Office 365 Overview Basics: Microsoft Office 2013 and Office 365 are basically the same Office Suite, including Word, Excel, Outlook, PowerPoint, Access, OneDrive, Publisher, and OneNote. Office 365 is a cloud-based version of Office 2013 that allows users to save all of the documents to their OneDrive or OneNote. By saving to the cloud, users have the documents available to them from any Internet-enabled computer, tablet, or device. In addition, Office 365 refers to other productivity services that are enabled over the Internet (cloud services), such as Lync web conferencing and Exchange Online hosted email for business, and additional online storage with OneDrive. Office 365 works best with the latest version of Office, Office 2010, and Office 2011 for Mac. Office 365 works with slightly limited functionality with Office 2007. Office 365 Information and tutorials are available from the Staff channel on the CVUSD and school websites in Schoolwires. These tutorials include short video clips to provide additional support and assistance in learning Office 365. (http://www.chino.k12.ca.us/Domain/2482) Signing into Office 365: The Office 365 portal is available from the Staff channel on the CVUSD and school websites in Schoolwires. (https://login.microsoftonline.com) The organizational name is your CVUSD email account address:
[email protected] The password is your computer/Outlook password. After signing into Office 365 via the portal, you will see a ribbon across the top that looks like:
Office 365 settings: click on the gear icon on the right side to the left of the question mark, and select Office 365 settings.
Me: your email address will appear under “Me”. Software: Install and manage software from this menu choice. o If you are licensed with the Office 365 Education A3 license, you are allowed to download and install Office on five (5) devices. o This menu choice will show you the computers and operating systems that have Office installed on them and the date of the install. o If you have Office installed on five devices and need to install on another computer/device not listed, you will need to deactivate/uninstall Office on one of the computers/devices. o From this submenu, you can access the installation pages for Office, Lync, OneDrive, Tools& Add-ins, Desktop setup, and Phone & tablet. Theme: Choose your own theme/colors from the list/clips provided at the right. Start page: Choose the landing page in Office 365 that works best for you. Notifications: Determine whether you would like sound and/or notifications for new mail and reminders such as calendar events. Password: Visible, but disabled for Chino Valley USD. Passwords are maintained by Technology so that the password stays consistent across the different Technology systems. Contact Preferences: Allows you to set how and why you are contacted by Microsoft.
About Me: To change the photo, click the “About Me” submenu, after clicking on the photo area in the top ribbon. B. Beemer, Technology
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Availability via Lync: Your availability will show as a border on the left of the photo that you choose in the top right of the Office 365 ribbon. In addition, your availability will show in any email sent, as a small box next to your name. Office 365 will change your availability based upon events on your calendar automatically. Availability also shows as you create emails. The availability of those you are sending emails to will reflect above the email reading pane as you create the email.
Outlook Overview and Sections: 1. Create a new message by clicking “+ New Mail” 2. Folder list: list of all subfolders in your Outlook account 3. Search window: type to search by name, topic, or phrase 4. List of Messages in current folder: choose to see all messages, unread messages, and messages with attachments, flags, or specific categories. Conversations may have more than one message which are shown in date order with newest on top. 5. Reading pane: contains the conversations from the messages you selected. Respond to any message in the conversation by using the at the top of a message.
Calendar Overview and Sections: 1. Create a new message by clicking “+ New event”. 2. Navigate around your calendar by using monthly calendar on the left of the window. 3. View multiple calendars at the same time, by choosing multiple calendars. Calendars will have different color designations. 4. Navigate to another area or jump from day to day by using the arrows to jump to that day, week, or month. Choices depend on the view (day/week/month) you have selected. 5. Main calendar window: double click any white space in this window to create a new calendar event. If viewing in monthly format, the specific daily events will be listed on the top right of this area. 6. View selection: Day, Work week, Week, Month (Choice in blue is selected) Share or print your calendar from this area.
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Creating an appointment in Office 365: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.
Type a description of the appointment. Add the location of appointment Select the start date and time Choose the appointment length from pull-down menu. Determine “Show As” for Lync. Set reminder time prior to appointment. Choose which calendar the appointment is scheduled on, if you have multiple calendars. Set-up repeating appointments, if applicable. Mark appointment as Private, if you do not want others you have shared your calendar to see the details. Notes: add additional information such as addresses, directions, etc. Save or Discard the appointment as needed.
Note: A meeting is an appointment that you invite other people to attend. After selecting ‘New Event’, turn the event/appointment into an invitation by entering names of people you want to invite in the Attendees field below the location area. You will see the availability of the people you are inviting as you type their name into the Attendees line. (Availability is determined from their calendar.)
Office 365 Online:
Click on the in the top left corner of the portal. The new window will allow you to collaborate with Office Online: o Outlook, Calendar, People, Newsfeed, OneDrive, Sites, and Tasks as from the portal. o Word Online, Excel Online, PowerPoint Online, or OneNote Online o These choices allow users to create and edit Office documents from the Office 365 portal without having the software downloaded on the specific computer. o All documents are synced with the user’s Office 365 account storage – OneDrive – for use at other computers.
People: (same as Contacts in prior versions of Office) 1. Create a new people/contact by clicking ‘+New’. 2. Locations where you can find people/contact information. 3. Search window for people/contacts. 4. Alphabetical list of people/contacts 5. People/contact card for the selected person. 6. Actions (send a message, request a meeting, or start a Lync Instant Message) that can be taken directly from the People/contact card.
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Contact (Distribution) Groups are set up and managed from the Gear Icon portal window.
on the top right of the
To access the Distribution Groups, click on Gear icon, then choose Options. Once on the Options page, choose ‘Groups’. The Groups window shows the distribution groups the user belongs to and the distribution groups owned (created) by the user. As with other software enhancements, Office 365 and Office 2013 have many more features available with regard to distribution groups that were not available in Exchange 2003 (the previous version of Outlook used by CVUSD).
OneDrive Overview and Settings: OneDrive allows users to save files to a cloud drive that is available on any device that can access the Internet. OneDrive is available with Office 2013 on your desktop or via the Office 365 portal. From the Office 365 portal, click on OneDrive on the top Office 365 ribbon. When the OneDrive window opens, you can find libraries from the library listing on the left side of the screen. Choices include: My Documents, Followed Documents, Shared with Me, Site Folders, Recycle Bin, and any other libraries made within OneDrive.
OneDrive syncs automatically when Office 365 and your computer have Internet access. However, you can sync OneDrive manually by clicking on the Sync button next to the Upload button in the Document viewing window.
Another way to have OneDrive sync manually:
Click on Library. Click on the Sync button on the command bar. Click on Sync Now in the dialogue box that appears.
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Documents in OneDrive are private until shared with others. To share a document from OneDrive:
Right click on the ellipses to the left of the document modification date in the library listing Click on ‘Share’ at the bottom of the dialogue box that opens on the screen. o You can open the document from the dialogue box by clicking on ‘Open’. o Documents that are not shared have a lock in the Sharing column. o Documents that are shared have multiple figures in the Sharing column. Type the email address into the ‘Enter names’ box. Select the desired permission (view or edit) for each person with whom you are sharing the document. You can change the permission for any person later. You can type a message in an email to be sent to all persons with whom you are sharing the document. If you do not want to send an email, click ‘Show Options’, and uncheck ‘Send an Email’ invitation. Click ‘Share’ at bottom right when ready to share. On the left, ‘Get a link’ allows you to create a link for a ‘View Only’ document that you can send to someone. o If you are use ‘Get a Link’, you choose whether you want a ‘View Only’ or ‘Edit’ link on the next screen. You can stop the sharing on any documents by selecting the down arrow to show the persons you are sharing the document with, and then clicking the down arrow to the person you want to stop sharing with, and then click ‘Stop Sharing’.
Key point to remember: Only documents saved to OneDrive or edited via the Office 365 portal are automatically synced between computers. If you download a document from OneDrive to use the full version of Office, you must save the copy to OneDrive to have the most recent version available on another computer. Most documents created or edited with the full version of Office are stored on your hard drive in ‘My Documents’, unless you have saved the document elsewhere. Personal settings can ensure that documents are saved to OneDrive by default.
OneNote Overview and Settings: OneNote is an App that Microsoft provides to everyone. Microsoft OneNote is a computer program for free-form information gathering and multiuser collaboration. It allows users to take notes (handwritten or typed), drawings, screen clippings and audio clippings. Notes created in OneNote can be shared with other OneNote users via the Internet. OneNote is available as part of the Office 2013 suite and as a standalone application for Windows, Mac, IOS, Android, and Windows phone devices. OneNote saves information in pages that are similar to a ringed binder. Pages are organized into sections within notebooks. The interface is intentionally similar to a tabbed three-ring binder, which the user can directly take notes and gather materials such as screen shots from other applications. Because OneNote runs on desktop computers and tablets, handwriting is supported along with typed material.
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Office 365 provides the following apps:
Office for iPad: View, create and edit documents with touch-friendly Word, Excel and PowerPoint apps. You can count on Office for iPad to keep your content and formatting intact so the document looks great when you’re back on your PC or Mac. In Word, add comments or track changes while you work together with others. Review and update Excel spreadsheets and easily add formulas or charts. Make changes to PowerPoint presentations and project them wirelessly on a big screen. o You can view documents for free with Office for iPad. Editing and creating documents is included in the Office 365 Education A3 subscription for certificated employees of CVUSD.
Office Mobile: Office Mobile is preinstalled on Windows Phone 8 and is available for select models of iPhone and Android phones. Office Mobile app offers great Office content viewing and on-thego content editing capabilities. The Office Mobile app keeps your content and formatting intact so the document still looks great when you’re back on your PC or Mac. Office Mobile for iPhone and Android phones can be used for free by simply downloading the app from the store on your phone. o In order to edit or create documents or to access documents stored in SharePoint and OneDrive for Business on premises, you must have the Office 365 Education A3 subscription for certificated employees of CVUSD.
Outlook Mobile: Windows Phone 8 includes a pre-installed version of Outlook that you can use to access your Outlook.com, Office 365, or Exchange email.
OneNote: You can use the mobile OneNote app to access your notes while on the go. This app is available on Windows Phone 8, iPhone, iPad, and Android phones.
OWA: If you have the Office 365 Education A3 subscription that includes Exchange Online, you can use the OWA app to sort, scan, and respond to email, and stay on top of your schedule. This app is available on iPhone and iPad.
Lync Mobile: Chino Valley USD uses the newest version of Lync, you can use the mobile Lync app to stay connected while on your mobile device. This app is available on Windows Phone 8, iPhone, iPad, and Android phones.
SharePoint Newsfeed: Chino Valley USD uses the newest version of SharePoint, allowing you to use the SharePoint Newsfeed app to access your newsfeed from your mobile device. This app is available on Windows Phone 8, iPhone, and iPad.
Office 365 Training materials: available on the Technology Department webpage of Schoolwires. http://www.chino.k12.ca.us/technology Training materials include handouts, videos, and links to Microsoft training materials, as well as server set-up information for iPhones, Android, Blackberry, and Windows device set-ups
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