A guide for students Outlook and OneDrive E-mail, Calendar, Contacts, Cloud Storage, Office Online
Hwb / Hwb + Office365 Student user guide Audience Overview Hwb / Hwb+ authenticated Students All authenticated Hwb / Hwb+ users are provided with access to the Microsoft Office365 toolset. This provides web based access to the Microsoft Office suite, including e-mail, online storage and online versions of the Microsoft Office applications including Word, Excel, PowerPoint and OneNote. Action required None for information only. Further information Enquiries about this document should be directed to: Hwb Team Digital Learning Division Department for Education and Skills Welsh Government Cathays Park Cardiff CF10 3NQ e-mail: hwb@wales.gsi.gov.uk Additional copies This document can be accessed from the Hwb website at hwb.wales.gov.uk Crown copyright 2014 WG21424
Contents What is Office 365? 4 Storage 4 Important Note 4 Keeping your password safe and signing out 4 How do I access Office 365? 4 Signing in to Office 365 for the first time 5 E-mail 6 Calendar 6 People 7 OneDrive 8 Outlook 9 E-mail 9 New E-mail 9 Attachments 13 Sent Items 16 Receiving Mail 17 Categories 18 Sorting, Filtering and Searching 19 Reply, Reply All, Forward 20 Deleting e-mails 22 Folders 26 Flag 28 Tasks 29 E-mail Signature 32 Automatic Replies 33 E-mail Display Settings 35 Calendar 36 New Event 36 Categories 39 Marking Events as Private 40 Event Notification 41 Calendar Views 42 Create a New Calendar 42 Viewing Multiple Calendars 43 Sharing your Calendar 44
People 46 Managing your Contacts using People 46 New Contact 47 New Group 47 Changing the Interface language for Outlook 49 Theme 52 OneDrive 54 Uploading 54 Drag and Drop 57 Downloading 59 Creating New Documents using Office Online 61 Open in the desktop version of Office application 65 Document Preview 69 Editing Documents 69 Deleting 71 Recovering Deleted Documents 72 Folders 75 Shared with Everyone Folder 75 Creating a New Folder 76 Moving a document to a folder 78 Creating new documents in a folder 80 Uploading to a folder 80 Sharing Documents and Folders 81 Version History 84
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What is Office 365? As part of the Hwb+ rollout, users will also have access to an Office 365 account. Office 365 is a collection of online tools such as e-mail, calendar, contacts and instant messaging. It also includes document storage and Office Online which allows you to create and edit Microsoft Word, PowerPoint, OneNote and Excel documents in a web browser, without having Office installed on the device. You can log in to Office 365 on any device with a web browser and access to the internet. Storage Every user will have 50GB of storage for Exchange Online (E-mail, Calendar and Contacts) and up to 1TB of storage for OneDrive. Important Note Keeping your password safe and signing out It is extremely important that you don t give out your password for Hwb+ and Office 365 to anyone as you will be responsible for any misuse linked with your account. You should sign out of Hwb+ and Office 365 every time you have finished using them, as this will ensure that no one else will be able to log into your Hwb+ and Office 365 accounts on the same device. How do I access Office 365? Access Office 365 through the Mail button in Hwb+ 4 Office 365 student user guide
Signing in to Office 365 for the first time When opening Office 365 for the first time, you will be asked to choose your preferred language. Welsh is available in the list. Click Save to save your choice. You can change your language settings once this has been set up. The Outlook Web App will open. Navigate through Office 365 using the top navigation menu. Office 365 student user guide 5
E-mail The first page you will see is the Outlook page, which is your e-mail. Calendar Your Office 365 calendar is a useful tool for organising your time. Sharing your calendar with others and viewing other calendars helps to arrange meetings. Inviting others to a meeting event automatically updates their calendar. 6 Office 365 student user guide
People This is your Contacts list or Address book. Office 365 student user guide 7
OneDrive OneDrive is cloud storage for Office 365. Cloud storage means saving your data online, which gives you the benefit of being able to access your data anytime, anywhere. 8 Office 365 student user guide
Outlook E-mail Your Office 365 e-mail address is your Hwb+ username followed by @hwbmail.net It should look like this: username@hwbmail.net New E-mail To start a new e-mail, click on the +new mail button at the top left corner, whilst in Outlook. The e-mail window will open. Click in the To field and either type an e-mail address or search for a contact by typing the name and clicking Search Contacts & Directory. To send a carbon copy, add addresses or contacts to the Cc field. You can add multiple contacts or addresses in the To, Cc and Bcc fields. Office 365 student user guide 9
10 Office 365 student user guide The results displayed will be from your contacts list.
Other Options Save - Saves the e-mail in the Drafts folder. Show Bcc Shows the Bcc field. Addresses or contacts added to the Bcc field of an e-mail won t appear to recipients of the e-mail, whereas addresses and contacts in the To and Cc will. Show from - Shows the From field. If you have multiple e-mail accounts linked to Office 365, this field allows you to choose the account you are sending the e-mail from. Check names Checks the addresses or names entered against the global address list. Set importance Allows you to set the importance of an e-mail to high, normal or low. E-mails are set to normal by default. High will display a! Low will show a downward pointing arrow. Switch to plain text This takes out the formatting of the text. Show message options... Allows you to set the sensitivity of the e-mail. Request a delivery receipt and read receipt. Office 365 student user guide 11
It is considered good practice to give the e-mail a subject. Write your e-mail in the blank space under the text editor tools. Text Editor Tools Change the font, the size and click on the arrows button to view more editing options. 12 Office 365 student user guide
Attachments To insert a document as an attachment in the e-mail, click Insert then choose attachment. Your file explorer will open. Search for a file, select it then click Open to upload. Office 365 student user guide 13
The file was uploaded successfully and is shown under the Subject line. Paperclip The paperclip shows that there is a document attached to the e-mail. Please note, the size limit for inbound and outbound e-mail messages is 25MB, including attachments. 14 Office 365 student user guide
Inserting a Picture To insert a picture in to the e-mail, click Insert, then picture. Search for a picture then select it. Click Open to upload. Office 365 student user guide 15
Send Click send to send the e-mail. The e-mail will be saved to your Sent Items folder. Sent Items 16 Office 365 student user guide
Receiving Mail When receiving a new e-mail, you will see the following: 1. E-mail icon on the top navigation bar 2. Pop out notification from the top navigation bar 3. The number of new unread e-mails will be displayed next to Inbox 4. The subject line of unread e-mails will be displayed in a different colour. Office 365 student user guide 17
Categories Categories allow you to tag e-mails, tasks and calendar events to make it easier to search through later. You will be able to filter e-mails depending on the category or categories assigned to it. To assign a category to an e-mail, click on the... button for more options. Click categorize to choose one or more categories to assign to an e-mail. To customize the categories, click Manage Categories which will allow you to add to and edit the list of categories. Managing Categories The colour of the category will be displayed in the e-mail list and in the e-mail itself. 18 Office 365 student user guide
Sorting, Filtering and Searching Sorting, filtering and searching through your e-mails makes it easier for you to look back through your e-mails. Sorting your e-mail Your e-mail is sorted by date by default the most recent e-mails appear at the top. It is possible to sort by other fields see the list for all options. Filtering Use the filter buttons to find your unread e-mails, e-mails sent directly to you or flagged e-mails. Office 365 student user guide 19
Search Use the search box to search for key words in e-mails. Search results are displayed with the search words highlighted. Reply, Reply All, Forward Reply, Reply All Reply will send an e-mail to the addresses in the To field. Reply All will send an e-mail to the addresses in the To field and the Cc field. RE: is added to the beginning of the subject line to show that the e-mail is a reply. New addresses or contacts can be added to the To, Cc and Bcc fields. Please note that when replying to e-mails with attachments, the attachments will not be sent on. 20 Office 365 student user guide
The < arrow shows that you have replied to the e-mail. Forward FW: is added to the beginning of the subject line to show that it has been forwarded. Please note, attachments in the original e-mail will be forwarded along with the e-mail. Office 365 student user guide 21
The > arrow shows that you have forwarded the e-mail. Deleting e-mails To delete an e-mail, either 1. Click on the X in the e-mail list or, 2. In the e-mail, click... then delete. The deleted e-mail will be moved to the Deleted Items folder as soon as you delete it. 22 Office 365 student user guide
To delete multiple e-mails, hover over the left of the senders name for a tick box to appear then click to tick it. Once you have ticked more than one e-mail, options will appear where the e-mail is normally displayed. This also gives you the option to flag multiple e-mails (Flags will be covered later on in this guide) and to move multiple e-mails (see the Folders section for more on this). Deleted Items Deleted e-mails are moved to the Deleted Items folder for 30 days until they are permanently deleted. To retrieve a deleted e-mail, go to the Deleted Items folder. Office 365 student user guide 23
Right click on the e-mail that you would like to retrieve. Click Move and then select the folder that you would like to move it to. To retrieve multiple e-mails, tick two or more, as before and click Move. 24 Office 365 student user guide
To permanently delete an e-mail, click the X next to the e-mail whilst in the Deleted Items folder. Office 365 student user guide 25
Folders Sorting your e-mails into folders helps you keep track of your e-mails. Example: A teacher may have a folder for e-mails from pupils regarding homework. A pupil may have a folder for e-mails relating to a subject, lesson or project. Creating new folders To create a new folder, right click where you d like the folder to come under then click create new folder. 26 Office 365 student user guide
I have named the new folder Homework. To rename a folder, right click on it and choose rename. To move e-mails to another folder, right click on the e-mail and click Move. Choose the folder you want to move the e-mail to from the list, then click move. The e-mail has been moved to the new Homework folder. Office 365 student user guide 27
Flag If an e-mail needs an action which you cannot do immediately, or plan to do later on, you can flag it which will act as a reminder to you. To flag an e-mail, click on the flag icon. Flagged e-mails will also appear in the Tasks area. Right click on the flag for more options. 28 Office 365 student user guide
Tasks The tasks area acts as a to-do list which can help to plan your work. As well as showing all flagged e-mails, you can also create your own tasks. To get to Tasks, click on Tasks at the bottom left corner in Outlook. Office 365 student user guide 29
Adding a new task To add a new task, click on the +new task button. Attaching a file The Insert button opens the file explorer. Search for a file and click Open to upload. The document has been uploaded. 30 Office 365 student user guide
Categories Categories allow you to tag e-mails, tasks and calendar events to make it easier to search through later. Please note that you will need to save the task before you are able to assign a category. Click on... then categorize. Click on the Show more details button to add more information. Office 365 student user guide 31
E-mail Signature An e-mail signature is usually your name and contact details which you d put at the end of an e-mail. You can manually insert it into e-mails or set it to automatically appear in every e-mail you send. Whilst in Outlook, click the settings button ( ) then options. Type the text that you wish to display in the e-mail signature box and edit using the text editor tools. If you d like the signature to appear in every e-mail you send, tick Automatically include my signature on messages I send. If you do not wish for the signature to appear in every e-mail you send, keep the box unticked. 32 Office 365 student user guide
To add the signature manually, click Insert then signature whilst editing an e-mail. Automatic Replies Replies can be sent automatically to e-mails received when you are unable to check your e-mail. For example, when you are away on holiday. To set up Automatic Replies, go to the settings button on the top navigation menu then click Options. Office 365 student user guide 33
Go to Organize e-mail Automatic replies Tick Send automatic replies. You can choose to turn on automatic replies manually by ticking the Send automatic replies box, or you can set the date range for when you d like the replies to be sent. Type the reply you want to be sent in the text editor box. Click Save. 34 Office 365 student user guide
E-mail Display Settings Use the display settings to change the way that your e-mails are displayed. Office 365 student user guide 35
Calendar Your Office 365 calendar is a useful tool for organising your time. Sharing your calendar with others, and viewing other calendars helps to arrange meetings. Inviting others to a meeting event automatically updates their calendar. New Event To add a new event, click on the +new event button at the top left corner, whilst in Calendar. You can either add an event for yourself or you can invite others to the event. If you invite others to an event, it will automatically add the event to their calendar. 36 Office 365 student user guide
Adding a description Attaching a file Click on the... button, then insert and attachment. Office 365 student user guide 37
Your file explorer will open. Search for a file, select it then click Open to upload. Enter the details of the event. Click on the + in the Attendees field to search for contacts. 38 Office 365 student user guide
Categories Categories allow you to tag e-mails, tasks and calendar events to make it easier to search through later. Office 365 student user guide 39
Marking Events as Private When sharing your calendar with others, the only information shared for events marked as private will be your availability - Free, Working elsewhere, Tentative, Busy, Away. A lock is displayed to show that the event is private. 40 Office 365 student user guide
Click on events to open a pop-up displaying more information. Click Edit to edit the event. Event Notification Event notifications are displayed in the same area as e-mail notifications. Office 365 student user guide 41
Calendar Views The default view for the calendar is Month. Click on the view buttons to change the view. To navigate through the calendars, use the small calendar on the left and the months across the top. Create a New Calendar To create a new calendar, right click on My Calendars and click new calendar. 42 Office 365 student user guide
Name your calendar. I have named the new calendar My Timetable and I ve added events in for my lessons. I have set them to repeat every week. Viewing Multiple Calendars Ticking the calendar allows you to view multiple calendars at the same time. The timetables are colour coded to make it easier to see which calendar the events belong to. Office 365 student user guide 43
Sharing your Calendar To share your calendar with others, click on the Share button. You can add several e-mail addresses or contacts in the Share with field. 44 Office 365 student user guide
Choose what you would like to share. If you have more than one calendar, you can choose which ones you d like to share. Office 365 student user guide 45
People This is your Contacts list or Address book. Managing your Contacts using People Click +new to create new contacts and contact groups. 46 Office 365 student user guide
New Contact Enter as much information as you like to add a new contact. New Group To create a new group, give it a name then add members. Either type e-mail addresses into the members field, or use it to search for contacts. Office 365 student user guide 47
You can also add contacts from an e-mail. Click on the person s name to open a pop-up box, then click add to contacts. A new contact page will open where you can add more details. 48 Office 365 student user guide
Changing the Interface language for Outlook Please note, we are currently only able to change the interface language to Welsh for Outlook, Calendar and People. To change the interface language for Outlook, Calendar and People, whilst in one of the three, click on the settings button in the top navigation menu ( ) and click Options. Click settings then regional. Use the drop down menu of available languages to select a different language. Office 365 student user guide 49
In this example, we will change the interface language to Welsh. Once you have selected the language, click Save. 50 Office 365 student user guide
The language has been changed. The language of the menus, buttons and folders will change but folders that you have created and text in e-mails will remain the same. Office 365 student user guide 51
Theme To change the theme, click on the settings button ( ) in the top navigation menu whilst in Outlook, Calendar or People. Please note that the theme will only be applied to Outlook, Calendar and People. Click on a theme, then click Ok to save. 52 Office 365 student user guide
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OneDrive OneDrive is cloud storage for Office 365. Cloud storage means saving your data online, which gives you the benefit of being able to access your data anytime, anywhere. Uploading You can upload any file, including pictures, videos and documents. To upload a file, click on the +new document button. 54 Office 365 student user guide
Click Upload existing file. Click Browse to open your file explorer. Office 365 student user guide 55
Your file explorer will open. Search for a file, select it then click Open to upload. Click Ok. 56 Office 365 student user guide
New documents will appear with to indicate that it is a new document Drag and Drop To drag and drop files, open your file explorer. Office 365 student user guide 57
As soon as you start to drag the document onto the page a box will appear with Drop here As soon as you let go in the box, the file will upload. 58 Office 365 student user guide
Downloading To download a document click on the... menu next to it. This will open the document preview. Click the next... to open another menu. Click Download a Copy. Office 365 student user guide 59
A pop up will appear. Choose Save as to select where you would like to save the document. Please note, this may be different in other web browsers. 60 Office 365 student user guide
Creating New Documents using Office Online To create a new document, click +new document. A menu will open where you can choose the type of document. In this example, we will create a new PowerPoint document, but the process is the same for each one. Please note, the Excel Survey has been disabled as this feature is part of Hwb+. Office 365 student user guide 61
The first thing you will need to do is to name the new document then click Ok. PowerPoint will open in the web browser It will have most of the features of the desktop version. 62 Office 365 student user guide
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64 Office 365 student user guide To return to OneDrive, Click on your username in the top left corner of the window.
Open in the desktop version of Office application Although the Office Online versions of the applications have most of the tools and features that the desktop versions of office have, you may want to open documents in the desktop version. To do this whilst you have the document open in the web browser, simply click Open in (PowerPoint) this is the same for each application (i.e. Word, Excel and OneNote). You may get a pop up message asking if you re sure that you d like to open the document. Click Yes. Office 365 student user guide 65
A login window for Office 365 will open. Enter your Hwb+ username followed by @hwbcymru.net (username@hwbcymru.net) Please note, this is not the same as your e-mail address, which is username@hwbmail.net Once you have entered the e-mail address, it will redirect you to the Hwb+ login page before you are able to enter your password. 66 Office 365 student user guide
You will be redirected to the Hwb+ login page. Enter your Hwb+ username and password then click Log on. The desktop version of the Office application will open (in this case, PowerPoint). Click Enable Editing in the yellow bar to edit the document. Office 365 student user guide 67
Changes made to the document will be saved to OneDrive when you click the save button. You will notice a green arrow on the save button, this indicates that the document is saved in OneDrive. Clicking on File will give you more options on viewing previous versions of the document and on sharing the document with others. We will cover sharing documents later on in this document. 68 Office 365 student user guide
Document Preview To view a preview of a document, click on the... menu next to the document. This makes it easier when searching for a document as you don t have to open each document. Editing Documents To edit a document, you can either click on the document name to open it then click Edit Presentation and Edit in Online or Edit in (PowerPoint) to open the desktop version. Office 365 student user guide 69
Or you can click on the... menu next to the document name and then click Edit. If you have Microsoft Office installed on the device you are using, it will open in the desktop version. You will be required to log in using your Hwb+ username followed by @hwbcymru.net (username@hwbcymru.net) and your Hwb+ password. Please note, this is not the same as your e-mail address, which is username@hwbmail.net 70 Office 365 student user guide
Deleting To delete a document, click on... then... again. Please note, this is the same process for deleting a folder. Click Delete. Office 365 student user guide 71
You will be asked if you re sure you want to delete the item. Click Yes if you are sure. Recovering Deleted Documents Deleted documents will be moved to your Recycle Bin, where they will stay for 90 days before being permanently deleted. To get to your Recycle Bin for OneDrive, click the settings button ( the top navigation menu then click Site contents. ) in 72 Office 365 student user guide
Click Recycle Bin (The number of items in the Recycle Bin will be displayed in brackets). You can Restore or Delete documents from the Recycle Bin. Office 365 student user guide 73
To Restore a document, tick the box to select it then click Restore selection. A pop up message will ask you if you re sure you want to restore it. Once you have clicked Ok, the document will be moved back to the folder that it was in before it was deleted. To Delete a document, tick the box to select it then click Delete selection. A pop up message will ask you if you re sure you want to delete it. Once you have clicked Ok, the document will be permanently deleted. 74 Office 365 student user guide
Folders Folders allow you to organise your documents. Use folders in OneDrive as you would in your Documents area on your computer. Shared with Everyone Folder In OneDrive, you will notice a folder named Shared with Everyone. Anything you save to this folder will be available to everyone. Everyone means all users with a Hwb+ account, which will be all students and staff in every school in Wales. Please take care when moving documents to your folders that you don t drop it in to the Share with everyone folder accidentally. Anything you save in the Shared with Everyone folder is linked to your name and can be traced back to you, as with all other aspects of Office 365. Office 365 student user guide 75
Creating a New Folder To create a folder, click +new document then click New Folder. Name the folder then click Save. 76 Office 365 student user guide
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Moving a document to a folder To move a document into a folder, simply drag and drop the document into the folder. 78 Office 365 student user guide
Click on the folder name to open it. You will see that the document has been moved. The folder name will be displayed at the top (Documents Geography Work). Click on Documents to go back up to the higher level. Office 365 student user guide 79
Creating new documents in a folder To create a new document within a folder, click +new document as before. Uploading to a folder To upload a document to a folder, first make sure that you are in the right folder. Click +new document then Upload Existing File, as before. 80 Office 365 student user guide
Sharing Documents and Folders Sharing documents and folders allows you to work on a document or a folder of documents with others. It is a much more efficient way of working when collaborating on documents, compared to e-mailing a document back and forth between several people. It is also useful when a document is too large to send as an attachment in an e-mail. Please note, in the following example, we will be sharing a document. The process is the same for sharing folders. To share a document, click on... then Share. You can choose whether you want the people you are going to share the document with to be able to edit the document or to only be able to view it. You can change this after. Office 365 student user guide 81
Type the name of the person or people you d like to share with. Results will appear as you type. To confirm that you are going to select the right person, hover over the result to view their e-mail address. The people you choose to share the document with will receive an e-mail once you click Share. You can type a message which will be included in the e-mail. If you do not wish for an e-mail to be sent to the person, click Show Options where you ll find a tick box. 82 Office 365 student user guide
The icon next to the document will change from a lock to two people which indicates that the document is shared with others. To change the permissions for a user sharing the document from Can edit to Can view or vice versa, click... then Share for the document, as before. Office 365 student user guide 83
Click Shared with where you ll find the list of people you ve shared the document with along with their permissions which you can change. This is also where you can choose to Stop sharing with a person. If you have made changes, don t forget to Save changes. Version History Version history is a really good feature of OneDrive. It allows you to look back through previous versions of a document without saving multiple copies. It s also a good way of knowing that you re viewing or editing the most current version of a document. It is especially useful when working on a document with others as you can use the version history to look back at who has done what as a user s name is linked to the version that they have edited. 84 Office 365 student user guide
To view the version history, click... next to the document then... Click Version history from the menu. You will see the older versions of the document, depending on how many times you ve updated a document (a new document will only have one version). Hover over a version then click the arrow that appears. Office 365 student user guide 85
86 Office 365 student user guide You will get the option to view, restore or delete the version.