How to Use Your Office 365 Account Microsoft Office 365 is a free account which allows students access to their student email as well as the rest of the Microsoft Office Online suite including Word, Excel, PowerPoint, OneNote, and Skype for Business. The full version of the Microsoft Office suite may also be installed on a PC or Mac free of charge! Read below to get started. Sign in to Office 365 1. Go to http://www.outlook.com/utpb.edu or http://www.utpb.edu, then click UTPB Email at the bottom of the page. 2. Enter your login information (FalconID and password), then click Sign in. (For more information on or help with your FalconID, go to https://falconid.utpb.edu/) Rv. 11-24-15 JL 1
Navigating Office 365 Upon sign in, the home page is defaulted to a view of your Outlook email account (for more information about using Outlook, see the Using Outlook section on the next page). To view other sections of your Office 365 account, click the grid icon in the top left-hand corner, then click the icon of the section you wish to view. Other Options Other options can be seen by clicking the icons in the top right-hand corner. Notifications Settings Help Account See details about new email messages, calendar appointments, etc. Change the theme or access Office 365 account settings Search for tutorials or contact IT for assistance Change profile picture, About me information, View Account, or Sign Out Rv. 11-24-15 JL 2
Using Outlook Viewing Folders The default view upon sign in is shown below (it s blurry on purpose, for privacy reasons ). To see an expanded menu including all folders of the account, click More > on the left of the screen. Rv. 11-24-15 JL 3
Composing a New Email 1. Click 2. A new window will appear in the viewing pane to the right with your blank email message. 3 3. All options are listed at the top of the message in the light blue bar and include Send, Attach, Add-ins, Discard, More Options ( ) and Open the message in a separate window ( ). a. Send - send the email b. Attach attach files to the email c. Add-ins insert a template into the email d. Discard delete the draft email e. More Options Save draft, Show Bcc, Show From, Check names, Set importance, Switch to plain text, Show message options ( add delivery or read receipt, encrypt message, digitally sign message) 4. Add a recipient, subject line, body, and any desired options, then click Send. Searching Email You can search through all of the folders and your inbox for emails with keywords or names by using the search box in the top left-hand corner. Rv. 11-24-15 JL 4
In this example, a name was entered into the search box. 1. Search criteria options will appear on the left, below the search box, and include in what folders the search is performed in, who the message was from, if it had attachments, and when the message was sent/received. 2. Search results will appear on the right and show the original search criteria highlighted in yellow. The search results will change depending upon which search criteria is chosen. 1 2 3. Exit the search by clicking Accessing the Calendar Once logged in to your Office 365 account, click the grid icon in the top left-hand corner (this should look familiar!). Choose Calendar by clicking its icon. Rv. 11-24-15 JL 5
Viewing the Calendar The default view is shown below. On the left menu, you can view calendar listings which include your calendar or any shared calendars as well as any groups you are a part of. Any appointments will appear on the corresponding scheduled days in the center. An appointment listing can be seen on the right hand side of the screen and can be viewed by day, week, month, etc. Rv. 11-24-15 JL 6
Other Options Other options can be seen by clicking the icons in the top light blue bar. New Add calendar Share Print Add a new calendar Share calendar(s) with including Secondary, others by invitation Birthday, Holiday, or from file, internet, or directory Create a new calendar event Print calendar(s) in various views and time periods Creating a New Calendar Event 1. Click 2. A new window will appear with your blank calendar event. 3. All options are listed at the top of the message and include Save, Discard, Attach, Skype meeting, Add-ins, Charm, Categorize and Open the message in a separate window ( ). a. Save - save the new event b. Discard delete the new event Rv. 11-24-15 JL 7
c. Attach attach a file to the new event d. Skype meeting set up a Skype meeting in conjunction with the new event e. Add-ins add a template to the new event f. Charm add an icon to categorize the event by symbol g. Categorize assign the event a category 4. Add a title & location, choose a date & time, choose if the event will repeat, what calendar you want to save the event to, if you would like a reminder, your status, and a subject body. 5. On the right, there is the option to add attendees to the event from your Outlook contacts. Add attendees if desired, then click Save. Adding a New Calendar 1. Click 2. Choose which calendar type you wish to add from the drop-down menu by clicking on it (birthday calendar was chosen in this example). 3. A new calendar named Birthdays will appear under My calendars on the left side of the screen and below the month and year. The calendars can be viewed or hidden by clicking their name(s) under My calendars on the left. Rv. 11-24-15 JL 8
Sharing Calendars 1. Click then 2. A new window will appear with a blank invitation to share the calendar. 3. Enter the email address of the person with whom you wish to share the calendar. A box will appear below the Share with: blank that contains sharing options which include Availability only, Limited details, Full details, Editor, and Delegate. a. Availability only provides user with the time of appointment only b. Limited details provides user with the time, subject, and location only c. Full details provides user with the time, subject, location, and other details d. Editor grants full editing permission of the shared calendar e. Delegate grants full editing permission with the addition of accepting/declining appointments on the owner s behalf Rv. 11-24-15 JL 9
4. Choose a sharing option from the menu, change the subject if you wish, and choose which calendar to share, then click Send. Microsoft Online Products Office 365 includes access to Microsoft Office Online products which differ from Microsoft Office that is installed on your PC or Mac. These products (Word, Excel, PowerPoint, etc.) can be opened and used online without having Microsoft Office installed on your PC or Mac and are connected to your OneDrive within your Office 365 account. OneDrive acts as its name suggests, a drive, which stores all of the files you create with Microsoft Online products. It is a cloud based drive, so if a file is saved in your OneDrive, it can only be accessed through your OneDrive (online) and not within files saved to your PC or Mac (unless you save it to your PC or Mac as well ). Microsoft Office Suite Full Version Online How/where to open programs In programs on PC or Mac Online through Office 365 (Word, PP, Excel) Saving options Save directly on PC or Mac Online in OneDrive (automatic) or Save As to PC or Mac Sharing capabilities No built-in options, can attach files to an email Online through OneDrive or the online programs Uploading No uploading within the programs Can upload files from PC or Mac to OneDrive Syncing No syncing within the programs Can sync files from PC or Mac within OneDrive Rv. 11-24-15 JL 10
Accessing Microsoft Online Products Once logged in to your Office 365 account, click the grid icon in the top left-hand corner. Choose the program you wish to use by clicking its icon. Using Microsoft Online Products In this example, Word Online was chosen. The first screen you will see is much like the typical Microsoft Word screen (a smidge different) which includes recent documents to the left and templates to choose from in the center/right. Choose New blank document or the desired template by clicking it. Rv. 11-24-15 JL 11
Word Online will open with whatever option was chosen on the previous screen (General notes was chosen for this example). Most all of the normal Word options will be available in the online version with a couple of differences: saving and sharing. Saving You cannot save the file because it automatically saves while you work. Click File, Save As to see your options. You can Save As to save a copy, Rename the file, Download a Copy to your PC or Mac, Download as PDF to your PC or Mac, or Download as ODT to your PC or Mac. Sharing You can share your document with others in a couple of different ways. Click in the top right-hand corner. A box (see left) will appear with options. You can invite people to edit or view the document by email address or you can send them a link to view the document online. Rv. 11-24-15 JL 12
Using Microsoft PowerPoint or Excel Online will not differ much from Word Online in that all files are automatically saved in your OneDrive and saving and sharing is the same throughout. OneDrive As previously stated, OneDrive is a cloud-based drive which stores all of the files you create with Microsoft Online products. Accessing OneDrive Once logged in to your Office 365 account, click the grid icon in the top left-hand corner. Choose OneDrive by clicking its icon. OneDrive Home Screen The home screen in OneDrive contains some searching options and folders on the left and then a file listing in the center. Rv. 11-24-15 JL 13
Other Options Other options can be seen by clicking the icons in the top light blue bar. New Upload Sync Open Create a new folder or a new file within a Microsoft Online program Upload a document to OneDrive from your PC or Mac Sync files from your PC or Mac with OneDrive Open a file in OneDrive Using OneDrive Clicking the File Name in the home screen will open the file in another window to view. Other options will be available in the top right-hand corner. To edit the document, click Edit Document once opened. You can also print, Share (as seen on pg. 12), add comments, or access other commands including Find, Translate, Download, Download as PDF, Embed, Help, etc. Adding a Checkmark to the left of a document in the home screen will open up other options in the blue bar. Rv. 11-24-15 JL 14
Installing Microsoft Office on PC or Mac The ability to install and download the full versions of Microsoft Office programs is also an option available within your Office 365 account. After logging in to Office 365, click Office 365 in the top left-hand corner. The next screen will populate with what version is needed by you depending upon what type of machine you used to log in with. This example was done on a PC, so it defaulted to Install Office on your PC. There are also options to change the language, search engine and browser homepage above the Install Now button. Leave them selected if you desire or deselect if not, then click Install Now. The download file should appear; click Run. You will then have to enter your credentials to grant permission for the download. Proceed through the subsequent screens to complete the download. Once the download has finished, you may use the entire Microsoft Office suite as needed from your PC or Mac. Rv. 11-24-15 JL 15