Using Office 365 Online

Transcription

1 NLPS Using Office 365 Online Mail, Word, Excel, PowerPoint 2013 and OneDrive Technology Department

2 Table of Contents Why use Office 365 Online?... 2 How to Access Office App Launcher... 3 Remove and Adding Tiles... 3 Change the order of your tiles... 3 Mail App... 3 How do I use Conversation view?... 3 How do I reply to a message in Conversation view?... 4 Turning conversations view on and off... 4 Create a signature... 5 Calendar App... 5 Share my calendar with people in my organization... 5 People... 6 Creating a contact group/distribution list... 7 OneDrive... 8 Store, sync, and share your work files... 8 Dragging and dropping files to OneDrive... 8 How to Upload a file to OneDrive... 9 Sharing or Collaborating... 9 Word, Excel, and Powerpoint Sites Change your account photo Signing Out of OWA Getting Help pg. 1

3 Why use Office 365 Online? Microsoft Office Online makes it easier for you to work in the cloud because all of your Mail, Word, Excel, and PowerPoint files can be accessed from almost any device that is connected to the internet. And sharing documents with others is as simple as sending a link. How to Access Office 365 You will need to access Office 365 from any device with an internet connection. Just open a web browser (Explorer, Chrome, Firefox, Safari) and go to office.newlondon.org. Each time you go to office.newlondon.org, this screen will appear. Type your address xxxx@newlondon.org Type your password. Click Sign in Once signed in you should see this screen. Hi, (Your Name) pg. 2

4 App Launcher The icon in the upper left corner is referred to as the App Launcher. It should be considered your home button. Clicking on it will take you back to the main screen where you can select another program to use. Remove and Adding Tiles 1 Open the app launcher, and choose the app you want to add or remove. 2 Choose More options > Unpin from app launcher or choose > Pin to app launcher. Change the order of your tiles You can rearrange your tiles on the Office 365 app launcher Choose a tile that you want to move, and then use your mouse to drag it to where you want it to appear on the app launcher. Mail App Click on the Mail tile. You will now be in your outlook mail. Mail should not be much different than what you are used to when working with Outlook on your computer. However, messages by default are shown in Conversation View. If you are not familiar with conversation view, read below to see if you want to turn this feature off. How do I use Conversation view? Conversation view shows all messages in a conversation, no matter what folder they're stored in. For example, if you've replied to a message in your Inbox, you'll see both the original message and your reply in Conversation view. Conversation Arrow Message List Reading Pane In the Message List, use the arrow next to a conversation to expand or collapse the conversation. The List view will show: The subject at the top of the conversation. pg. 3

5 The person who sent each message. What time the message was received, if it's stored in the current folder. What folder the message is in, if it's not the current folder. The relationship of the message to other messages in the conversation, indicated by a vertical line and dots. This can be particularly useful if you want to go back to a particular that was part of an ongoing discussion - you can just find the most recent in the thread, sort the message list by conversation and then review the contributions until you find the message you were looking for. You can click any message in Conversation view to see it in the Reading Pane. In the Reading Pane, you can use the arrow next to a message to expand or collapse that message. The Reading Pane will show: 1. The subject at the top of the Reading Pane. 2. The sender of each message. 3. When each message was received. When you expand a message in the Reading Pane, you'll also see: Which message it's a response to (if any). The folder the message is in directly under the sender's name, if the message isn't saved in the current folder. Clicking on the three dots after Reply, Reply All, Forward will show the Actions menu. Click Actions to see a list of things you can do with the message. The relationship of the message to other messages in the conversation, indicated by a vertical line and dots. How do I reply to a message in Conversation view? When you click a message in Conversation view, the most recent message is highlighted. If you click Reply,Reply All, or Forward, that's the message you'll reply to or forward. To reply to or forward a different message in the conversation, select that message to highlight it, and then click Reply, Reply All, or Forward. You can select the message in the List View or in the Reading Pane. Turning conversations view on and off You can turn conversations view on and off at any time and your message list will re-organize itself according to the option you choose. To turn Conversations on or off, click on the arrow at the top of the Message List. Choose On or Off under Conversations to turn the feature on or off. pg. 4

6 Create a signature 1. Choose App launcher > Mail. 2. On the nav bar, choose Settings > Options>Mail> Layout > signature. 3. Under signature, in the text box, type the signature you want to use. Use the formatting mini toolbar to change the appearance of the signature. 4. If you want your signature to display at the bottom of all outgoing items, including replies and forwards, select Automatically include my signature on messages I send. 5. Choose Save. Calendar App Selecting this app will present you with your calendar. Remember that Clicking on the App Launcher will get you to the main screen to choose another online program. Share my calendar with people in my organization You can share your calendar with people in your organization. 1. Click Calendar >Share Calendar 2. In the window that appears, type the address of the person you want to share your calendar with in the Share with box. This box works like the To box in an message. You can add more than one person to share your calendar with. pg. 5

7 3. After you finish adding people to share with, choose Send. If you decide not to share your calendar right now, choose Discard. Each person in your organization that you share your calendar with is sent an invitation in an message telling them that you've shared your calendar. People People is where your personal contacts are stored and where you can view any address books that have been set up for your organization. To view the People page in Outlook Web App: 1. Select the app launcher, and then select People. 2. Choose which directory you wish to use, by selecting it on the left sidebar. Selecting Directory rather than My contacts should be chosen to see all of the district employee and student addresses. You can use the Search Directory box just under the Office 365 header to find a contact quickly. pg. 6

8 Creating a contact group/distribution list 1. From the People tab, select New and choose Contact List from the drop-down menu. 2. Give your contact list a name in the List name field. 3. In the Add members field, begin to type a name or address and it will be automatically searched for. To add that recipient to the list simply click their entry in the drop-down list. 4. Add any desired notes and click Save. Now that your list is created, you can select it when you are entering recipients in a new , saving you lots of time! pg. 7

9 OneDrive Store, sync, and share your work files Store your work files in OneDrive for Business so you can update and share them from anywhere. Sync files and work offline. Work on documents with others at the same. Dragging and dropping files to OneDrive When you drag and drop your work files to OneDrive, you can work with them from anywhere. You can upload files to your OneDrive by just dragging them from your computer. 1. Click on the App Launcher, and then click on the OneDrive tile. pg. 8

10 How to Upload a file to OneDrive Click on Upload and browse to the file(s) you wish to upload and select Open. You will see the files uploading to OneDrive. Or, you can simply drag the files from your computer to OneDrive. Sharing or Collaborating Document collaboration is a critical element to working effectively as a team. Using OneDrive will make it much simpler to share and collaborate with others. The days of forwarding attachments in are history. From this day forward, you never need to pass your document around, and then struggle with the reconciliation of merging and coordinating changes, or track down who has done what, or locate the most up-to-date version. Instead of having to open a mail attachment, make edits and then send the document back, everyone can simply open the document directly from an link and make edits in a single draft. This means the people you re working with will always see the latest changes, and you can avoid confusion over multiple versions. It also allows multiple people to make changes to a single document at the same time using Office Online. The process begins when you choose to add an attachment to your message. Recipients in the To: and Cc: lines automatically are given permission to view and edit the file. It is easy to change the permissions on the file directly from the message. pg. 9

11 The files on your OneDrive are available for you to choose from, including your recent files and files that have been shared with you. Once you select a file, no matter where it is currently stored, you can choose how you want to send it out either as a link to OneDrive or as a traditional attachment. OneDrive is a personal library intended for storing and organizing your work documents. It offers a user direct access to files, or address books. All files that you store in OneDrive are private initially only you can see them unless you decide to share them. The result is that you can easily share a file with everyone in your organization by placing it in a sharing folder. One Drive does this by enabling users to share links rather than documents, which enables collaborators to work on a document directly from their inbox and save changes, which are then uploaded as a single versioned document into OneDrive. pg. 10

12 This means the people you re working with will always see the latest changes, and you can avoid confusion over multiple versions. It also allows multiple people to make changes to a single document at the same time using the Office clients or Office Online. Word, Excel, and Powerpoint Office Online allows you to edit Word, Excel and PowerPoint attachments/files and then send those edits right back to people. Using these online versions have some missing features, but will allow you to work within the program witout having it actually installed on your device. If you wish to install the full version on your personal device, look for the installation window that appears when you first log into the office portal. Specific questions about any of these apps can be submitte through helpdesk. Sites Sites will be where you will find the shared files. Since the district is moving away from the T drive. Follow these steps to find the files that were stored there. 1. Click the App Launcher in the top-left corner. 2. Click My apps at the bottom of the pop-out window. 3. From the My Apps page you can see all of the apps that are available. 4. Hover over any of the apps and you will see the three dots that you can click to open the menu options for that app. 5. You have the option to Unpin/Pin the app from the app launcher. pg. 11

13 Change your account photo Click the avatar or account image icon in the upper right corner of the Office 365 window and select CHANGE on the drop down menu. Now select Browse and select the image you wish to be your avatar. Click Save when done. Signing Out of OWA When you are finished using Office 365 Online, you should Sign Out by clicking your avatar (in the upper right hand corner) and choose sign out. Logging off or shutting down your computer is the safest way to protect your account from being accessed by someone else. Getting Help If you have questions regarding the Office 365 or encounter any problems while using it, please create a help ticket and we will get you answers. pg. 12