SASSE IT-GUIDE. Published by Jakob Östgren President of the IT Committee 16/17 on

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1 SASSE IT-GUIDE The document containing all useful information for SASSE Members in regards to the IT environment provided by The IT Committee under Student Association at Stockholm School of Economics. 1th edition Published by Jakob Östgren President of the IT Committee 16/17 on Last revision made by Last revision made by Jakob Östgren President of the IT Committee 16/17 on

2 Table of content Office 365 Account and the Microsoft 365 Suite Password... 2 Signature... 2 Answers... 2 Microsoft Online... 3 Calendar... 3 People... 4 OneDrive and SharePoint... 6 My OneDrive... 6 Sync... 6 Shared with me... 8 Groups... 8 Sharing files and folders... 8 Permissions... 8 Skype for Business... 9 Download and install... 9 Features... 9 Computers Software The Network Wireless Website ITU Support and feedback The ITU Board

3 Office 365 Account and the Microsoft 365 Suite Most positions and projects in SASSE requires both an account and a storage space to be able to function properly. Therefore, ITU provides any person who requests an Office 365 Account, containing the Microsoft 365 Suite, to cater to this need. The suite provides several functions which are described in detail below. Note that most downloads, for example the Microsoft Word Processor, are not available through the account provided by ITU. Most computers though have a word processor installed. Upon request, or through heritage by predecessor, an account and password is available at your disposable: Example: position@sasse.se Use the following link to login to your account: When connecting your to other devices, such as your phone or personal computer, choose to connect an exchange account. Password The password can only be changed by ITU. To do this, send an to itpres@sasse.se Signature Make sure your signature is up to date and is following the communication guidelines provided by SASSE. To change the signature: 1. Click on the cog-wheel in upper right corner after having logged in to your account. 2. Choose from My application settings. 3. Choose -> Layout -> Signature 4. The settings and signature should look like the following: Answers There are two options when answering an answer and answer all. When an is sent to several people and addresses, e.g. as a project group, the option to answer all will send your response to all people, whom the original sender included. In our example, this would include all people in the project group. 2

4 When an is sent to several people and addresses, the option to answer will send your response to the original sender only. When an is sent to one person, both options will be available but they will both answer the original sender only. Microsoft Online The Microsoft Online package comes with the following online features when acquiring your Office 365 Account: Word Online Excel Online PowerPoint Online Calendar People/Contacts All of these are basically simpler versions of the corresponding Microsoft Office features than run in your browser. These lesser used features are also included. Try them out if you are interested but they are not widely used within SASSE. OneNote Online Sway Task list News feed Webpages Delve Video Calendar Depending on your project and position, this application may not be of much use to help organize your workflow. Nonetheless, the main features are presented in this chapter. My Calendars Every Office 365 account comes with its own primary calendar. From here you can create secondary calendars if you want to have separate ones. The ITU President for example has one to show when the ITU Premise is booked. If you want to add a calendar, click on add to calendar and then secondary calendar. From this drop down menu you can also import for example your school schedule and private calendars. Peoples calendars/other calendars These calendars are displayed below your own calendars. These are calendars created by other people, using their own Office 365 account. This can be either the other person s primary calendar or a secondary one. You can bring this up to see the calendar next to your own. Sharing a calendar To share a calendar you have made to another Office 365 account, click on share in the upper ribbon of the calendar section. Choose the calendar you wish to share and send an invite to another account. 3

5 If you prefer to provide a link to your calendar instead of invitations, you right click on the calendar you wish to share under My calendars and choose permissions. From here you can see who is able to see your calendar and edit what they can see. To get a link, scrolls down to public calendar. Choose the permission rights and click save. Reopen the window once you have saved and scroll down. You should find to options, view calendar and subscribe to calendar. Click on these and copy the link from your address bar in your browser. People Contacts are useful to locate groups, contacts you have added yourself and the catalogue. Contacts When adding contacts, make sure you add some sort of information for your follower. For example, a title or a workplace so the next time someone else is using the account, the contacts are not filled with a bunch of random names. 4

6 Catalogue The catalogue contains all users and groups that have an Office 365 account. If you are looking for a certain person or title in the organization, you can simply search the catalogue. Groups Groups can be useful to share files, a calendar, online notes etc. To create a new group, simply click the plus sign next to the header in the left column. All groups are shown in the catalogue but you can choose to show the contact for members in the group only. Distribution lists Under catalogue you find an item called distribution list. These lists are used to easily send s to many SASSE accounts at the same time. Distribution lists are pre-made by the ITU Board. If you feel a certain list is missing and should be added, send a request to itpres@sasse.se. 5

7 OneDrive and SharePoint My OneDrive OneDrive is the storage solution within SASSE. This means that all work files used within the union should be stored using this method to make it easier for predecessors to access past information. All Office 365 accounts and Groups come with their own OneDrive. This is an online storage which can be reached by clicking on the OneDrive-app from your Office 365 account control panel. When opening the app, the OneDrive attached to your Office 365 account will show up immediately. Use the upper ribbon to create folders, upload files and create files using the Microsoft Online features. SASSE OneDrive The SASSE OneDrive is the group in which files that are relevant for all members with Office 365- accounts. Other files that should be available to all members, without an Office 365-account, are uploaded to the SASSE webpage. This group should be joined immediately after receiving your account information if not done previously. It contains material such as logos, guidelines, regulations, etc. Regular members have viewing permissions in this folder only as this is not a folder to work in but more a storage place for files that should go out to working members within the association. Sync When you click the synchronize button you can choose to synchronize the currently selected OneDrivefolder to your machine. This is highly useful as your various group files can be viewed, added and edited just like any other files on your computer. 6

8 To be able to synchronize, you need to have Microsoft OneDrive for Business installed on your computer. To install Microsoft OneDrive for Business, follow the instructions below: 1. Login to your Office 365 Account. 2. Click on the cogwheel in the upper right corner when on the Office 365 home page. 3. Scroll down to my app-settings and choose Office Click on software (programvara) 5. Choose OneDrive and follow the instructions from there. After you have installed, go back to the OneDrive-folder you wish to synchronize to your computer. Click on Sync and follow the instructions from there. 7

9 Shared with me In the left column you will find further options such as shared with me. All files and folders that have been shared to your Office 365 account, from other accounts, are shown here. Groups All groups have their own separate OneDrive in which members can store and share files. All members in the group have access to files uploaded to this folder. Here you find the shared with us tab just below the group icon. Just as with individual accounts, groups can share files and have other accounts share files to the group. When making a group, keep the name short, clear, descriptive and in English to make it easy to get an overview of and finding groups. Sharing files and folders To share files and folders, click the item you wish to share. The upper ribbon will display the options to share and get a link. Permissions By default, all members within a group can edit, remove and remove all files in the OneDrive. If you want to edit this permission so that members for example only can read certain files but not remove them, open up a support errand with the ITU Board. 8

10 Skype for Business Skype for Business is an instant messaging and VOIP application used primarily by the SASSE Board but can be used by all SASSE-members as long as you have a 365 Office account. The application should primarily be used for work-related messages and calls and function as a substitute for services such as Facebook and text-messaging, making it easier to differentiate private and SASSE-related communication and. The application is sometimes called Lync 2011/2013 but it offers the same utilities. Download and install PC and Mac 1. Login to your Office 365 Account. 2. Click on the cogwheel in the upper right corner when on the Office 365 home page. 3. Scroll down to my app-settings and choose Office Click on software (programvara) 5. Choose Skype for Business (or Lync 2011/2013 if this is the only option) and follow the instructions from there. Mobile devices Search for Skype for Business (or Lync 2011/2013 if Skype for Business cannot be found) in your devices respective store-application. Features Add contacts: 1. Click on the icon and choose add contacts from within your organization. 2. Search for the contact by typing either the name, title or address. 3. Right click the contact you wish to add and choose add to contact-list. Send instant messages: Double-click on the contact to whom you want to send an instant message to and a chat box will appear. To add more people to the conversation, click the icon in the upper right corner of the chat box. Make video- or phone calls: From the instant message chat box, click the icon representing your call of choice. is for video chat, is for calls without video. Re-open conversations: To see your previous conversations and messages, click the icon while using the PC or Mac client. Use groups: To create a new contact group, click on the icon and choose create a new group. To add people to this new group, simply drag the desired contacts to that group. Change your location: 9

11 By clicking the location tab, tight beneth your name and status if using the PC or Mac client, you can type your location to show other contacts where you are. Your location is not automatically set through GPS but when you type a location, the client will remember this location and show it the next time you arrive to it. Computers All computers provided by SASSE uses network login to access. This means that you need an Office 365 Account provided by ITU to use the computers, unless you are using a public account such as game at the ITU Premise. To log in to the computer, simply type your Office 365 Account information, You can log on to any computer provided by SASSE using this information. Do not save anything on your account! Instead use OneDrive. Software The Network Wireless Website The official website of the SASSE can be found at To login find the login menu in the upper right corner. Your username is your number of enrolment. Logged in you will have the right to, for example, register for events. If you are having troubles logging in or changing password, send an to Webmaster at webmaster@sasse.se An updated website is under development and will be incrementally updated during the summer of During this time, you might experience problems accessing all features of the website. We are sorry for any inconvenience this might cause. If you have any other problems or feedback on the SASSE website, do not hesitate to contact the Webmaster at webmaster@sasse.se ITU Support and feedback ITU provides support regarding your Office 365 Account and computers provided by SASSE. We do not offer support concerning your private equipment. To send feedback regarding the IT environment overall, please send an to itcdiversity@sasse.se or give us a review on our Facebook-page: To send feedback or if you have questions regarding this document, please send an to itpres@sasse.se To open a support errand concerning your Office 365 Account or computers, please follow the instructions in this document: SvcI&ithint=file%2cdocx To open a support errand concerning the SASSE Webpage or your Webpage account, send an to the Webmaster at webmaster@sasse.se 10

12 The ITU Board President - Jakob Östgren itpres@sasse.se Vice President - Sam Saghafi itcvicepres@sasse.se Webmaster - Simon Lindström webmaster@sasse.se Head of Diversity - Eva Despinoy itcdiversity@sasse.se Head of Events - Jakob Hammarskjöld esports@sasse.se 11