Consulting Service Delivery in Office 365

Transcription

1 Consulting Service Delivery in Office 365 User Guide For Network Consultants

2 User Guide Content 1. Introduction 2. Minimum System Requirements 3. How to start 4. How to connect to Office 365 for the first time 5. How to find my projects 6. Introducing the Project Microsite 7. Key action: Work and manage project task list 8. Key action: Tools and deliverables documents 9. Key action: Update and use Notes section 11. How to collaborate How to get an alert whenever a document is modified How to publish final deliverables after client review How to send a document s link to my BDC Project lead 12. How to download a document to send to a BDC client 13. How to upload a document received from a BDC client 14. How to check-out and check-in a document 15. Resources and contact 10. How to access a previous version of a document BDC Consulting Service Delivery in Office 365 User Guide 2

3 Introduction Why Office 365 for Consulting Service Delivery? BDC Consulting needs a workspace for its Network Consultants that is easy to access and will facilitate information sharing and collaboration on the deliverables we jointly develop BDC Consulting Service Delivery in Office 365 User Guide 3

4 Introduction What are the benefits of the new Consulting Service Delivery Team Site? Dedicated workspace including all project information: All projects, tools and deliverables; BDC Project Lead and Consulting Manager contact information; Interesting links section, etc. Accessible everywhere, anytime, from any device (access via mobile will soon be available), with an Internet connection Follow up of all project tasks Easier collaboraton with document versioning and elimination of manual documentation transfers (via s, Accelion, etc.) BDC Consulting Service Delivery in Office 365 User Guide 4

5 Working collaboratively in Office 365 means Always work directly in the cloud Never download documents to work on your computer BDC Consulting Service Delivery in Office 365 User Guide 5

6 Minimum System Requirements Following are the minimum system requirements to be able to use Office 365: Browser: Google Chrome, Firefox, Safari (Latest Version) Other browsers: use latest version Microsoft Edge: use latest version Microsoft Office: Office 2013 or above for PC, Office 2011 or above for Mac Previous versions of Office may work with reduced functionality BDC Consulting Service Delivery in Office 365 User Guide 6

7 How to start Once a project has been assigned to you, you will receive an with the link to the new project in your BDC . Each link is created with the Client Name and its Project # displayed as a link in the . Click on the Client Name - Project #. You will be redirect to the connection page. BDC Consulting Service Delivery in Office 365 User Guide 7

8 How to connect to Office 365 for the first time Once you click on the Project # indicated in the , you will be asked to sign in: 1. Check the Keep me signed in check-box. 2. Type your BDC address and password. 3. Click on Sign In. 4. Wait for the site to open. 5. If you are accessing from a non-bdc computer, you will need to type your address and password again in a security window, then click on Log On. 6. Next time you connect, just click on the blue box with your name to sign in. It is mandatory to use your BDC to connect to Office 365. Contact your dedicated Operations Support Officer if you have trouble signing-in. BDC Consulting Service Delivery in Office 365 User Guide 8

9 How to connect to Office 365 for the first time Troubleshooting: if you are redirected on this page, click back on the link provided in the , you will be able to access directly to the Project Workspace. BDC Consulting Service Delivery in Office 365 User Guide 9

10 How to connect to Office 365 for the first time If you are opening the link and try to open a specific document, you can already be connected to Office 365 via your personal account To disconnect, follow these steps: 1. Open Word or PowerPoint 2. Go to File // Account 3. Use Switch Account 4. If it does not work try Sign Out. 5. Don t forget to close Office 6. Re-open Word or PowerPoint BDC Consulting Service Delivery in Office 365 User Guide 10

11 How to find my projects 1. Once in the project workspace, click on Follow. 2. A message will appear telling you that you are now following this site. 3. On the blue ribbon, click on SharePoint to see the list of Project workspaces you are following. Note: When doing the follow on a site for the first time, you might be asked to follow a tutorial. On the top right corner of the tutorial window, click close if you want to skip it. BDC Consulting Service Delivery in Office 365 User Guide 11

12 How to find my projects 4. The SharePoint section will list all the project workspaces you are following by Client Name Project Number. Add this page to your browser favourites for a quick access to your complete list of projects. 5. When you are done working on a project and do not need to access it anymore, click on the active star to unfollow a project and refresh the page. Note: When doing the follow on a site for the first time, it is possible the tile for the Site won t appear immediately. Wait a few minutes then refresh the page or close your browser and open again this page using your browser favourite. BDC Consulting Service Delivery in Office 365 User Guide 12

13 Introducing the Project Microsite BDC Consulting Service Delivery in Office 365 User Guide 13

14 Overview of some features 1. Folder to keep Other Related Documents which are not considered to be project deliverables. 2. Notes section Displaying the latest note Button to add a note 3. Detailed project Task List Assigned To is now automatically populated based on the role assignment New consultant invoice management columns for better tracking 4. Percentage Completion of Project field Overall project advancement based on effort spent BDC Consulting Service Delivery in Office 365 User Guide 14

15 Key Actions Manage Task Dates BDC Consulting Service Delivery in Office 365 User Guide 15

16 Key Actions Manage Task Dates BDC Consulting Service Delivery in Office 365 User Guide 16

17 Key Actions Retrieve Templates and Save Documents BDC Consulting Service Delivery in Office 365 User Guide 17

18 More about the tools and deliverables 1. All documents are listed and organized by version. 2. Click on the name of a document to open it, then click on Edit Document in the Yellow bar. 3. Thanks to the versioning feature, whenever you edit, close and save a document, a new version is created. The version number is indicated in the Version column. BDC Consulting Service Delivery in Office 365 User Guide 18

19 Key Actions Retrieve Templates and Save Documents Select your document BDC Consulting Service Delivery in Office 365 User Guide 19

20 Key Actions Retrieve Templates and Save Documents. Click a template to launch program in which they can bet edited (Word, PowerPoint, Excel, etc). Do not make changes to the template file names to avoid duplication of the same document and to maximize the version history function. Save changes directly back into the cloud, or upload the file if you ve been working offline. BDC Consulting Service Delivery in Office 365 User Guide 20

21 Key Actions Retrieve Templates and Save Documents Save a new revision Notice arrows on the Save button. By clicking it you save directly in O365 under the same name. BDC Consulting Service Delivery in Office 365 User Guide 21

22 Key Actions Update completion of mandate % box Time to time update the percentage to reflect the project delivery advancement to inform the BDC project lead. BDC Consulting Service Delivery in Office 365 User Guide 22

23 Key Actions Use Notes section Leave important message regarding the project so colleagues can better understand situation. Urgent situations should always be communicated to the project lead by or by phone and not with the Notes section. BDC Consulting Service Delivery in Office 365 User Guide 23

24 Key Actions Use Notes section BDC Consulting Service Delivery in Office 365 User Guide 24

25 Key Actions Use Notes section Insert Note (Up to 250 characters) Click Save Button BDC Consulting Service Delivery in Office 365 User Guide 25

26 Key Actions Use Notes section Notice last note is displayed To see previous notes click on «Click here for all Notes» BDC Consulting Service Delivery in Office 365 User Guide 26

27 Key Actions Use Notes section See all notes of the project Click on Home to return to project s main page BDC Consulting Service Delivery in Office 365 User Guide 27

28 How to access a previous version of a document 1. Tick a document in the list. 2. In the Actions Bar, click on the ellipsis and click on Version history. 3. A pop-up opens with the list of previous and current versions available. 4. To view a previous version, click on the date. The document will automatically open in Read Only mode. BDC Consulting Service Delivery in Office 365 User Guide 28

29 How to get an alert whenever a document s version is changed 1. In the Actions Bar, click on the ellipsis and select Alert me 2. A pop-up opens. Choose a title for the alert that you will receive by Choose among the options available. 4. Click Ok to create the alert. BDC Consulting Service Delivery in Office 365 User Guide 29

30 How to get an alert whenever a document s version is changed 5. You will receive a confirmation by Then, depending on your settings, you will received the alert by . BDC Consulting Service Delivery in Office 365 User Guide 30

31 How to publish a final deliverable after client review Once the final deliverables have been reviewed and approved by the BDC Project Lead, you have to publish them in MAJOR versions: 1. Click on the ellipsis next to document label. Choose More, then click on Publish. 2. A pop-up opens. Add a comment for this final version, i.e.: validated with client. 3. Click on Publish to validate. Your comment will be displayed in the last column. Note that the document will now be on Version 1.0, etc. for each final version. **It is important to publish your final deliverables as a major version of that document because it clearly allows the project lead to see which documents are in their final form, ready for client delivery. BDC Consulting Service Delivery in Office 365 User Guide 31

32 How to send a document s link to my BDC Project Lead 1. Tick a document in the list 2. In the Actions Bar, click on Get a link. 3. A new window opens. Choose Get a link and click Copy. Now that the link has been copied, paste it in an and send it. Note that documents cannot be shared with clients or other external parties, only those with address. Note: you can not send any Office 365 link to someone outside of the delivery of the BDC project. BDC Consulting Service Delivery in Office 365 User Guide 32

33 How to download a document to send to a BDC client Note: The BDC client does not have access to Office 365, therefore these 3 steps are important. 1. Tick a document in the list. 2. In the Actions Bar, click on Download. Then, using your BDC address, you will be able to attach the document in the In Internet Explorer 11, you should see a pop-up at the bottom of the page asking you to Save the document. BDC Consulting Service Delivery in Office 365 User Guide 33

34 How to upload a document received from a BDC client All documentation received from a BDC client must be uploaded in Office In the Actions Bar, click on Upload. 2. A new window opens. Select one or more documents from your computer drive or desktop. Hold Ctrl to select more than one document. 3. Click Open. You will be notified when the document is being uploaded. The new document will appear at the top of the list. BDC Consulting Service Delivery in Office 365 User Guide 34

35 How to upload a document received from a BDC client (part 2) 4. If you are adding a new version of a document with the same file name, you will get a warning in the top right corner: 1 item wasn t uploaded. Click on it. 5. A right panel will open. Click Replace to add a new version to the existing document. BDC Consulting Service Delivery in Office 365 User Guide 35

36 How to check-out a document and be able to edit (option 1) Situation: going to a meeting at the client where you do not have access to an Internet connection, you could check-out specific documents 1. In Office, click on the File tab 1 2. In Info, click on Manage Versions 3. Click on Check Out 4A 4. Once the modifications are made: a. Close the document and you will be prompted to check in the document; or b. Click again on File and choose Check In 5. Choose the kind of version you want for the check in 2 4B 3 5 Option: You can cancel the check-out by clicking on Discard Check Out. The modifications will not be saved. BDC Consulting Service Delivery in Office 365 User Guide 36

37 How to check-out a document and be able to edit (option 2) 1. In Sharepoint, click on the " " of the document you want to check out 2. Click on the ellipsis " ", go to More and then Check out 3. Then, you will see the green symbol that indicates the document is checked-out BDC Consulting Service Delivery in Office 365 User Guide 37

38 How to check-out a document and be able to edit (option 2) 4. To check-in your document after modifications, click on the ellipsis " ", go to More and then Check in 5. Select your preferred option. We recommend the hightlights options 6. Option: You can cancel the check-out by clicking on Discard Check Out. The modifications will not be saved. Note: It is not recommended to let a document and leave it checked out for a long period of time because only a Super-User can do a check-in or discard a check-out on a document checked-out by another user BDC Consulting Service Delivery in Office 365 User Guide 38

39 More Resources Office 365 User Guide. BDC Help Desk They have been trained to support O365. Your BDC Project lead or BDC key contact. The BDC web page for our external partners: BDC Consulting Service Delivery in Office 365 User Guide 39

40 Resources & Contact Contact your dedicated BDC s Operational Support Officer (OSO) for any question or our help desk at or for technical problems. This document is published on the BDC Consultant Network s Extranet page : t.aspx Please don t hesitate to send us any comment!