Global Education Challenge Help Guides Part 1 Setup and Use Office365 Contents 1 Sign in to Office 365 2 Check and reply to Email 3 Using Lync, and downloading the app 4 Installing Office 5 Using Yammer 6 Using OneDrive, and syncing to your computer Before attempting to log in for the first time you must have: Signed up for the GEC competition (and have been accepted), Completed and returned the user data spreadsheet sent by the project coordinator, Chloe Farrant (cfarrant@gec.education), Received confirmation that your users have been added.
1 Sign In to Office365 You can sign in to Office 365 on your computer by opening a web browser. And either going directly to portal.office365.com, or by going to gec.education and using the Go to Office 365 link on the Login page. Use the email address and password you have been supplied. The email address will be username@gec.education. Next, change your password to something new, and write it down for your teacher. Finally, choose the location and time zone that are correct for your location from the dropdown lists, and click next. You will then be presented with your personal area, starting with your welcome page. The top bar contains links to your various facilities; Outlook (email), Calendar, People, Yammer (Social network), OneDrive (documents folder), Sites (our intranet), Tasks. There are separate Help Guides for each of these as part of this document, or available in the HELP area of the Intranet, inside Sites. You can click on any of these to take a look around.
2 Check and reply to email Once you are logged in to Office 365 (see above) if the Outlook tab is not highlighted, choose it from the top menu. From here you should be able to view your inbox. Highlighted (clicked on) mail appears on the right of the screen, whilst the middle area is a list of all email in the current folder, which will be your INBOX when you start. Mail can be dragged between folders to file for later. You can make new folders if you need to, by right clicking and choosing Create new folder from the right-click menu. You can also write a new email by choosing the New mail link at the top of the sidebar. Once you have added the content and email address in the boxes provided, choose Send from the links above. To reply to an email you have been sent, click on it in the list to select it, then above the preview area, choose reply to open a new email message ready to write back to the sender.
3 Using Lync and installing the app Lync is a video calling application, much like skype. It allows a video conversation between two users or groups of users. To download Lync, click on the cog and choose Office 365 Settings. Next choose 'Software on the left hand list. Choose 'Lync' from the next list of choices. Choose the desired language from the dropdown list, and then click Install Once the installation is complete, launch Lync from the start menu or icon, and in the login box use your normal email address, and click Sign In. Next it will ask for your password. Once this is completed your Lync console will open, ready to search for friends, or view who is already online in your contacts list. By right clicking a user, you can choose to add them to your contacts list, or start a group of contacts to view together. Double clicking a user will open an instant messaging window with that person, which you can upgrade to a video call or audio call using the icons below the text box.
4 Install Office for Windows Yu can install a copy of Microsoft Office on your PC from your GEC user account. Go to portal.office365.com and login, or if you are already logged in, click on the GEC logo, in the top left corner. From this page you can go to any of the online versions of the apps, which open in the browser and automatically save your work to your OneDrive as you work. They look very similar to the desktop software, and can be used all the time if you prefer not (or are not able) to install the desktop programs By clicking the Install now button, you will start to download the office install file. Explorer will ask if you wish to run or save the file. If you save the file you will need to double click its installer once it has fully downloaded.
5 Using Yammer Yammer is a social networking tool that allow users to build conversations one-to-one or in groups to be more productive. Yammer will form a key tool in working collaboratively locally and internationally for your team. Your account is set up ready, but the first time you visit it, you will need to follow the following steps. 1. Click on Yammer in the top menu. 2. Use your username@gec.education email address and password in the login boxes. 3. Once completed, you will be able to see your own wall, with recent posts from your friends and any groups you have joined 4. Pupils, initially, please use the search tool to find and join the international company you belong to (e.g. Muffins ) and the country subsidiary you are working in (e.g. Muffins Spain ). You will now be able to comment in those groups, and also see all comments by others in those groups. You will also see links to your groups in the left hand sidebar. 5. Teachers, you are recommended to join all the groups for your location, to better see how your pupils are collaborating. Pupils may join other groups, including their team in other countries if they wish (e.g. Muffins UK, Muffins USA, Muffins India ). 6. If a message is sent specifically to you, there will be notification number in red above the envelope at the top of the page. Clicking the envelope will allow you to read and respond to the message. 7. To write specifically to a friend or team mate, find them and click their name. Choose Send message from the link on their page. From here you can also click Follow if you want their activity to be visible to you on your wall.
6 Using OneDrive, and syncing to your computer OneDrive is your online document folder. It is 20Gb of storage space. Find it by clicking OneDrive on the top menu. It can contain all the files you make and use as part of the project, by dragging and dropping documents, pictures, files and links into the folder area. By placing files here you will also be able to share them with your team later. Not only can you keep your files in this online space, but you can sync it to your computer to act as a documents folder like any other folder on your PC, but it is kept in sync with as many locations as you install it. 1. On the OneDrive page, above the files area, click on Sync 2. When prompted, click Sync now 3. Next choose Sync Now again on the new popup. 4. Finally, choose Show my files 5. From now on, this folder on your computer will stay in sync with the online folder and anywhere else you choose to sync your OneDrive. A shortcut to this folder will have been placed in your favourites on the left.