Office 365 Portal, OneDrive, & Delve Training Packet Welcome to Technology Solution s Office 365, OneDrive, and Delve training! We will use this packet as a guide throughout today s training. We ll introduce Office 365, and explore two of its many excellent features OneDrive and Delve. Contents Overview... 2 Let s Access Office 365... 3 The Portal... 4 OneDrive - Your Virtual Hard Drive... 6 OneDrive - Test Scenarios... 14 Delve discover exactly what you need, when you need it... 15 Requirements for this process: 1. IEWC issued email address 2. An alternate email address and phone number 3. An Office 365 License (E1 vs. E3 detailed below) Office 365 Enterprise E1 license vs. E3 license Some of the features discussed in today s training are available only to users with an Office 365 E3 license. Most of our users possess an E3 license with a much smaller number using an E1 licenses. Those with E1 licenses are generally in a job role that does not require as much access to the Office 365 suite. E3 licenses offer the following, whereas E1 licenses do not: Access to 5 copies of the Office suite for home/private use Mobile office applications for tablets and cell phones Unlimited OneDrive storage space (as opposed to 1 TB for E1 users) Access to online versions of the Office suite (E1 licenses have access to SharePoint and OneDrive online) Click here for more information regarding the differences in licensing. 1
Overview What is Office 365? Office 365 is Microsoft s secure cloud-based version of the Office Suite, accessible via a web browser from any device, anywhere in the world. Office 365 is a platform that provides access to online versions of all your favorite Office applications Outlook, Word, Excel, PowerPoint, OneDrive, and other apps available only through Office 365. With Office 365 you can view, create, and edit documents and spreadsheets, save files to OneDrive, read and send email, and much more, right from your web browser. What is OneDrive? OneDrive is Microsoft s cloud-based file hosting and storage solution. It s very similar to our network drives here at IEWC essentially, OneDrive can be thought of as a cloud-based H: or I: drive that offers many features to enhance collaboration and accessibility. OneDrive is accessible via any internet-connected device, from anywhere in the world. What is Delve? Delve is a content-aggregation, search, and collaboration tool that continuously works behind the scenes to show you content and files from OneDrive, SharePoint, Office 365 video, Outlook, and more, that are relevant to you. Delve brings you information based on what you're working on, and who you're working with. Think of Delve as your Work Newsfeed. For example, it ll show you recent files you ve worked on, files that are trending on your team, files you ve shared with co-workers, and even attached files from recent emails. 2
Let s Access Office 365 Office 365 is best accessed by visiting the Office 365 Portal. Think of the portal as a dashboard that provides a high-level view of all the apps Office 365 has to offer. 1. Begin by navigating to portal.office.com 2. Enter your IEWC email address and press tab, or click in the password field. You ll be redirected to IEWC s custom Office 365 Single Sign On page. 3. Enter your IEWC network (windows) password, and press enter or click Sign in. Alert! If this is the first time that you ve accessed the Office 365 Portal, you may see a screen that looks like the below image. To access the Office 365 portal, you must setup what is known as Self Service Password Reset (SSPR). SSPR enables you to unlock and reset your IEWC network password from any computer or mobile device. Click here for IEWC instructions on setting up SSPR. 3
The Portal Now that we ve sorted out setting up SSPR, we ve reached the portal! As discussed before, from here we can access all the apps that Office 365 has to offer. Let s take note of some notable features. We re immediately presented with tiles that link to each available app. Simply click one of the tiles to open the respective app Use the search box to search for documents stored across Office 365 You may notice the Install Office 2016 button. As part of our Office 365 Subscription, employees with E3 Licenses have access to 5 copies of the Microsoft Office Suite for FREE. These can be installed on home devices. View notifications, settings, help, and your Office 365 Profile, respectively 4
View your recent files and OneDrive Folders Click the app launcher (aka the waffle ) to display a list of all Office 365 apps. This comes in handy when navigating throughout Office 365, but it s not as useful on the portal page. Questions? 5
OneDrive - Your Virtual Hard Drive Let s take a look at OneDrive unlimited secure cloud-based storage accessible to Office 365 users. With OneDrive you can upload files, share files internally with coworkers or externally with customers, work collaboratively in real-time on documents and files, and more. We ll provide examples of these features and then test your knowledge! 1. Begin by clicking on the OneDrive tile from the portal apps 2. Welcome to OneDrive! You re looking at the default OneDrive view a list of files and folders stored in your OneDrive. Notable Feature: You ll notice that you have an attachments folder. This folder is where email attachments will be stored, if you choose to save an email attachment to OneDrive from Outlook. Alert! After each feature is demonstrated, everyone will have an opportunity to test out the feature themselves. That way questions can be asked pertaining to the newly learned feature. 6
3. Let s create a folder and upload a file to OneDrive. Begin by clicking New and selecting Folder 1. 2. Now give the folder a name, and click create 3. 4. 7
After creating the new folder, click on it to open it. Now click the Upload button and choose Files or Folders to open a familiar Window s File Explorer window. Choose the file you d like to upload and click Open. Uploading a file can also be accomplished by dragging and dropping it from Windows to anywhere in OneDrive! 1. 2. 8
4. Now let s share a Folder or a File sharing these two items is done in the same way, with an important caveat: when sharing a folder, all the files in the folder inherit the shared folder s permissions. Meaning, if you share a folder with three people, those three people have access to all files in the folder. Select the file or folder you d like to share (click anywhere but on the item s name) and then click Share. You can also right click on a file or folder and select share from the drop-down menu. 2. 1. Click here To adjust the permission level associated with the selected item, click the text Anyone with the link can view and edit. This will open the permissions menu. 9
From this menu, you can edit share permissions on the item such as who can access it, whether or not users can edit the document, and if the link to access the document expires at some point. When done editing the permissions, click Apply. Finally, choose whom you d like to share the document with (search by name, email, etc.). Add a personalized message, and click Share. The user(s) whom you shared the file with will receive an email notification. 10
5. Now let s co-edit a document that is stored in OneDrive OneDrive offers some fantastic collaboration features, including real-time co-editing of documents in Microsoft office programs (with chat!). First create a document, or select an existing document, and share it with the co-worker you d like to co-edit with. Next, open the document in Word Online, or the desktop client. Desktop Client ( Word ): 1. When first opening the shared document, you ll receive a notification that others are editing it. Select Yes to have changes made to the document update in real time. Note: when editing the document, newly edited sections are locked until changes are saved to the server by the author. This means you ll be able to see what others are typing, but it may be locked until they save the changes. 2. Clicking on the Share button allows you to see who is currently editing the document, as well as invite additional users to edit. You can see that Josh and ittest are currently editing the open document b 11
3. While editing, you ll notice a colored cursor indicating where in the document your co-worker is editing. You ll see the information they enter in real time, since we chose to automatically share changes! Word Online 1. The above snapshot provides an overview of what to expect when using Word Online. 2. When editing the document in the browser (word online), you ll receive an alert notifying you that your co-worker is editing the document as well. You ll also notice that it displays real-time information for where your coworker s cursor is placed, and what they re typing 12
13 3. A useful feature of the online version of Word is the ability to chat with the co-editors directly in the browser. Simply click the chat button and send them a message. Note that for co-editors to receive a message, they must be editing in the same version that you are. For example, both of you must be using the online version of Word to chat in the browser. The desktop version of word uses the Skype for Business client, rather than a built-in chatting feature.
OneDrive - Test Scenarios We ll now provide some example scenarios, for you to test your new OneDrive knowledge! After we describe each scenario, you ll have some time to complete it. Scenario 1: Different Permissions for Different People Sometimes you ll want to share a document both internally and externally. Upload a document to OneDrive. Share it internally with a co-worker Share it separately with an external user and alter the permissions (you can use treuer.joshua@gmail.com for the external user) Scenario 2: Co-editing a Document You would like to work on a document with a co-worker. Share a document with a co-worker (you can use the same document from scenario 1 if you d like) Co-edit the document in real-time in the online version or the desktop version of the Office suite Scenario 3: Setting the Expiration Date for Sharing You d like to share a document with a co-worker, but only for a week. How would you go about setting this conditional share? Share a document with a co-worker and set the expiration date for a week from now 14
Delve discover exactly what you need, when you need it Using machine learning, Delve proactively highlights key information that s relevant to you based on what you are working on and colleagues you work with closely. Delve helps you quickly and easily return to recent files you ve worked on, files that you ve collaborated on in the past, view co-workers profile information, and more. Delve searches and provides access to files stored across the entire Office 365 environment, including OneDrive, SharePoint, Office 365 video, and Outlook. Delve becomes more useful the more you use Office 365, and only ever shows you files that you have access to. 1. Begin by opening Delve via the app launcher if you re already somewhere in Office 365, as shown below on the left, or navigate to portal.office.com in your web browser and select the Delve tile as shown on the right. 1. 1. Portal.office.com OR 2. 2. 15
2. You ve now landed on the Delve homepage. Delve uses an intuitive tile-based layout where each tile represents a single file or document. Reference the below snapshot to become familiar with Delve s structure. The homepage shows you popular documents that Delve s algorithm has determined are relevant to you. This may be because you ve worked on the file often, it s shared and worked on by a few people, or Delve predicts you ll be looking for it in the near future. Search across OneDrive, SharePoint, and Outlook Each Tile represents a file. Click on a tile to open the file View your profile and your documents Preview of file content View profiles and files of those who you work with often Add files to your favorites File location Add files to boards (similar to Pinterest) 16
3. Let s view your Delve profile to see your recent documents and more. On the Delve homepage, click on Me. 17
4. From here you can access your recent documents, update your profile information, as well as access your co-workers profiles and see what they are working on. View your recent files Edit Profile Information View what a coworker is working on 18
5. Now let s view a co-worker s profile. Click on their name anywhere it is found within Delve to view what they are working on. here here 19
6. From here you can view a co-worker s recently worked on documents, and also connect with other co-workers profiles. Click View Profile to view details about the selected co-worker. Details include items such as phone number, email address, job title, and more. Profile 20
7. Let s talk about Boards. Boards are used to create groups of similar documents. Boards are visible to everyone in your organization; you and others can see, add documents to, remove documents from, or follow any board in Delve - but you and co-workers can only see and open documents that you already have permission to access. For example, if a Sales board is created, only users who have access to one or more of the documents pinned to the board will see any content on the board. Otherwise, the board will appear blank to that user. Begin by clicking on the board symbol found on any file or document tile to manage the boards for that file. 21
8. Type a name for the board you d like to create and press enter. If you d like to add the file to an existing board, enter the name of the existing board (verbatim). A few seconds after pressing enter, you ll see the board name appear. You ll also notice that the board has been added to your Boards on the left side column, shown below. You can click on a board there to view its content. 2. 1. Favorited Boards 22
9. Favorites can also be created within Delve. Click on the Add to Favorites icon on any file or document to add it to your favorites for easier access. Next click on Favorites on the left side menu. 1. 2. 23
10. From here you can view boards you ve favorited, as well as any files and documents you ve favorited. 24