IMPORTANT! Please print this document and the message it came with so you can activate your account on Day 1 of the Conversion.

Transcription

1 Class C One-Time Set-up Instructions IMPORTANT! Please print this document and the message it came with so you can activate your account on Day 1 of the Conversion. Overview Congratulations! You are part of the first phase of an exciting initiative to convert MSC s system to Microsoft Office365, the latest in cloud based services for that includes Outlook While this new system will look very familiar and you will retain all of your history including messages, contacts, task lists and calendar entries, will now be available anywhere you have an Internet connection. Eventually the entire MSC organization will move to Office 365 but in this first phase, Class C associates will move effective immediately. Please carefully read and follow the instructions in this communication to complete the following tasks: STEP 1: Set up your new account STEP 2: Apply your signature STEP 3: Configure Microsoft Lync for instant messaging Notes: PLEASE, Do not proceed without reading the following instructions first. Complete each step exactly as they have been laid out. Have your MSC UPN login ID available for use during the set up process. It is included in the first page of the instruction packet. It looks like smithj01@mscdirect.com. Do not use your first.last@mscdirect.com address. Time will vary from user to user based on your mailbox size and PC skills/comfort level, please plan for approximately an hour to an hour and a half to complete this process. During most of this time, the system will rebuild your history. Be patient but pay close attention as the process is completed. If you run into trouble, we are ready to assist! Please call the IT HELP DESK at Follow the prompts carefully. We do anticipate slightly heavier call volume on Day 1 so please be patient as we work to assist everyone who calls in. You will not be able to access on your computer until you have completed this one-time set up process. DON T DELAY. START NOW!! STEP 1: Set up your new MSC Office 365 Account in Outlook 2010 Over the course of the past weekend, changes were made to your computer to make it easy to connect to your new MSC Office 365 mailbox. Follow the steps below to configure your Outlook application to connect to your new mailbox: 1. Locate and double click the Microsoft Outlook 2010 icon to launch the client. This icon can be found at the top of your Start menu, or in the following location: 1

2 Start Menu All Programs Microsoft Office Microsoft Outlook You will be presented with a Microsoft Outlook 2010 Startup screen. Click Next to continue 3. On the Account Configuration screen, select Yes to configure an account, and then click Next 4. On the Auto Account Setup screen, enter the following information: a. Enter your name within the Your Name input field b. In the Address input field (Identified by the red arrow in the image below), enter the MSC UPN login ID provided to you in the first page of the instruction packet which came with this document. Example smithj01@mscdirect.com Note: Do not enter your actual first.last@mscdirect.com address. 2

3 c. In the Password and Retype Password fields, enter the password you use to sign in to your company computer, and then click Next 5. Outlook will begin to automatically search for your server settings Note: This process can take 5 minutes or more, so please do not interrupt the process 3

4 6. Once the Add New Account process is complete, you ll receive an update that states Your account is successfully configured. Click Finish 7. After clicking Finish, the Outlook mail client will launch and begin to download your , calendar and contact data. You ll see an alert in the bottom-right corner of your computer desktop informing you that Outlook is setting up a local copy of your mailbox. Please NOTE: This process can take an hour or more, depending upon the size of your mailbox. Do not close Outlook until this process has completed. 8. Once all of your mailbox data has been copied to your computer, you ll see the following status information in the lower right-hand corner of your Outlook client window telling you that all of your Outlook folders are up to date and have been copied to your computer. You re now ready to send new messages, receive messages and reply to messages with your new MSC Office 365 account. 4

5 STEP 2: Apply your signature Overview The company signature you previously used when sending new messages and replying to messages is still saved on your computer. Follow the steps below to add your signature to all newly created messages and to all of the replies to messages you receive from other senders. 1. Open the Outlook 2010 mail application, click the Home tab, and then click the New icon to open a window to create a new message 2. In the new message window, find and click the Signature icon, then click the Signatures option 5

6 3. In the Signatures and Stationery window, click the drop-down arrow next to New messages, and then select the name of your preferred signature. Note: The name of the signature may vary from the image above 4. While still in the Signatures and Stationery window, now click the drop-down arrow next to Replies/forwards, and then again select the name of your preferred signature. 6

7 Note: Again, the name of the signature may vary from the image above 5. Once you ve selected your preferred signature file for both New messages and Replies/forwards, click OK to save your settings. 6. Close the new message window. Your new is now configured to add your preferred signatures to both new messages and messages you reply to from other senders STEP 3: Update your Microsoft Lync Client Sign-in Please note: all of your old messages, contacts, task lists and calendar entries have been copied to your new MSC Office 365 mailbox. However you will have to manually re-add your instant messaging contacts back into the Microsoft Lync client. 1. Locate and double click the Microsoft Lync 2010 icon to launch the client. You can find the icon here: Start Menu All Programs Microsoft Lync Microsoft Lync 2010 Note: If your Microsoft Lync client is already running, you ll see a tiny icon on the bottom right corner of your 7

8 desktop. Double-click the icon to open your Microsoft Lync client 2. When the Microsoft Lync client opens, select the Settings icon, select File from the drop down menu and then click Change Sign-In Address 3. On the Lync Options page, enter the MSC UPN login ID provided to you in the message which came with this document, (Example ) as the Sign-in address: and then click the OK button Note: Do not enter your actual address. 8

9 4. You will be prompted to sign out and then sign back in to Microsoft Lync. Click the OK button 5. When back in the Microsoft Lync window, select the Settings icon, select File from the drop down menu and then click Sign Out 9

10 6. On the next screen, the Sign-in address: will already be populated with your new MSC UPN login ID. Click the Sign In button 7. The Microsoft Lync client will begin Contacting server and signing in When prompted, in the Password: field, enter the password you use to sign in to your company computer, be sure to check the Save my password option, and then click Sign In 10

11 8. 9. You ll now be signed in to the Microsoft Lync client, and you ll be ready to begin re-adding your contacts and sending instant messages to other company associates. Note: Your contact list will be empty at this point. If you re not familiar with how to add contacts to your Microsoft Lync contact list, please follow the steps in the next section to re-add your contacts. Add Contacts to your Microsoft Lync client 1. With the Microsoft Lync client open, start typing part of the person s name you d like to add as a contact in the Find a contact field 11

12 2. Once you find the correct contact in the list, click the + icon and from the drop down, click one the options to add the person to your contact list 12

13 Note: If you select the option to Add to New Group, the contact name will be added to your contact list and you ll need to enter a group name in the highlighted field 3. Repeat steps 1 and 2 above to continue to add contacts and assign them to contact groups. CONGRATULATIONS! If you have completed these steps, you have successfully set up your new Office365 account and can begin using Outlook and Lync with no interruption in your ability to send and receive s and Instant messages. Thanks for your patience and participation!! 13