Office 365. Contents. Features, screen shots, and instructions are subject to change at any time Page 1

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1 Office 365 Contents Office Accessing Your First Time Set-Up...4 Changing Your Password. 6 The Environment...8 Reading Pane View...9 Reading Your s.10 Reading Attachments...11 Saving Attachments...11 After Reading an Creating and Sending a Message.13 Adding an Attachment..14 Options Available on the Toolbar..16 Using the Text Editor Bar. 17 Using the Address Book 18 Changing the View of the Inbox...19 Reading Pane View..19 Arranging s...19 Searching s...20 Filtering s...21 Conversation View..22 Turn Conversation View On/Off. 23 Creating a Signature..24 Setting the Time Zone 25 Features, screen shots, and instructions are subject to change at any time Page 1

2 Managing Folders...26 Adding Folders Renaming Folders..27 Deleting Folders..27 Moving Folders Contacts..28 Adding Contacts. 28 Updating Contacts...29 Deleting Contacts.. 29 Groups.30 Adding Groups. 30 Updating Groups Deleting Groups.. 32 Calendar.33 Adding Appointments...33 Updating Appointments..34 Deleting Appointments. 34 Sending Meeting Requests...35 Updating Meeting Requests. 37 Deleting Meeting Requests...37 Sharing Your Calendar...38 Viewing a Shared Calendar. 39 Deleting a Shared Calendar...40 Features, screen shots, and instructions are subject to change at any time Page 2

3 Accessing Your 1. Click on Internet Explorer. 2. Go to 3. Enter your Windows Live ID which is your address. Make sure you enter your entire address and use a dot between your first and last name (first.last@douglas.k12.ga.us). 4. Enter your password. The password is assigned by Microsoft and will be ed to the Office Manager at your school. 5. If the Remember me checkbox is checked, the website will remember your Office 365 ID. 6. If the Remember my password box is checked, the website will remember your password. For security reasons, DO NOT check this box. 7. Click Sign in. Features, screen shots, and instructions are subject to change at any time Page 3

4 First Time Set-Up 1. If you are signing in for the first time, you will be prompted to change your password. 2. Enter your temporary password. 3. Enter your new password. It must be at least 6 characters long. 4. Retype your new password. NOTE: The bar will tell you the password strength. A stronger password will make it harder for someone to figure out your password. To make a stronger password, use upper and lower case letters, use a mixture of numbers and letters, and use special characters &, *, etc.) For example, instead of using the password of atlanta Instead of the password buster, try Bu$ter! 5. Click Submit. 6. You will be taken back to the screen to login again. Default Password New Password Features, screen shots, and instructions are subject to change at any time Page 4

5 7. After you change your password and login again, you will have to set your language and time zone. 8. Language should be set to English. 9. Use the drop down to change your time zone to (GMT-05:00) Eastern Time (US &Canada). 10. Click save. 1. Set language 2. Set time 3. Save Features, screen shots, and instructions are subject to change at any time Page 5

6 Changing Your Password If your password has been compromised, you may need to change the password for security purposes. 1. Click on the cogwheel in the upper right corner for options. 2. Click on Office 365 settings. Features, screen shots, and instructions are subject to change at any time Page 6

7 3. Click on Password, Change your password. 4. Enter your old password. 5. Enter and confirm your new password. The program requires strong passwords, which include a combination of upper and lowercase letters, numbers, and special symbols. The colored bar on the screen will show the strength of the password. Features, screen shots, and instructions are subject to change at any time Page 7

8 The Environment New s will be displayed with a line beside them. You will see who the is from, the subject, and a preview of the message. In the Reading Pane view, you will see the to the right of the inbox. On the next page you will learn how to turn on and off the Reading Pane view. Quick reply, reply all, and forward Delete the message (Red X ) Features, screen shots, and instructions are subject to change at any time Page 8

9 Reading Pane View The Reading Pane allows you preview an before you open it. You can turn this feature on or off. 1. Click the cogwheel in the upper right corner for options. 2. Click on Display Settings. 3. Click on reading pane. 4. In the Layout section, you can choose to show the reading pane on the right, at the bottom, or hide the pane. Save your settings by clicking OK. Turn the reading pane off by choosing to hide it. Features, screen shots, and instructions are subject to change at any time Page 9

10 Reading Your s If you are in the Reading Pane view, click on the and it will show on the right. If you double click on the in the Inbox list, it will open in a new window. Learn about changing the view on page 9. Double click to open in a new window. Reading Pane New Window If you are in List View, double click on the to open. The will open in a new window. Double click to open the message in a new window. Features, screen shots, and instructions are subject to change at any time Page 10

11 Reading Attachments s with attachments will display a paperclip icon to the right. 1. Open the by double clicking on it. 2. Click on the file (attachment) name. 3. You may get a box that prompts you to choose Open, Save, or Cancel. Choose Open. 4. The file will open in the appropriate program. Saving Attachments 1. Click on the attachment name. The file will open in the appropriate program. 2. Save the file within the appropriate program. You must choose Save As Features, screen shots, and instructions are subject to change at any time Page 11

12 After Reading an Certain icons will perform certain actions when an is opened. Delete the message Reply to the sender only Reply to the sender and all other recipients Forward the message to a new recipient Mark the message as unread More actions The icon for More Actions will provide further choices for the . You can create rules for your inbox, which will allow your messages to be marked and sorted based on your preferences. Messages can be given a category by you, making organization easier. Features, screen shots, and instructions are subject to change at any time Page 12

13 Creating and Sending a Message 1. Click new mail in the top left corner. 2.Enter the recipients you want on the To and Cc lines. As you type, the system will attempt to match names of previous contacts. You can also click on Search Contacts & Directory for names of people in the system. Separate multiple addresses with semicolons (;). 3. Type a subject line. 4. Type your message in the message body area. 5. Click Send to send the message. Features, screen shots, and instructions are subject to change at any time Page 13

14 Adding an Attachment 1. In your new window, click on the paperclip icon and select attachment. 2. A browse window will appear. Search through the directory to locate the file you want to attach. Click on the file and then select Open. 3. To attach multiple files, repeat the same process. Or you can use Ctrl-click to select multiple files at the same time and then click Open to attach them all to your . Features, screen shots, and instructions are subject to change at any time Page 14

15 4. You will see the files listed above your message body when they have been attached. At this point, you are ready to type your message. When you send the , the file attachments will also be sent to the recipients. Features, screen shots, and instructions are subject to change at any time Page 15

16 Options Available on the Toolbar *save will allow you to save a draft of the message to your Drafts folder, to be completed and sent at a later time. *show bcc gives you the option of adding a blind copy recipient. *show from displays who the message is being sent from. *check names allows you to search names from the system directory. *set importance allows you to mark a message with a high, normal, or low priority. *switch to plain text removes the text editor bar. *message options - Features, screen shots, and instructions are subject to change at any time Page 16

17 Using the Text Editor Bar 1. Format the body text by using the text editor bar. It works just like Microsoft Word. 2. Use the drop down arrow to display more choices. 3. Check the boxes to display on the text editor bar. Click here for more editing options Text Editor Bar Features, screen shots, and instructions are subject to change at any time Page 17

18 Using the System Directory (Address Book) 1. There are two ways to access the address book. You can click on the word People at the top right of the program. You can also click on the word To in a new window. 2. Use the blue search bar to search for names. Highlight your chosen recipient by clicking on the name, and then click the + sign to add to the list of message recipients. 3. Click OK to return to the . Features, screen shots, and instructions are subject to change at any time Page 18

19 Changing the View of the Inbox Reading Pane View See page 9. Arranging s By default, s are arranged by date with the newest s on top. You can change how the s are displayed in your inbox. 1. Click on Conversations By Date at the top right of your page. 2. You will receive a variety of options for sorting your messages. Customize the arrangement based on your preferences. This mailbox is currently set to display messages according to the date, with the newest messages on top. There are options for changing how messages are filtered and displayed. Features, screen shots, and instructions are subject to change at any time Page 19

20 Searching s You can search for a keyword or term. Office 365 will search the recipients, subject and body of s for matches of the keyword or term. 1. Enter the keyword or search term in the search mail and people box. 2. Press Enter or click on the magnifying glass to search. 3. You can filter your search by using the options that appear on the left side of the page after completing the initial search. A keyword search was performed. One message displayed having the keyword. The program default is to display all messages from your entire mailbox. These filters can be adjusted on this menu. Features, screen shots, and instructions are subject to change at any time Page 20

21 Filtering s Using filtering options, you can locate a specific message more quickly. The default filter is to show all messages in the selected mailbox. The unread filter will show display all messages that have not been read. (Messages which have been read can be marked as unread so they will display on this filter. See directions below. The to me filter will show all messages sent to the user. Messages can be flagged and found with this filer. Directions for flagging are below. To mark an as unread, select Mark as Unread on the window. Flag items by clicking on the flag icon on the right side of the message. Features, screen shots, and instructions are subject to change at any time Page 21

22 Conversation View Conversation view shows all messages in a conversation, regardless of 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. Reading Pane View: Click to expand the conversation. Message Subject Name of the sender and date sent for each message in the conversation. In expanded view, you can see the full text of the messages and the folder that the messages are in. Features, screen shots, and instructions are subject to change at any time Page 22

23 List View (Reading Pane is turned off) Click the triangle or double-click the message to expand the conversation. Sender Subject Folder Date/Time Double-click on an to view that . Turn Conversation View On/Off Click on Conversations By Date. At the bottom of the pop-up menu, select on or off, based on your preference. Features, screen shots, and instructions are subject to change at any time Page 23

24 Creating a Signature An signature contains text that is added to the end of an message. 1. Click on the cogwheel at the top right of the page, and select Options. 2. At the left side of the page, select settings. 3. Use the text option toolbar to type in your signature. If you would like the signature to attach automatically to your messages, be sure to check Automatically include my signature on messages I send. (Note- if you don t check the box, you can manually insert the signature on a message.) Features, screen shots, and instructions are subject to change at any time Page 24

25 Setting the Time Zone If the time displayed on your messages is incorrect, you ll need to adjust to the correct time zone in the Regional settings. 1. Click on the cogwheel at the top right of the page, and select Options. 2. Select settings at the left side of the page, and then select regional at the top of the page. 3. Set the time to Eastern Time (US & Canada). Click save. Features, screen shots, and instructions are subject to change at any time Page 25

26 Managing Folders Adding Folders 1. Right click on your name in the Navigation Pane (down the left side of your screen). 2. Choose Create New Folder. Right-click 3. Begin typing your folder name in the box that appears. 4. Press Enter to save. Type the name of the folder here. Note: If you need to add a folder to the inside of an existing folder, then right-click on the existing folder instead of your name. Then select Create New Folder. Features, screen shots, and instructions are subject to change at any time Page 26

27 Renaming Folders 1. Right click on the folder. 2. Select Rename. 3. Enter the name. 4. Press Enter to save. Deleting Folders 1. Right click on the folder. 2. Select Delete. 3. Click Yes to delete the folder. This will move all s in the folder to the Deleted Items folder. Moving Folders 1. Right click on the folder. 2. Select Move Folder 3. Click the new location. 4. Click Move. NOTE: This will only move the folder so it is a sub-folder. The Language Arts folder will now be under the Sent Items. Features, screen shots, and instructions are subject to change at any time Page 27

28 Contacts All Douglas County School System employees will be in the global address books. Other professional contacts (outside of the system) can be added to your Contacts (address book). Adding Contacts 1. To add a contact from within the school system, click on People at the top right of the page. Use the search people bar to search for the person. Choose the correct person after searching, and click Add To Contacts. 2. To add a contact from outside the school system, click on People at the top right of the page. Then click on new at the top left. Select create contact from the dialog box that appears. Features, screen shots, and instructions are subject to change at any time Page 28

29 3. Complete the contact information in the new box. Click Save. Your contacts will display alphabetically when you click on People. Updating Contacts 1. Double click on the contact name. 2. Select Edit. 3. Edit the information and save. Deleting Contacts 1. Double-click on the contact name. 2. Click on the three dots. 3. Select delete. update delete Features, screen shots, and instructions are subject to change at any time Page 29

30 Groups You can create groups in your address book. Some groups you may want to create are team, subject area, grade level and/or parent groups. Adding Groups 1. Click People in the top right. Then click new at the top left. Select Create Group from the dialog box that appears. 2. Enter a name for the group. 3. Type in members. 4. For members within the school system, you can use the Search Contacts & Directory feature. Features, screen shots, and instructions are subject to change at any time Page 30

31 5. For members outside the school system, enter the address and choose Use this address. 6. After adding all members of the group, click Save. Updating Groups 1. Click on People, followed by groups, and then the group name. 2. Click Edit. 3. Make any changes needed to group name or members. Click Save. Edit group name and members. Features, screen shots, and instructions are subject to change at any time Page 31

32 Deleting Groups 1. Click on People, followed by groups, and then the group name. 2. Click on the three dots beside the word edit. 3. Select delete. 4. Verify that you wish to delete the group on the dialog box that appears. Features, screen shots, and instructions are subject to change at any time Page 32

33 Calendar All-day events are shaded. Current day displays on the right, and has a solid line above the date on the calendar. Adding Appointments Appointments are commitments that only you are required to attend. For example, a training class at the Annex, a parent/teacher conference, or time you set aside to work on lesson plans. When you create an appointment, you can set how that time will appear (Busy or Away) when others view your schedule. Others (scheduling assistant or shared calendars) will not see your appointment information, just your status (Busy or Away). It is important to set specific appointment times so others can see your availability. 1. Click on Calendar at the top right of the page. 2. Click new event at the top left, or double-click a specific date. Features, screen shots, and instructions are subject to change at any time Page 33

34 3. Complete the appointment information. 4. Click Save. 5. Your appointment will appear on the calendar. What, where, and who Choose how you want the appointment to show on your schedule. A reminder can be set to display your appointment in advance. Updating Appointments 1. Click on the appointment. 2. Select Edit. 3. Make necessary changes. 4. Click Save. Deleting Appointments 1. Click on the appointment. 2. Select Delete. 3. Confirm deletion on the pop up box. Features, screen shots, and instructions are subject to change at any time Page 34

35 Sending Meeting Requests Use this request to invite others to meetings or events. The Scheduling Assistant will help to determine the best time for all attendees. You will also use a meeting request to add appointments/events to a school or department calendar. 1. Click on Calendar at the top right of the page. 2. Click new event, or double-click the date on the calendar. 3. Complete the information, just like you did on page 34, to set up the meeting. Add a message to recipients in the text box at the bottom. The text will be sent to each recipient along with the meeting invitation. 4. When you click Send, the meeting details will be sent to everyone listed on the Attendees line. The people listed on the Attendees line will receive an invitation to the meeting. Messages typed here will go to the recipients along with the invitation. Features, screen shots, and instructions are subject to change at any time Page 35

36 5. The Scheduling Assistant can allow you to see if all attendees are available during the meeting time. Before sending the invitation, click on Scheduling Assistant. Calendars of all attendees will display, along with any conflicts. Quickly add more attendees. These attendees have a conflict during the meeting time. 6. If you selected the checkbox to request a response to the invitation (on the first tab), attendees will receive an with the meeting request. They will accept, decline or tentatively accept. The organizer of the meeting will receive an automatic with the response the attendee selected. Features, screen shots, and instructions are subject to change at any time Page 36

37 Updating Meeting Requests 1. Click on the meeting and select Edit. 2. Make any necessary changes. 3. Click Send. An updated invitation will be sent. Deleting Meeting Requests 1. Click on the meeting and select Cancel. 2. On the dialog box that opens, you will be asked to verify cancellation of the event. You can type a message to the attendees. 3. A new window will appear with the subject Canceled: followed by the meeting name. Complete the with your message and send to the attendees. Features, screen shots, and instructions are subject to change at any time Page 37

38 Sharing Your Calendar You can invite other people to access your calendar. When you send an invitation to share your calendar, you choose how much information to share. If you mark an appointment as private, only the free/busy information will show, no matter what permissions you gave for the shared calendar. If your school or department has a shared calendar, you need to add it following these steps. 1. Click on Calendar at the top right of the page. 2. Click on Share at the top right. 3. Add names to the Share with: box that the request will be sent to. 4. Set the level of information you d like to share in the drop-down box to the right of a person s name. 5. Click Send. Type names to be added to the request here. Decide the level of information you d like each recipient to have access to. Features, screen shots, and instructions are subject to change at any time Page 38

39 Viewing a Shared Calendar If a person shares his/her calendar with you, you can see their calendar information. How much information depends on the permissions they chose. A shared calendar will merge with your calendar. Different calendars will display with different colors. Access all calendars by clicking Calendar at the top right of the page. Tommy Teacher has been given permission to view Tammy Teacher s calendar. Tommy s calendar entries are color-coded blue. Tammy s entries are colorcoded green. Features, screen shots, and instructions are subject to change at any time Page 39

40 To hide a calendar from view, uncheck the box next to the person s name. The calendar will be hidden. Check the box whenever you want the calendar to display. Uncheck the box to hide a person s calendar. Deleting a Shared Calendar 1. Right-click on a person s name. 2. Select remove. Right-click a name Select remove Features, screen shots, and instructions are subject to change at any time Page 40