Office 365 for Business Basics

Transcription

1 Office 365 for Business Basics

2 Notice of Rights No part of this document may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language, in any form or by any means, electronic, or otherwise, without the prior written permission of Enliten IT Ltd except under the terms of a courseware site license agreement. Trademarks Excel, PowerPoint, Windows, Word, Outlook, Skype, Lync, Office 365, Microsoft are trademarks of Microsoft, Inc. Throughout this courseware title, trademark names are used. Rather than just put a trademark symbol in each occurrence of a trademarked name, we state we are using the names only in an editorial fashion and to the benefit of the trademark owner with no intention of infringement of the trademark. Notice of Liability The information in this courseware title is distributed on an as is basis, without warranty. While every precaution has been taken in the preparation of this material, Enliten IT Ltd shall not have any liability to any person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly by the instructions contained in this book or by the computer software and hardware products described in it. Disclaimer We make every effort to ensure the accuracy of the material described herein; however, we make no warranty, expressed or implied, with respect to the accuracy, or freedom from error of this document or the product it describes Microsoft Corporation. All Rights Reserved Enliten IT Ltd.

3 Contents Sign in to Office 365 for Business... 5 Sign Out... 5 Changing Passwords... 5 Password requirements... 5 Using Office Online... 6 The Office 365 App launcher... 6 How do I use the app launcher?... 6 Add or Remove App Launcher tiles... 8 Rearrange your tiles... 9 The App Launcher and the Home screen... 9 Pin Apps to the Navigation bar in Office Resize tiles in the App Launcher Change your Office 365 start page Change your Office 365 theme Change the Theme Changing your Settings Sharing files with others Things to consider Share a file from a site Share a file from an Office desktop app OneDrive for Business Create a document from OneDrive Saving files to OneDrive Rename a document Opening a file from OneDrive File management Dragging and dropping files to OneDrive Syncing your files Saving to OneDrive or a team site? Save documents to OneDrive for Business when Save documents to a team site library when Moving document from OneDrive for Business to team sites Troubleshoot moving documents from OneDrive for Business Word Online Save changes Share documents online Comment in the browser Edit in the browser Work together on the same document Add a header or footer Add page numbers Excel online... 22

4 Working together Share workbooks online Edit in the browser Copy/Paste in Excel online Printing using Excel online PowerPoint online On opening an existing document Share a Presentation Online Share a Presentation online using OneDrive Coauthor a Presentation in Real Time Printing Slides... 25

5 Sign in to Office 365 for Business To sign in to Office 365 for business you need to open a web browser. Note: Microsoft has more than one kind of Office 365 service and each service has its own sign-in page. Where you sign in depends on which service you are using. If you're unable to sign in at the URL below, you may be signing in to the wrong service. See Where to sign in to Office 365 for a list of sign-in locations. 1. Go to to sign in 2. Type your user name and password, and then select Sign in. 3. If this is your first time signing in, you're asked to change your password. Type a new password, and then select Save. Tip: For quick access, you might want to add the sign-in page to your favorites. Sign Out To sign out of Office 365, select your name in the upper left corner and select Sign out. Changing Passwords Change my password 1. Sign in to Office 365 with your work account 2. Go to Settings, Office 365 settings, Password 3. Type your old password, and then type a new password and confirm it 4. Click Save. Password requirements When you create a new password, your password must have 8-16 characters and combine at least 3 of the following: Uppercase letters Lowercase letters Symbols Numbers If you forget your password, request a password reset from an Office 365 administrator. 5 P age

6 Using Office Online The following instructions relate to any Office application (Excel, PowerPoint, Word etc.) as the principles are the same. When using the apps online you should bear in mind that they are a slimmed down version of the full software, therefore if you wish to make best use of the full software use the desktop application instead e.g. PowerPoint 2016! Note: There is NO save button, as documents are automatically saved. The Office 365 App launcher If you're new to the app launcher, you might be wondering what it is and how to use it. The app launcher is designed to help you get to your apps from anywhere in Office 365. Click (or tap) the app launcher icon to get a list of apps and services you have access to: How many and which tiles you see depends on what services and features are available to you as part of your Office 365 subscription. How do I use the app launcher? Click (or tap) a tile to go to that app or service e.g. you might choose Outlook to go to your , or OneDrive to go to your OneDrive for Business library. 6 P age

7 The following table identifies what happens when you choose a tile in your app launcher. Note You might not see all of the following tiles in your app launcher. It all depends on what's included in your Office 365 subscription. Tile What it does Outlook or Mail Calendar People Tasks Access your Mail in Outlook Web App. Access your Calendar in Outlook Web App. Access your Outlook contacts (see People overview). Access your list of tasks in Outlook (see Tasks overview). Newsfeed / Yammer Access your organization's social network (see SharePoint Newsfeed or Yammer). Sites Projects Power BI Delve OneDrive Video Excel/Word PowerPoint Online OneNote or OneNote Online Admin (Only Office 365 administrators) Sway Access your Sites home page, where you can navigate to team sites, sites that you're following, and any other sites that are shared with you (see SharePoint Online). Access your organization's Project Web App site (see Get started with Project Online. Takes you to Power BI sites on Office 365, where you can view and use business intelligence (BI) content. Takes you to Office Delve, where you can discover relevant information in Office 365 (see What is Office Delve?). Takes you to your OneDrive for Business library. Takes you to Office 365 Video, where you can view your organization's internal videos. Creates a new Excel/Word/PowerPoint document in the browser window (Excel/Word/PowerPoint Online), which is saved automatically to your OneDrive library Opens your OneNote notebook in the browser window (OneNote Online), which is saved automatically to your OneDrive for Business library (see Basic tasks in OneNote Online). Takes you to your Office 365 admin center (see Office 365 admin center). Takes you to where you can sign in and try Sway, a new app you can use to share and express ideas (see Getting Started with Sway). What else do I need to know? The app launcher you see depends on what's included in your Office 365 subscription and may have less/more tiles than our example. Some tiles might not show up in your app launcher until they are activated (by Office 365 administrators). In addition to rearranging your tiles in the app launcher, you can also pin up to three apps to your navigation bar in Office 365. Besides the app launcher, you can use the Office 365 home page to access all your apps and services in Office P age

8 A typical home page looks like this: Add or Remove App Launcher tiles You can get quick access to the apps you use every day by adding or removing apps in the Office 365app launcher. Important: This topic applies to you if you see the Office 365 app launcher at the top of the page. Add an App 1. Choose the app launcher at the top of the page, and then choose View all My apps 2. Locate the app you want 3. Click More options 4. Click Pin to app launcher. Remove an App 1. Open the app launcher, and choose the app you want to remove. 2. Choose More options, Unpin from app launcher. 8 P age

9 Rearrange your tiles 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 e.g. PowerPoint in our example. After it's moved, the tile appears in its new location. Tip: For the best results, use your mouse (even if you're using a touchscreen device) to reorder your tiles on the app launcher. The App Launcher and the Home screen When you add, remove, or rearrange tiles on your app launcher, those changes aren't reflected on the home screen. For example, in the following image, you can see that tiles, such as PowerPoint Online, were moved on the app launcher, but remain where they were on the home screen. 9 P age

10 Pin Apps to the Navigation bar in Office 365 You can also pin up to three apps in your navigation bar. To pin an app to the navigation bar 1. Click the app launcher icon at the top of the page 2. Hover over the app you want to pin to your navigation bar 3. Click (or tap) the ellipsis (...) on the tile 4. Choose Pin to nav bar. The app is pinned to the navigation bar, in the upper right corner of the screen. Resize tiles in the App Launcher 1. Click open the app launcher top left of the page 2. Choose an app tile to resize 3. Click More options, then point to Resize 4. Click Small, Medium or Wide. Change your Office 365 start page When you sign in to Office 365, the first thing you see is the Office 365 home page. You can change your start page at any time by going to Office 365 settings. 1. Sign in to Office 365 with your work account 2. Go to Settings, Office 365 settings 3. On the Settings tab, under Start page, click the arrow to open the list box 4. Select the page you want, and then click Save. 10 P age

11 Change your Office 365 theme You can change the look and feel of Office 365 by choosing a theme that fits your personal style or mood. Themes control the color and appearance of the nav bar at the top of the screen, and the color of highlighted text. Change the Theme When you change the theme on the Office 365 settings menu or the Office 365 Home page, your changes affect the appearance of the navigation bar and highlighted text color across Office 365, including Outlook, your Home page, Yammer (or Newsfeed), OneDrive, and Sites. 1. If you haven't already done so, sign in to Office Go to Settings, Change theme 3. Choose the theme you want, and then choose Save. Changing your Settings 1. If you haven't already done so, sign in to Office Click Settings, and then under My app settings, click Office To view your current settings, choose a category in Settings, such as Theme, Start page, Notifications, or Software, or click another category, such as Personal info, Subscriptions, or Security & Privacy to find other settings. 4. Make changes to your settings, and then choose Save. 11 P age

12 Sharing files with others Things to consider Files stored in OneDrive for Business can be shared with others from any device by going to your Office 365 site in a browser. Or you can share a Word document, PowerPoint presentation, or Excel spreadsheet right from within Office without even going to Office 365 in a separate window. Whichever way you choose to share Office files, you can work with others at the same time they work on a file and see the changes that other people make as they make them. Here are a few details to keep in mind as you work with others: Basically if someone is using the full Office version e.g. Excel 2016 and someone else is using Excel online then the workbook can t be edited in Excel Online until it s closed again in desktop Excel version. It s best if all parties are all using the same version to co-author! In the desktop programs, co-authoring works best in the most recent version of Office (Mac and Windows), but is also supported in Office 2010/2013. There's no special co-authoring mode and no command to begin working together on a document. Just open the file for editing and start working. As you edit, the Office app tells you when other people are working too. In Word, you'll even see which paragraph they re working on. Updates are handled differently in some programs from others e.g. OneNote notebooks and Excel Online workbooks show updates immediately. In Word documents, save the document to share your updates and to see others updates. 12 P age

13 Share a file from a site 1. At the top of the page, select OneDrive Or, select the app launcher select OneDrive 2. Select the file you want to share 3. and then click Share, and then 4. In the Share window, type the name of each person you want to share the file with. As you type each name, suggestions appear that match your contacts. When you see the name you want, select it to add it to the invitation list 5. Select the permission in the list that you want to grant people. (you can change the permission later if needed) 6. If you want, type a message to send to all the people you're inviting (The message invitees receive includes a link to the shared document) 7. If you don't want to send an to invitees, click Show Options, and then clear Send an invitation. 8. Click Share. Tip: To share files with everyone in your organization, drag the files into your Shared with Everyone folder. Or if you already have the Share window open (as in step 2 above), type Everyone instead of the name of a person. 13 P age

14 Share a file from an Office desktop app 1. With the file open in, Word, Excel, PowerPoint, or another Office app 2. [File], Share, Invite People 3. Under Invite People, type the name of each person you want to share the file with. As you type each name, suggestions appear that match your contacts. When you see the name you want, select it to add it to the invitation list. 4. Select the permission in the list that you want to grant people 5. [Optional] type a message you want to send to all the people you're inviting 6. Click Share. 14 P age

15 OneDrive for Business You can upload files to your OneDrive for Business by just dragging them from your computer. Create a document from OneDrive You can create new Office documents directly from OneDrive for Business. 1. Sign in to Office At the top of the page, click the app launcher icon 3. Click OneDrive 4. Click New dropdown and choose the document type you want to create from the list Saving files to OneDrive 1. With a document open in any Office desktop app 2. [File], Save As, OneDrive - YourCompanyName. e.g. OneDrive - Contoso 3. Browse to the location where you want to save the file, and then click Save. Tip: If you don't see OneDrive - YourCompanyName, click Add a Place, Office 365 SharePoint. Then sign in to Office 365 with your work account. 15 P age

16 Rename a document 1. Click the document name in the title bar 2. Type in a new name 3. Press ENTER. When you re done and you want to go back to where the file is saved, click on your name, next to the file name. Or Click the back button in your browser to go back to where your document is saved (If you click Back, you will need to click refresh to see your new document in the file list). Tip: If you want access to all the features, switch to the full Office app e.g. in Excel Online, click Open in Excel. Opening a file from OneDrive 1. In an Office desktop app 2. [File], Open, OneDrive - YourCompanyName. e.g. OneDrive - Contoso. 3. Browse to the file you want to open, and then click Open. Tip: If you don't see OneDrive - YourCompanyName, click Add a Place, Office 365 SharePoint. Then sign in to Office 365 with your work account. Note: Once you add OneDrive for Business as a place in any Office app it will become available to all other apps. 16 P age

17 File management After you sync your OneDrive for Business files with your computer, you can put away your browser and manage your files like other files on your computer. You move, rename, and delete your files the same way you're used to, with one important difference: the changes you make to OneDrive for Business files will sync to all your other devices. So if you delete a file here, it's deleted everywhere. Copy or move files in OneDrive 1. In File Explorer, select the files you want to copy or move 2. Right-click the files and drag them to your OneDrive - YourCompanyName folder or to another location 3. Select Copy here or Move here on the shortcut menu. Rename a file in OneDrive 1. Right-click the file you want to rename in your OneDrive - YourCompanyName folder 2. Select Rename on the shortcut menu 3. Type the new name for your file. Delete a file in OneDrive 1. Select the file you want to delete in your OneDrive - YourCompanyName folder 2. Press Delete on your keyboard. Note: Remember, any changes you make to a file in your OneDrive for Business folder apply to all devices, not just to this computer. The changes will sync to all your other devices. Dragging and dropping files to OneDrive Notes 1. At the top of the page, select OneDrive. Or, select the app launcher, and then select OneDrive. 2. Using Windows Explorer locate the files that you want to upload on your computer and drag them to the space in the library where you see drag files here. o o The first time you click OneDrive, you will see some setup screens and instructions while your personal site is being set up. You may have to wait awhile and then click OneDrive again before continuing to step 2. If you don t see the option to drag files, update your copy of Office. 17 P age

18 Alternative way to upload files: 1. Instead of dragging files, select Upload. 2. In the Choose File to Upload dialog box, select the files you want to upload, and then click Open. Tip: Your files are private unless you decide to share them. To share files easily with everyone in your organization, drag them to your Shared with Everyone folder. Syncing your files Sync OneDrive for Business to your computer, and then get to your files in File Explorer instead of in a web browser. All your changes sync to OneDrive for Business whenever you re online. 1. At the top of the page, select OneDrive. Or, select the app launcher, and then select OneDrive 2. On your OneDrive for Business page, click Sync 3. At the prompt, click Sync Now to start the sync app. (The app automatically fills out the name and web address of your OneDrive for Business library) 4. Select Sync Now in the app to start syncing. You can click Show my files in the app to open the synced OneDrive for Business folder in File Explorer. The folder appears in your Windows Favorites as OneDrive for Business or OneDrive - YourCompanyName. Note: To sync files to your computer, you need the OneDrive for Business sync app, available with an Office 365 subscription that includes Office 2013 desktop applications. 18 P age

19 Saving to OneDrive or a team site? It s tempting to save all your documents to OneDrive for Business. The link to your OneDrive for Business library is always sitting there at the top of the page, ready for you to upload or create a document from OneDrive for Business. However, you also need to think about who can and can t access the documents you save to OneDrive for Business. If a document is a collaborative effort related to a project, then saving it to a team site might be a better choice. Save documents to OneDrive for Business when OneDrive for Business is a place where you can store files from your computer into the cloud, and access them from any device, or share them with others. store, sync, and share your work files. As part of Office 365 or SharePoint Server, OneDrive for Business lets you update and share your files from anywhere and work on Office documents with others at the same time. You don t plan to share them. Documents you place in OneDrive for Business are private by default, unless you place them in the Shared with Everyone folder. This makes OneDrive for Business your best option for draft documents or personal documents that no one else needs to see. You plan to share them, but they have a limited scope or lifecycle. You may sometimes work on documents that aren t related to an ongoing project, which are important mostly to you, but that you still want to share. In this case, you expect people to use the document once and then be done with it. People don t need any additional context information, or need to know where in particular you re keeping the document. All they need is a link to the document and editing permission. You can t identify an existing team site where your document belongs, and you don t think the purpose of the document warrants creating a new one. Save documents to a team site library when A SharePoint team site is a place that users can collaborate on files, documents, and ideas. It is set up to facilitate two-way communication between team members. SharePoint offers a full complement of document libraries, as well as task lists, calendars, workflows, wikis, and other features that help a team communicate and collaborate. You want team members to recognize the document as being relevant to an ongoing project. You want to spread ownership and permissions across a wider collection of people. If a document is important to the success of a project, it s a good idea for there to be people other than yourself who can control what happens on the site. You want permissions to be granted on a site basis, instead of on individual documents. If people have access to the team site, then they have access to documents stored in the site. 19 P age

20 Other project-related documents are already saved to the team site library, and others expect to find it there. You want to create a check-in workflow that assigns the document to someone else. Moving document from OneDrive for Business to team sites Sometimes individual documents grow in importance and become relevant to a project. When that happens, it may make sense to move them from OneDrive for Business to a team site. Moving a document from OneDrive for Business to a team site library is a manual operation. You can either copy or cut and paste the document. The easiest way to move files between libraries is to use Explorer. In the library, click the Library tab, and then choose Open with Explorer. Troubleshoot moving documents from OneDrive for Business There are a couple of issues to keep in mind when moving documents from OneDrive for Business to a team site library: Hyperlinks to the original document stop working, because you ve deleted the document in OneDrive for Business. You may want to share the document you moved to the team site to give people on the site an updated, working link. If people followed the original document, links in their newsfeed to that document will stop working. To restore this association, people will need to follow the document in its new location. You might want to replace the original document in OneDrive for Business with one that simply gives a link to the new file, and announces the new location. 20 P age

21 Word Online With Word Online you use your web browser to create, view, and edit the personal documents that you store on OneDrive or Dropbox. Save changes Word saves your changes automatically. Look on the status bar at the bottom left corner of Word Online. It will either show Saved or Saving. Share documents online Because your document is online, you can share it by sending a link instead of an attachment. People can read it in their web browser or mobile device. 1. [File], Share, Share with People. Comment in the browser A comment balloon shows up where comments have been made in a document. Click on the balloon to view what has been said. Reply to comments, and tick off items you ve addressed. Edit in the browser If you try to type in the document and nothing happens, you re probably in Reading view. Switch to Editing view: click Edit Document, Edit in Word Online. Work together on the same document Edit a document as you normally would. If others are also editing it, Word Online alerts you to their presence. You can see everyone who is currently working in the document by clicking in the ribbon. Click on an author s name to take you to where they re working in the document. You will see the changes they make as they re happening. 21 P age

22 Add a header or footer 1. [Insert], Header & Footer 2. Click the Options dropdown to choose how you d like them to appear. Add page numbers 1. [Insert], Page Numbers 2. Choose from the gallery where you d like the page numbers to appear 3. Tick Include Page Count to show the current page number along with the total number of pages (page X of Y). Excel online Working together When you re working with others in Excel Online, you can edit files as you usually would. When others are editing, Excel Online shows their presence and the updates right away. This only works when everyone is working in Excel Online. If anyone opens the file using the Excel desktop version, others won't be able to edit the workbook at the same time in Excel Online. While you are editing the workbook, the Excel Web App status bar shows you whether other people are also working on the workbook. 1. Save the workbook on OneDrive or your team's SharePoint library (where your colleagues can access it) 2. Invite other people to work on the workbook 3. In SharePoint, copy the web address of the workbook that appears in the browser and then paste the web address into a message 4. Edit the workbook in Excel Web App. Share workbooks online To share a workbook, click the Share icon and type addresses of people you want to share with or get a link you can to your contacts. 22 P age

23 Edit in the browser If nothing happens when you try to enter data/formulas/charts, or apply basic formatting you re more than likely in read-only view! To switch to editing view: 1. Click Edit Workbook, Edit in Excel Online. Note: For full Excel functionality click Edit in Excel. Copy/Paste in Excel online As Excel online is a browser-based program simple commands like copy/paste text may not work properly unless you use keyboard shortcuts. Text copied outside of Excel Online will probably be pasted as plain text, which means that any formatting needs to be re-applied. For best results, use keyboard shortcuts, not the right-click menu or Clipboard commands in Excel Online. Press CTRL+C to copy, CTRL+X to cut, or CTRL+V to paste Note: If paste isn t working, you re probably in Reading view so switch to Editing view: 1. Go to Edit Workbook, Edit in Excel Online. Printing using Excel online 1. Select the cells or chart you want to print (To print the whole worksheet, don t select anything) 2. File, Print 3. Click Print for a preview 4. If the final print preview looks right, click Print Note: If you change your mind about printing a selected area, choose the Entire Sheet print option and click Print. 23 P age

24 PowerPoint online On opening PowerPoint Online you will have 3 options: Open a recently created presentation, Open a presentation from OneDrive for Business or to Create a new one from the available templates. On opening an existing document When opening an existing document, you get extra options at the top of the presentation screen. You can edit the presentation; start a slide show, print to PDF or share your presentation with others. Clicking the Edit Presentation dropdown will give the option of editing the presentation online or with the locally installed PowerPoint version. Share a Presentation Online To share your presentation with others (so they can either view or jointly work on it with you): 1. Select your presentation 2. Click the Share with People icon at the top of the presentation 3. Enter the name of the person/s that you want to share the presentation with in the relevant box 4. Choose whether you want them to edit (Can edit) the presentation or just view (Can view) the presentation 5. Click Share Share a Presentation online using OneDrive 1. Select your presentation in OneDrive, and then click the Share tab 2. Under Share, click Get a link o To share a view-only copy of your presentation, under Choose an option, click View only o To let others view and edit a copy of your presentation, under Choose an option, click Edit 3. Click Create link o To shorten the link you share with others, click Shorten link 4. Copy the link, and click Close 5. Paste the URL into an , chat session, or social networking site. 24 P age

25 Coauthor a Presentation in Real Time To work together with colleagues on a presentation in PowerPoint Online, just save your presentation to OneDrive or SharePoint 365. Edit as you normally would, and if others are also editing it, PowerPoint Online alerts you to their presence. If they're also using PowerPoint Online, you can even see what they're typing in real-time, and an indicator that shows you what slides they're working on. 1. In OneDrive, open a file 2. Edit Presentation, click Edit in PowerPoint Online 3. Begin working on your presentation Notes: If others are working on the presentation at the same time, you ll see a co-authoring Icon and a number in the status bar indicating how many people are working on the presentation. Click the down arrow next to the co-authoring icon to see who is working on the presentation. If people are editing without signing in to OneDrive or SharePoint, they show up as "Guest". You can co-author with people using the full PowerPoint desktop application. But for best results those using PowerPoint Online should take turns making changes with those using the PowerPoint desktop application! Printing Slides A PDF viewer is required for printing in PowerPoint Online. 1. File, Print, Print to PDF 2. To see the presentation when it s been converted to PDF, click Click here to view the PDF of your document. 3. Use your printer's options and settings to choose the print layout options you want and print your presentation. Tip: The PDF file opens in a new window, just close it when you are finished printing. 25 P age