also everyone the document is shared with in case you make any updates to the document. If you click on the Advanced option it will take you to the SharePoint Online advanced view. 11

12 d. The Advanced sharing option will take you to a new tab that will allow you to add, modify or remove user s permissions to the document as needed. i. To edit the permissions of someone you have already shared the document with click on the Show users option show in the screen-shot below. 12

13 ii. Put a check mark in the box next to their name and click the Edit User Permissions button. Note: You can also remove a user s access this way by click on the Remove User Permissions button instead. iii. This will take you to a screen where you can choose what level of access the person has to the document. Once you pick an option click on the OK button. 13

14 iv. Selecting the Grant Permissions button from the ribbon will allow you to grant access to a new person. 3. Follow changes on a shared document Step 1. Open up your OneDrive for Business and right-click on the document and choose the follow option. Step 2. You will get a notification that you are following the document and will receive an anytime changes are made to the document. 14

15 Related Documents or URL s https://support.office.com/en-us/article/get-started-at-officecom-91a4ec74-67fe- 4a84-a268-f6bdf3da1804?ui=en-US&rs=en-US&ad=US Problem Reporting Instructions Contact the Help Desk at (4-HELP) or use the self-service portal: 15

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