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Transcript of Office 365 for fmcc
OFFICE 365
FOR FMCC Office 365 Basics
ABSTRACT Learn to use the features of our institutional instance of
Office 365.
Passero, Denise
Table of Contents Using Office 365 at FMCC ................................................................................................................................... 2
Intro to Office 365 ................................................................................................................................................. 2
Logging In .......................................................................................................................................................... 2
Lesson 1 – Outlook Web Mail .............................................................................................................................. 3
Creating a Signature ........................................................................................................................................ 7
Forwarding Mail ................................................................................................................................................. 7
Lesson 2 - Calendar .............................................................................................................................................. 8
Add an Event .................................................................................................................................................. 10
Lesson 3 - People ................................................................................................................................................ 11
Lesson 4 – OneDrive (formerly SkyDrive) .......................................................................................................... 12
Documents Folder .......................................................................................................................................... 12
Folder Tabs – Brows, Files, Library .................................................................................................................. 13
Browse Tab – Basic Overview .................................................................................................................... 13
Files Tab – Basic Overview .......................................................................................................................... 13
Library Tab – Basic Overview ..................................................................................................................... 15
Lesson 5 – Sites .................................................................................................................................................... 16
FM SharePoint Online ..................................................................................................................................... 17
Using Campus Forms in SharePoint. ............................................................................................................. 21
Public SharePoint ............................................................................................................................................ 22
Lesson 6 – Newsfeed .......................................................................................................................................... 23
Lesson 7 – Blogs ................................................................................................................................................... 26
Create a Blog .................................................................................................................................................. 26
Blog Tools Panel- Overview ........................................................................................................................... 30
Blog Web Parts ................................................................................................................................................ 30
Create Post ...................................................................................................................................................... 34
Share Your Blog ............................................................................................................................................... 35
Conclusion ........................................................................................................................................................... 36
Office 365 for FMCC Using Office 365 at FMCC Office 365 is a cloud (internet) based service that gives us access to Exchange email, OneDrive,
SharePoint – public and private, as well as a host of other features. Office 365 is basically a group of
Microsoft Web apps, some of which provide a list of features that is more limited than their desktop
counterparts. The advantage of using this cloud-based service is that we can gain access to our
documents anytime, anywhere, as long as we have an internet connection. In addition, many of the
features are functional across computing platforms.
This tutorial will help FMCC workers get acquainted with some of the basic features of Office 365.
Intro to Office 365
Logging In To log into Office 365, open your browser and navigate to http://outlook.office365.com. The
organizational version of Office 365 is completely separate from any personal Office 365 accounts
you may own or from Office 365 accounts provided to you from another organization. To access the
FM instance of Office 365, use your regular FM credentials which are shown in the illustration below.
Your credentials consist of:
And your regular windows
password.
Enter your credentials and press enter or click Sign in. If this is the first time you have accessed Office
365, you may be prompted to set your time zone. Select Eastern Standard Time. Next you will
encounter a welcome screen entitled, “Get Started with Office 365.” You may use the links on this
screen to give you an overview of the environment as well as information for accessing the
environment on a mobile device.
Along the top of the screen are links to the various items we typically need to use in Office 365.
Click the link labeled Outlook and continue with this lesson.
Lesson 1 – Outlook Web Mail When you click the link labeled, “Outlook” you should see your email inbox. This is the method for
accessing the Outlook web client (OWA). It is an email web app that looks very much like the
desktop version of Outlook 2013 and has much of the same functionality of the desktop version.
In addition to the options to Reply, Reply all or Forward a message, you can click the ellipsis and find
other options.
Message list.
Selected message and
associated messages will
show up in the right pane.
Double clicking a
message in the left pane
opens it in its own window.
Click the arrow next to your name to edit your profile or change your picture.
Click the ellipses and find other options for the
selected mail message.
Click change to change
your profile picture.
Click about me to
change other
information in your
profile.
Click the icon shaped like a gear to change your email client’s settings: theme, display settings,
automatic replies (out of office, etc.), create your own distribution groups, etc.
Use the chevron icon to expand or collapse the folder list for your view of Outlook.
Folder list closed. Folder list opened.
Creating a Signature
To create a signature, click the settings gear next to your name in the upper right corner of the
screen. Click Options and then the link labeled settings in the left pane of the options screen. Here
you can change settings for Mail, Calendar, and regional settings. Under the Mail tab is the signature
option. Create your signature in this screen.
Forwarding Mail Some people have multiple email accounts and wish to have their FM email forwarded to another
account. For those who desire to do this, click the gear next to your name and select Options from
the resulting menu.
Create signature here.
Click the save button
when finished.
In the settings screen on the right side of the screen is a category labeled, “Shortcuts to other things
you can do.” In this list is a link labeled, “Forward your email.” Click this link.
In the middle of the next screen under the forwarding section, enter the email address of the
account to which you want the mail forwarded. It is recommended that you leave the check mark in
the option to keep a copy of the message in Outlook in case you accidentally delete the forwarded
message and need to retrieve it again. When you are done, click the button labeled, “start
forwarding.”
Lesson 2 - Calendar The calendar is a web app that is separate from the Outlook email web app. Like Outlook, it is very
similar in appearance to its desktop counterpart with a very similar feature set. Click the Calendar
link in the menu bar at the top of the OWA window.
The Calendar has multiple panes in its viewing area as does Outlook.
Click Calendar
See month
and available
shared
calendars.
See full view of the dates
and appointments.
Appointments for the
selected day.
Change view, share
calendar, print
Add an Event To add an event to the calendar, click the option labeled, “new event.”
Change the view to the day you wish to schedule the meeting to get a better idea of the availability
of your attendees.
Click new
event.
When is it?
How long is it?
Who is coming and are
they available during the
time specified?
Time block. Blue edge
shows conflicts. Gray blocks
with no blue edge show the
times all attendees are
available.
OK to save discard to delete, ellipses to refresh free/busy.
Lesson 3 - People The People link in the menu bar provides access to the Global address book (FMCC) and the
personal address book (your contacts).
Add a new contact.
My contact list.
Global (FM)
contacts.
List of contacts. View selected
contact.
Lesson 4 – OneDrive (formerly SkyDrive) Each user is provided with 20MB (megabytes) of storage for personal documents. Think of everything
we have seen so far as a personal SharePoint site since it is based on SharePoint technology. In lesson
three, we will explore our campus SharePoint instance in the cloud. For now, let’s look at OneDrive.
Documents Folder The Documents folder is the default folder for your OneDrive instance. Each person has the
Documents folder by default. All other folders and files should be put inside the documents folder. If
you are familiar with SharePoint, you will recognize the many features of OneDrive. That is because
up to now, we have been inside of our personal SharePoint site. The Documents folder is your default
Document library. At the top of this screen are the Browse, File and Library tabs just as they appear in
any SharePoint Library.
Browse, Files, Library tabs.
My Documents,
documents I am
following,
documents shared
with me.
Documents folder
that I have recently
viewed.
Folders and/or files in my
library.
Upload new documents or drag
them to this area to upload.
Click OneDrive
In this view, you cannot add an entire folder to the document library by uploading. You must create
a folder and then you can drag multiple files to the library. Office on Demand is an option that
allows you to have access to the full featured versions of Office 2013 even if they are not installed.
Presently, we are investigating the possibility of using this feature as well.
Folder Tabs – Brows, Files, Library Under each tab are command groups. These are sections that allow access to various features
depending on what is selected in the main window.
New – new files or folders.
Open and Check Out – open files or check them out for editing.
Manage – manage properties on files or folders.
Share & Track – share, track, follow files.
Copies – download copies to the local machine or duplicate items.
Workflows – various automated activities associated with a document.
Tags and Notes – post information about files that makes them easier to find. These show up in
your newsfeed.
Browse Tab – Basic Overview
The Browse tab does what it says – allows you to browse the file structure of your Document library.
Files Tab – Basic Overview
The Files tab allows you to create new files and create or upload documents to the current folder.
Browse lets you browse the
document library.
Bread crumbs make navigation easier.
Click the folder names to move about.
The New Document icon allows you to create a new Word document in the current folder. Clicking
the drop down arrow exposes the new Word document option. In addition to Word, it is possible to
create other kinds of documents using Office 365 web apps. Click the plus sign next to the New
Document link just above the list of files/folders in the current folder.
In this example, we will create a new Excel Workbook using Excel online. This gives you access to the
Excel web app. The web apps have reduced functionality compared to the desktop versions of
these applications. But they have enough functionality to be productive.
Click the plus sign
next to the new
document link.
Choose the kind
of document.
Create a folder
or upload a file.
Use the Open & Check Out section to open and edit files.
Library Tab – Basic Overview
The Library tab allows you to access various options for the document library.
Choose the Open with Explorer options to open a folder in an Explorer window which allows you to
interact with the library as you would any explorer window on your local computer.
Excel web app. Use as you would
the desktop version of Excel.
Click your name to
return to the document
library.
Click the default file
name to rename the
file.
There are many other options available on this tab that are beyond the scope of this tutorial.
Lesson 5 – Sites Sites gives users access to the cloud versions of SharePoint. Click sites from the menu bar at the top
of the OWA window. In addition to our campus SharePoint site which is only accessible to users who
have credentials to log into Office 365, FM has a public SharePoint site that is available to the public –
as in any user in the world who knows the URL (web address).
In the example below, we will explore the features of the Sites home screen.
On the library tab, click the
option labeled, “Open in
Explorer. An explorer window
opens to facilitate maneuvering
files and folders.
FM SharePoint Online This is our standard SharePoint site as we have known it previously. The only difference is that it now
exists in the cloud and can be accessed from our outlook.office365.com web address.
Tiles – Team site is the FM
SharePoint site. Public site is the
FM public SharePoint Site.
Sites I’m following –
bookmarked sites and libraries.
The FM SharePoint Online site is a huge team site with many other sub sites. The sites contain libraries
of documents that we share across the campus community as well as team sites where members
have exclusive access to documents. As with OneDrive, users can:
Upload documents
Check out documents for editing
Edit documents
Check documents back in after editing
Create new documents using Microsoft web apps
Open libraries in the local Windows Explorer window.
There are multiple methods to upload a document to a document library.
Method 1 – navigate to the document library and folder you wish to work with. Click the plus
sign next to New Document. Choose the option to upload a document.
Method 2 – in the library and folder you wish to work with, drag and drop the file onto the
destination window
Method 3 – use the Files tab and select the Upload Document icon in the New command
group.
In OneDrive it is not necessary to check a document in or out consciously. This basically happens on
its own. In SharePoint, it is necessary to check a document in after uploading it so others can see it
Click the link labeled, “Follow” to
add this site to the list of sites you
follow. This can be done with
any team site or document
library in the SharePoint online.
and work with it. A document that is checked out will have a small green arrow in the lower right
corner of the document icon. To check it in, click the ellipses next to the file name.
In the menu resulting from clicking the second ellipses, click the option labeled, “Check in.”
Click this ellipses:
Then click this ellipses:
Click OK to accept the defaults on the version information and do not retain your check out after
checking in.
Click Check In
Once the document has been successfully checked in, the small green arrow in the lower right hand
corner will disappear and others with whom the document has been shared will be able to access
the file.
In SharePoint, the Browse, Files, and Library tabs work much the same way as they do in OneDrive. As
previously mentioned, OneDrive is a personal SharePoint site.
Using Campus Forms in SharePoint. All of the forms that used to be in Public Folders in Outlook are now kept in SharePoint. In the cloud,
they will be located under the last column on the first screen labeled, “Other Shared Areas.” In that
column is a link to Campus Forms. DO NOT attempt to check out a form and fill it out in SharePoint.
Forms should be opened and saved to the local computer for use. It is not permissible to fill out the
form in SharePoint. This way the user gets a clean copy of the form to send on for signatures and for
filing while the original is always available for other users to download and use.
To use the form, go to Other Shared Areas Campus Forms. Locate the folder containing the form
you need. A map to the forms is located on the main forms page. Open the folder and locate the
form. Click the ellipses next to the form name. Then click the ellipses in the resulting window. Locate
No changes in either
of these sections.
Comments are
optional.
the link labeled, “Download a Copy” and click this link. When prompted, click the option to save the
file to your computer. Then you can open the form and fill it out.
Use the drop down arrow next to the save button to choose the location to save the file. Otherwise it
will go to the Downloads folder on your computer.
Public SharePoint Public SharePoint is a website powered by the same SharePoint server technology as our FM
SharePoint. It is completely separate from the FM SharePoint site and is accessible without logging
into Office 365. The web address for this site is http://sc.fmcc.edu. Documents that can be seen by
anyone in the world are stored here. Everyone can see this site but access to upload documents to
this site is limited.
Click the ellipses, click the ellipses
again, click Download a Copy.
Lesson 6 – Newsfeed The Newsfeed is an option that can be used to follow sites, documents, people, or tags in the
organization. When there is new activity with items or people you are following, that activity will
appear in your newsfeed. To use the newsfeed, click the link labeled, “Newsfeed” in the menu bar at
the top of your Office 365 window.
Click Newsfeed
In this example, this user is following two people, two documents, and three sites. Clicking on the
number associated with an item you are following will enter that screen so you can see activity
related to that item(s). In the example below, you can see that this user is following two people. To
search for and add people to follow, click the link labeled, “follow” and search for people in the
organization to follow.
To follow a document in a SharePoint site, locate the document, click the ellipses next to the
document name, click the ellipses again, and then click “follow” from the resulting menu.
People in the
organization I am
following
Click follow to add more
people.
Activities related to the items you follow will show up in your newsfeed.
Lesson 7 – Blogs Blogs are great spaces to share content and invite discussion from others in the organization. Blogs
can be used for business or for sharing personal activities and interests.
Create a Blog To create a blog, log into your instance of Office 365. Once there, go to OneDrive. Then, click the
gear next to your name and click Site contents.
Follow this document.
Recall that the whole experience in Office 365 is a combination of a personal instance of SharePoint
and our organizational SharePoint. So when you are in your OneDrive you are essentially in a
SharePoint library which is part of a personal SharePoint site. Therefore, you have a measure of
control over the site itself and can add features. The blog constitutes a “sub site” with specialized
features for blogging. So under the section labeled Sub sites, you will add a new site. In this example,
you can see that a blog already exists but we will step through the process so you can see how it
came into existence.
Click the link entitled, “new sub site.” Fill in the information shown below to create your new blog.
Click the gear next to your
name then click Site
contents.
Click “new sub site” to
create blog.
In the bottom half of this same screen, leave the default options and then click the button labeled,
“Create.”
Give it a meaningful
name. Description is
optional.
Give it a simple URL or address.
Leave the language as English
and choose the Blog template.
It may take a few seconds to create the blog. Once it is done, you can see your blog and begin
using it right away. The various elements on the page are called web parts and are customizable.
Below is the finished blog in its default state.
This blog is ready to use. It can be further customized if desired. Click the Follow link in the upper right
corner to add your blog to the Sites page so that you can find it easily later on.
Blog Tools Panel- Overview Following is a review of the various blog tools:
Create a post – add new post to the blog.
Mange posts – add/delete posts, manage settings.
Manage comments – add/delete post comments, manage settings.
Manage categories – add/delete/rename categories.
Launch blogging app – register local application for blogging (i.e. Word or other blogging
app).
Change post layout – change the physical appearance of the post (basic, boxed, inline).
Blog Web Parts To add an image to the blog, you have to edit the image web part which is the item that shows a
picture of a gray camera. Open your blog and click the Page tab at the top of the screen.
Title and top navigation.
Blog post.
Blog tools.
Add image.
Alerts and communication.
Categories
and archived
posts.
There is a drop down arrow under the Edit Page icon that
gives you more options for this page. Click the drop down
arrow and select Edit Page.
The screen will change to a mode where you can interact
with the web parts themselves. Be very careful in this mode
because it is easy to delete something you did not intend to
delete.
On the right side of the screen you can see the web part
containing the image of the gray camera. The title of it is,
“About this blog.” Hover the mouse over that title and a drop down arrow will appear.
Click the Page tab
then edit page.
Click the image of the gray camera. The
ribbon at the top of the screen changes so
that this part can be changed.
From the ribbon at the top of the screen, click the image tab. Then click the icon labeled, “Change
Picture.”
To upload an image from your computer, select, “From computer.”
In the next screen, click the browse button to locate the desired image on your computer.
You can add information about the picture if you want to in the next screen. Otherwise, scroll to the
bottom and click the button labeled, “Save.”
Click the Image tab to access the
command groups associated with this
item. Click the icon labeled, “Change
Picture.”
Browse your computer for an image, click
OK to upload the image to the Photos
library.
Click save after
adding any desired
information.
If the picture has not been resized previously, select the picture to access the command groups in
the ribbon and then enter the desired size for the final appearance of the image.
Once you are satisfied with the results, return to the Page tab on the ribbon. Click the icon labeled,
“Stop Editing.” Your changes will be saved and you will exit editing mode on the blog sub site.
Create Post Now that the blog is ready, prepare your first post. Click the link in the Blog tools labeled, “Create
Post.”
From the image tab, in the
Size command group, enter
desired image size.
Share Your Blog Now the blog is ready for prime time. In the top right corner next to the link labeled, “Follow” is a link
labeled, “Share.” Click this link. Enter either the individual names or group names of your intended
audience. Otherwise, if it is meant to be shared with the organization, enter the word, “Everyone” in
the text box to invite viewers.
Create and format your post.
Select the category and click
the Add button.
Publish your post when
your changes are ready.
Use the options in the ribbon
to add links and images.
Do not give viewers full control over your blog. If you want them to post, give them Contribute
permission. If you only want them to read, only give them Read permission.
Now the blog is ready and viewers will get your email invitation to follow your blog.
Conclusion This brings this tutorial to a close. The purpose and intent was to get users started on using basic
features of our Office 365 environment as well as the blogging tools. If you have any questions,
please contact the IT Help desk and your request will be forwarded to the right resource.
Invite viewers. Include a personal
message with the invitation if you
intend to invite by email.
Display options. Check send email if
desired. Set permission level to
contribute if you wish them to post
comments.
Click the Share button