Microsoft Office 365 for Education

Transcription

1 Microsoft Office 365 for Education Microsoft Office 365 for Education is the online version of Microsoft Office, which allows storage and true collaboration on the Cloud. Works on any device i.e. iphone, ipad, Android, Windows, imac, MacBook Works on any latest internet browser Cloud Storage True Collaboration on the cloud Automatically updated to the latest version by Microsoft No need for Microsoft Office to be installed locally Office 365 for Education includes a number of applications, the major being:- OneDrive for Business Where you can save up to 1TB of data Word Online Web version of Word. No local install needed Excel Online Web version of Excel. No local install needed PowerPoint Online Web version of PowerPoint. No local install needed OneNote Online Web version of OneNote. No local install needed Outlook Online Web version of Outlook. Includes , Calendar and Contacts Newsfeed Listing of messages, blogs and notes that a documents has been updated Office 365 ProPlus for Staff and Students Ability to install Office 365 on personal devices Only the basic components are available to John Paul College as part of our license agreement though the Catholic Education Office (CEO)

2 Contents Initial setup of Office 365 for Education for the first time... 3 Signing into Office 365 for Education and OneDrive for Business... 3 Set up OneDrive for Business on your ipad... 4 Set up OneDrive for Business on your JPC Windows computer... 4 Check the OneDrive for Business 2013 app is installed Configure OneDrive for Business desktop app... 4 Use OneDrive for Business on an Internet Browser... 5 Create a new document... 5 Edit a document... 5 Upload a document to OneDrive for Business... 6 Rename a document... 6 Follow a Document... 6 Share a document... 6 Find Documents that have been shared with me... 7 Document Collaboration... 7 Use OneDrive for Business app on your ipad... 8 View your OneDrive for Business files... 8 View files when you re offline... 8 Share a file... 8 Upload a document from Pages... 9 Other Microsoft Office 365 apps for the ipad... 9 Use OneDrive for Business Desktop version Save to OneDrive for Business from Windows Explorer Save to OneDrive for Business from Office Share from OneDrive for Business app from Windows Explorer Install Microsoft Office 365 on your Personal device... 11

3 Initial setup of Office 365 for Education for the first time 1. Open your Internet browser 2. Go to 3. Enter your college OR your college address 4. Click in the Password box, and this should redirect you to the John Paul College's OneDrive for Business page (sonar.jpcvictoria.catholic.edu.au) 5. Enter your Password and click Sign in a. If using Internet Explorer, please enter your JPC Username & Password b. If using Firefox or Chrome, your Username/ should be pre-added c. If using a JPC Domain Windows computer, it should automatically sign you in, and you may skip this step 6. Office 365 will configure your account for the first time. 7. Click OneDrive in the Top right 8. At Welcome to OneDrive for Business, click Next 9. At Securely store and share files, click Your OneDrive is ready 10. This should redirect you to OneDrive Signing into Office 365 for Education and OneDrive for Business 1. Go to 2. Enter your college OR your college address 3. Click in the Password box, and this should redirect you to the John Paul College's OneDrive for Business page (sonar.jpcvictoria.catholic.edu.au) 4. Enter your Password and click Sign in a. If using Internet Explorer, please enter your JPC Username & Password b. If using Firefox or Chrome, your Username/ should be pre-added c. If using a JPC Domain Windows computer, it should automatically sign you in, and you may skip this step

4 Set up OneDrive for Business on your ipad Ensure you do the Initial setup of Office 365 for Education for the first time instructions first Use the OneDrive for Business app on your ipad to store, access, and share work documents and other files in the cloud 1. From your ipad, go to the App Store, and search for OneDrive for Business 2. Select the Free button in the app, and then select Install Your itunes password may be required 3. After it is installed, select the app from your home screen 4. In the Enter your address field a. Please enter your College Username in the format of College 5. Click Sign in 6. This should redirect you to the John Paul College s OneDrive for Business page 7. Enter your password. Your username should be preconfigured 8. Click Sign in Set up OneDrive for Business on your JPC Windows computer Ensure you do the Initial setup of Office 365 for Education for the first time instructions first Check the OneDrive for Business 2013 app is installed. Go to the Windows 8 Start screen Type OneDrive Confirm you have the OneDrive for Business 2013 app available Configure OneDrive for Business desktop app Sign into the Office 365 for Education website via the link with your college OR your college address Click on OneDrive at the Top Right Click Sync At the Sync this Library to your device easy access, click Sync now Note If you don t have the OneDrive for Business 2013 app installed, click the link Get the OneDrive for Business app that s right for you. Your Local Administrator details may be necessary Click Allow if you get a Security Warning At the prompt, click Sync Now to start the sync app wizard The wizard automatically fills in the name and web address of the library Select Sync Now in the wizard to start syncing You can click Show my files in the wizard to open the synced library folder in File Explorer

5 Use OneDrive for Business on an Internet Browser Ensure you do the Initial setup of Office 365 for Education for the first time instructions first With Office 365, you are able to create, edit and access documents from wherever you are. You can share documents that are stored on your OneDrive for Business folder via their address Create a new document To create a new document from your OneDrive using Office 365 Go to your OneDrive for Business link at the top of the page. Click the New button on the page The Create a new file menu appears. Select the appropriate Web App for the file (Word, Excel, PowerPoint, etc.) you want to create The selected Web App opens. You ll notice that the Web App uses basically the same functionality as a desktop based version. Go ahead and create your document and the document is automatically saved as you go To navigate back to OneDrive, click your name in the top right of the screen Hint: If you need to use a feature that is not available in the Web App, click the Open in Word tab on the Ribbon bar. (Or appropriate Office application) The tab will change depending on the Application you are working in. Edit a document To edit a shared document Navigate to the folder on OneDrive where the document is stored and click on the document The document opens in the relevant Web App Click Edit Document and select Edit in Word Online from the menu Your document opens Edit your document The Document will automatically save as you go You can open the document in your local copy of Word if it is installed, you must click Save

6 Upload a document to OneDrive for Business If you created a document locally or simply want to add an existing document, you can upload it Select OneDrive, and select the Folder that want to upload the document to Click the Files tab on the Ribbon bar Select Upload Document Click Browse Find the file you want and select it and click Open Click OK Rename a document Select the document to Rename by Pressing the Tick next to the document name Click Manage Click Edit Properties Give the document a new Name and Title and click Save Follow a Document Click the 3 Dot ( ) icon next to the Document to be shared Click Follow If someone modifies the document, a note under the Newsfeed application will be added, letting you know. Share a document You can share a document with other people, if you know their address With the Document Open Click the Share button on the Ribbon bar Enter the address of the person you want to share with Change the option Can Edit to Can View if you don t want them to modify the document Click Share From the OneDrive File menu Click the 3 Dot ( ) icon next to the Document to be shared Click Share Enter the address of the person you want to share with Change the option Can Edit to Can View if you don t want them to modify the document Click Share

7 Find Documents that have been shared with me Shared Documents can be either found from the link or within the OneDrive for Business webpage Sign into OneDrive for Business via your Internet browser Click on OneDrive Click on Shared with me on the left hand bar All documents shared with you should be listed. Including the last person who modified the document Click on the Document to open it in View mode Document Collaboration After a Document has been shared, multiple people can open it in their own usual method. However the best method for true collaboration is when everyone opens the document in Word Online at the same time Find the Shared Document in OneDrive Click on the Document to open it in View mode Click Edit Document Click Edit in Word Online The below image shows a document created by Stud2010 and shared with Stud2011. They are both editing this document at the same time and Stud2011 is Green modifying the word 2011 and on the screen of Stud2011, Stud2010 is highlighted as Red, typing the word 2010

8 Use OneDrive for Business app on your ipad Once you re signed in, the OneDrive for Business app takes you directly to your files and folders, so you can start viewing and working on your files immediately. The OneDrive for Business ipad app does not have the full feature list as the online version. However you can Open, Share and Download documents. Clicking Edit will open the Document in the Safari browser Note - With the current version, you cannot view documents that other people have shared with you. This can be achieved using the ipad s Safari browser View your OneDrive for Business files Tap any item to open it in View mode. A download button appears if a file is available for viewing offline. There are three options for viewing your files. At the bottom of the OneDrive for Business screen, do any of the following: Tap Files to show all OneDrive for Business files Tap Recent to show OneDrive for Business files you ve opened most recently Tap Offline to show files you ve made available for viewing when you re not connected View files when you re offline Download OneDrive for Business files to your ipad to make them available for viewing when you are offline Tap the file you want to download to open it Tap the Download button The file is now listed when you tap Offline. Note, the offline version of the file is simply a downloaded copy. If you edit this file, updates don t synchronize with the version that is stored on OneDrive for Business Share a file Tap the file you want to share Once the file opens, tap the OneDrive for Business Share button. If you re already sharing the file, you see a list of the people sharing the file. Otherwise, you see a note saying This item isn t shared Tap the + button at the top of the Share screen On the Add People screen, tap the Share with box, and enter the address of the person you want to share the file with Set the sharing permission for the person you re inviting to share the file. The default setting is Let recipient edit. You can change sharing permissions later, if you want Tap Add

9 Upload a document from Pages Open your Pages document that you want to upload to OneDrive for Business Touch the Share button Touch Open in Another App Select your required format. Suggestion is to use PDF Find and select Open in OneDrive Business Sign into OneDrive for Business if requested Confirm the correct document is selected, and touch at the bottom A popup box stating Upload Successful should appear Touch OK and Done to finish Other Microsoft Office 365 apps for the ipad Other apps available that fall under the Office 365 banner Microsoft Word Online Microsoft Excel Online Microsoft PowerPoint Online Microsoft OneNote Online OWA for ipad

10 Use OneDrive for Business Desktop version Save to OneDrive for Business from Windows Explorer Under your Favourites and/or your Profile, you should see a folder called OneDrive for Business or similar name. Any files moved into the OneDrive for Business folder will sync to the Cloud when available. Save to OneDrive for Business from Office 2013 After you have opened a document from Office 365, in a Microsoft Office 2013 program once (example - Microsoft Word 2013), you should see a new option in all Microsoft Office 2013 programs, called SharePoint (or similar) Any Document you save into this SharePoint will to your local OneDrive for Business folder and sync to the Cloud when available NOTE If you see OneDrive listed in Microsoft Word 2013, this is not OneDrive for Business, it is the personal version of OneDrive Share from OneDrive for Business app from Windows Explorer Locate the document you want to share and Right Click on it Select OneDrive for Business Select Share This will take you to the web page where you can share the document

11 Install Microsoft Office 365 on your Personal device As part of the agreement between Microsoft and John Paul College, staff and students can install Microsoft Office on their devices for free, provided you have signed up to Office 365 for Business/Education. This allows you to install up to 5 copies of Microsoft Office 365 on a Windows, Mac and tablet devices, as long as you are a current staff member or student To do this, on your personal device, click the Office 365 button at the Top Left of the Office 365 for Business web page Follow the online instructions This service does not come with support from the ICT Support Office. Please use online resources for any issues