Office 365 Beginners Guide

Office 365 Beginners Guide

Revision History Date Version Author Comments 03/01/2016 1.00 Paul Leake Initial Draft 08/04/2016 1.10 Paul Leake Amended sign in instructions and changed screenshots to reflect the new interface changes. Added a section on changing the look/theme of the site. 27/09/2016 1.20 Paul Leake Added Before you begin Amended instructions for installing MS Office from home Added section on school email

Contents Revision History... 2 Contents... 3 What is Office 365?... 5 Why is the school moving to Office 365?... 5 Flexibility... 5 Storage Space... 5 Advanced Sharing and Collaboration... 5 Web Apps... 5 Free copies of the full Microsoft Office suite... 5 Before you begin - Important information... 6 Misuse and Logging... 6 Acceptable Use Policy... 6 Your Data and privacy... 6 Your Data when you leave the school... 6 Logging on for the first time using the website... 7 The homepage... 8 Change the look of the site... 9 OneDrive... 10 Using OneDrive for the first time... 10 The OneDrive interface... 11 Create new folders... 12 Create new files... 12 Uploading existing files... 13 The upload menu... 13 Drag and Drop... 14 Managing files... 15 Opening Files... 15 Sharing files... 16 Share by inviting people... 16 Share by sending a link (only recommended for sharing outside of the school)... 17 Deleting Files... 17 Recovering deleted files... 17 Previous Versions... 18

Editing Documents... 19 Using Office 365 Webapps... 19 The webapp interface... 20 Using Office 2013/16... 21 Opening files directly from Office 2013/16... 22 Site files... 23 Email... 24 Accessing school email from home... 24 Webmail from home... 24 Outlook from home... 25 Accessing school email from school computers... 27 Troubleshooting... 28 Accessing school email on a mobile device... 30 Accessing email on an Android Device... 30 Accessing Email on an Apple device... 31 Access and download free version of MS Office... 32 How do I get it?... 32 MS Windows... 32 Apple OSX... 34 Installing Office on Apple/Android devices (tablets and phones)... 35 Frequently Asked Questions... 35 What if I leave the school?... 35 Do I need an internet connection?... 35 What if I want to install on more than 6 devices?... 35

What is Office 365? Office suite of applications. Microsoft Office 365 (often referred to as Microsoft 365 or Office 365) is a Web-based version of Microsoft's Office suite of productivity applications. Office 365 is delivered to users through the cloud via the internet and includes Exchange Online for email, SharePoint Online for collaboration, Lync Online for unified communications, and a suite of Office Web Apps, Web-based versions of the traditional Microsoft Why is the school moving to Office 365? Flexibility Office 365 gives staff and students online access to MS Office apps from virtually any device, either via a web browser or through traditional office installed on devices. This is linked with online storage to keep office documents in one place. Storage Space Each Student and Staff member gets 1TB of disk space to store documents. This is over 3000 times what we re able to offer on site. Email space is increased to 50GB per user, up from 300MB for staff and 50MB for students. Advanced Sharing and Collaboration Documents can be shared between groups and worked on simultaneously. Documents can also be shared with other users from your home directory folder, meaning there s no need to email copies/find the latest version. Web Apps With office web apps, staff and students can edit documents without installing office, they just need a device with a web browser. There is no longer any need to download MS Office documents to do basic editing. Free copies of the full Microsoft Office suite Each staff member/student can download and install a full version of MS Office on up to 5 devices for free. These can be linked to Office 365 to access online document areas. This increases consistency and allows staff and students to use the latest version of office on all their devices, and upgrade to new versions as they become available.

Before you begin - Important information Misuse and Logging All activity on Office 365 is logged by the school and can be used to monitor unauthorised usage. If you are found to be using Office 365 in an unauthorised or malicious way your account will be suspended and further sanctions may be employed. These include exclusion and, in serious cases, police involvement. Acceptable Use Policy All rules and guidance from the school s ICT acceptable use policy apply. Your Data and privacy Your data on Office 365 is private, unless you choose to share files with your peers. However, the school reserve the right to monitor systems for unauthorised or malicious abuse as stated above in order to protect staff, students and the school from misuse. Your Data when you leave the school When you leave the school your Office 365 account will be deactivated and you will lose access to files, email and any benefit schemes you are using (e.g. free installs of office at home). Therefore, you should make arrangements to download files and save emails etc before leaving the school. Backup The school does not backup Office 365 data, however there are several levels of recycle bin for both documents and email in order for you to recover files. Data is highly secure on Office 365, and stored in highly resilient Microsoft datacentres in the EU, for a brief video overview of these please click here

Logging on for the first time using the website Office 365 can be accessed from any device using a web browser. 1. Open a web browser 2. Browse to http://www.office.com 3. Click Sign in 4. Enter your full school email address (username@barkingabbeyschool.co.uk) and password 5. You should see a screen similar to the below, you have successfully logged on

The homepage Apps menu Homepage: click here to go back to the homepage OneDrive: stores all your online documents Webapps: web versions of office apps, accessible from any web browser Notifications: alerts for system status and special offers including installing the free versions of MS office on you home computers. Options: account options and sign-out

Change the look of the site The theme or appearance of the site can be customised to your preferences, the procedure for doing this is below. 1. Click the cog icon in the top right corner 2. Click Change theme 3. Select a theme from the menu and click OK when finished. Note: the theme may take a little while to apply, refresh the page a few times if it doesn t apply straightaway.

OneDrive OneDrive is an online storage area for all your office documents, it has several advantages over using the school system for storing documents 1TB of storage space for each user Access documents from anywhere, without the need to download docs to edit them Basic editing can be done using a web browser without the need to use the full versions of office 180 Day Recycle bin Documents can be shared with anybody i.e. no need to email them Documents can be edited by more than one user at the same time Using OneDrive for the first time The first time OneDrive is used it ll set itself up, this may take from a few minutes to several hours initially but is a one-time process. To start this simply click the OneDrive icon. Leave the window open, the page will refresh when it s ready and should display the page below

The OneDrive interface New: create new folders or files using office webapps Search for files Change the view: Files: shows your files and folders Recent: shows documents you ve recently worked on Files area: lists files and folders Sort and file information: used to sort the file list and display information on files Shared with me: shows documents that other people have shared with you Recycle bin: shows recently deleted documents

Create new folders 1. Click New => Folder 2. Give the folder a name, click Create The new folder will now appear in the files area Create new files 1. Browse to the folder you want the new file created in 2. Click New and then select the type of document you want to create (e.g. Word document) The document will appear in the folder it was created in, click on the document name to begin editing

Uploading existing files Existing files can be uploaded to OneDrive very quickly using one of the following methods The upload menu 1. Browse to the folder you want to add the files to 2. Click Upload a. Files: uploads selected files b. Folders: uploads a single folder 3. Select the files or the folder to upload, click Open The files will appear in the selected folder once uploaded

Drag and Drop It is possible to drag and drop files and folders directly into OneDrive 1. Browse to the folder you want to add the files to 2. Open the folder on your PC containing the files or folders you want to upload, make sure you can still see the OneDrive window in the background 3. Select the files or folders and drag them into the OneDrive Window, release the mouse button to drop them Once uploaded the files will appear in the file list

Managing files Selecting a file/folder by clicking anywhere except the file/folder name opens file management options, these same options are also available in the menu next to each file name and can be accessed by clicking the icon. Highlighted file Open: opens the file in word online or a local copy of word installed on your device Share the file with other Office 365 users Download an offline copy to your PC Sends the file to the recycle bin Get a link: get a sharing link, useful for sharing files with people who don t have an Office 365 account Copy or move the file to another OneDrive folder File information, including a preview and sharing info Opening Files There are two ways to open a file 1. Click the file name a. The file will open Read Only in the browser b. To edit the file click Edit document and select the appropriate option 2. Highlight the file and click Open a. Select the appropriate option

Open in Word Online offers basic editing functionality, this is fine for basic editing. Open in Word opens the file in the full desktop word programs and has the full set of editing features available. Sharing files Office 365 allows people to share documents with other people from the OneDrive without the need to email copies of files, this eliminates issues with having multiple versions of files all over the place. The are two sharing modes: View Read Only Edit Can make changes to the file (useful for group work/collaboration) At any time, it is possible to remove these permissions and make the file private again. Share by inviting people 1. To share a file either a. highlight the file and click Share b. right click the file and click Share c. from an open document, click share 2. Start typing a name (surnames will work best) and a list of possible matches will be displayed, click the one you want. 3. Repeat adding names until you ve added everybody 4. Select the access level (Can view or Can edit) 5. Type a personal message (optional) 6. Click Share, emails will be sent out the list of people you selected

Share by sending a link (only recommended for sharing outside of the school) 1. To share a file either a. highlight the file and click Share b. right click the file and click Share c. from an open document, click share 2. Click get a link 3. Change the link type. If you select no sign-in required make sure you set a link expiration date this will ensure that the link will expire after a certain time. 4. Copy the link and paste it into an email, send it to whoever you want to access the file. Deleting Files 1. To delete a file either a. highlight the file and click Delete b. right click the file and click Delete 2. In the confirmation box, click Delete Recovering deleted files Deleted files are stored in a recycle bin for 90 days before being moved to a second stage recycle bin for a further 90 days. Therefore, it is possible to recover files deleted up to 180 days ago. 1. Click Recycle bin from the left menu 2. Tick the files you want to restore and click Restore selection 3. Wait for the Recycle bin to refresh

4. Close the Recycle bin window, the view will refresh and your files will be back in their original locations Previous Versions Every time a document is edited, saved and closed a new version of the document is created. It is possible to restore old versions of documents if you make a mistake e.g. blank a document and save it. To restore a previous version: 1. Right click the file 2. Click version history 3. Click the arrow next to the version you want to restore 4. Click Restore 5. A new version is created with the contents of this restore point, this is now the current version

Editing Documents Documents can either be edited in the web browser using the webapps or in the full versions of office programs Using Office 365 Webapps To open a file in the Office 365 simply find the file you want in OneDrive and click the filename, by default the webapp will open in read only mode Click your username to go back to OneDrive Document content Document title Edit document Sharing, printing and other options To edit the document, click Edit Document => Edit in word online

The webapp interface Each webapp layout is similar, and should be familiar if you are used to using Office 2007 upwards as it s based on the same ribbon interface. The Word webapp is shown below to highlight the main features Click your username to go back to OneDrive, changes are saved automatically Open the document in word on your computer for advanced editing Ribbon interface similar to Office 2013 Document name, click here to change it Share the document with other people The webapp is useful for making quick changes and basic editing but you ll notice that it doesn t include all the functionality of the main program (e.g. word 2013)

Using Office 2013/16 Click the Open in Program (e.g. Open in Word) button from OneDrive or the webapp will launch the file in the copy of the Office program installed on your device. If you haven t signed in before on that machine, you will be prompted to enter you details (email address and password) The interface is exactly the same except for some minor differences Top left: the save icon shows green arrows; this indicates the file is on your OneDrive Top right: your username is displayed showing you are logged into Office 365

Opening files directly from Office 2013/16 Once you have signed into Office 365 from Office 2013/16 you can access the OneDrive directly from the program without using the web interface To sign in: 1. Open an Office 2013/16 app on your computer (e.g. Word) 2. On the top right of the window click Sign in 3. Type in your email address, click Next 4. Type your password, click Sign in 5. The Sign in text in the top right will change to your username Note: You only need to do this once per PC, and this will sign you into OneDrive on all office apps.

To open documents 1. Click File 2. Click Open 3. You ll see a new folder called OneDrive Barking Abbey School 4. Click Browse to open the folder and open files Note: You can now use this to open/save files as you normally would. i.e. you don t need to log in to the web interface if you don t want to. Site files You may also notice there is a Sites Barking Abbey School option as well. If you have access to SharePoint sites (e.g. SLT meeting areas) you can access files from these areas via Office 2013/16 rather than the web interface.

Email School Email has now been moved to Office 365, please see below for instructions to access it from home, school or via mobile devices. Accessing school email from home To access email from home either use the webmail or outlook Webmail from home 1. Click this link https://outlook.office365.com a. Enter your school email address (e.g. bloggsj@barkingabbeyschool.co.uk) and password b. Click sign in, the webmail site below will load 2. From the main school website, http://www.barkingabbeyschool.co.uk a. Click Menu b. Expand Portals c. Click Webmail d. Enter your school email address (e.g. bloggsj@barkingabbeyschool.co.uk) and password e. Click sign in, the webmail site below will load Links to webmail are also available on Moodle and Home Access Plus. Your inbox folder. Click More for a full folder list Search your inbox Create a new email or calendar item The list of your email, click an item to open it The reading pane, emails are opened/displayed here. Reply to/forward the currently opened email, and other options

Outlook from home 1. The first time you run outlook the wizard below will display, click Next. 2. Tick Yes to add a new account, click Next.

3. Enter your name, school email address and password 4. Your account will be set up automatically, click Finish when completed. Relaunch Outlook to start using your email. Important: The first time you open outlook it may take a 30-60 seconds to load.

Accessing school email from school computers To access email from school computer either use the webmail as above, or use Outlook as below; 1. Open outlook from Start => All Programs => MS Office 2016, the first time it runs you ll be prompted to select a profile, click Options and tick set as default. Click OK. 2. You will be prompted for a username and password, enter your school email address, password and tick Remember my credentials, click OK. Outlook will load and display your inbox. Important: If you teach/work in different rooms on multiple computers you will be prompted for your email address/password every time Outlook loads, this is by design and we can t set this to be automatic at the moment. Ticking Remember my credentials will remember the email/password for the computer you are currently working on, so you can close/reopen outlook without being prompted.

Troubleshooting If you have problems opening outlook and see a message similar to the below follow these instructions to reset your outlook profile; 1. Make sure outlook is closed 2. Click Start => All Programs => Accessories => Outlook config 3. Click Show Profiles 4. Click each profile (if there are more than one) and click remove, if a warning is displayed, click Yes

5. The profiles box should now be empty (as above), click OK 6. Re-open Outlook 2016, you will be prompt to logon, enter your password to logon.

Accessing school email on a mobile device School email can be accessed from mobile devices using your favourite mail app, instructions are below for setting up school email on the default android/apple mail apps Important: If you have previously set up school email on your mobile device you must delete this account before adding a new one. Accessing email on an Android Device Please note that due to the wide variety of different android devices/configurations there may be slight differences to the instructions below, if you have problems please see ICT support for help. 1. Tap Settings > Accounts > Add account > Email. 2. Type your full email address, for example bloggsj@barkingabbeyschool.co.uk, type your password, and then tap Next/sign in. 3. Select the Exchange option. 4. Depending how the Office 365 administrator in your organization set up your account, you might receive a message about additional security features. Select OK/Activate to continue.

5. Once the device verifies the server settings, the Account Options page opens. Accept the defaults or select the options for how you want to receive and send your mail, and then tap Next. (You may need to scroll down to see Next.) 6. On the Set up email page you can change the name of your account. When you're finished tap Done. Accessing Email on an Apple device 1. Go to Settings, scroll down to Mail, Contacts, Calendars, and then tap Add Account. 2. Select Exchange. 3. Enter your email address, your password, and a description of your account. Your email address should be your Office 365 school account e.g. username@barkingabbeyschool.co.uk. Once your credentials have been entered, tap Next. 4. If you're prompted to enter additional server settings, see POP and IMAP settings for Outlook Office 365 for business on page 2. 5. Choose the apps you want your email account to sync with your ios device and then tap Save. Your email account is now ready for use with the ios Mail app.

Access and download free version of MS Office Staff members and students qualify for the free version of MS Office available via Office 365, this is the full version of Office and contains the following apps: Word Excel PowerPoint OneNote Access Publisher Outlook Skype for business InfoPath OneDrive for Business This suite of applications can be installed on up to 5 devices, and can be updated to the latest versions as they become available. How do I get it? All students and staff have accounts created automatically in Office 365 when they join the school. To access your account and download the software follow the instructions below. MS Windows 1. Open a web browser 2. Browse to the school website http://www.barkingabbeyschool.co.uk/ 3. Click Menu >> Portals >> Office 365 4. Enter your school email address and password, click sign in

5. Once you have logged in, you should see a notification popup called Microsoft Office for Free. If you don t see this, click the bell icon. Click Install now 6. Click Start to verify your account, this can take a minute or two 7. You will be redirected back to the Office 365 homepage and should now see the install office button, click it.

8. A setup file will be downloaded to your PC 9. Open this file to start the installation, follow the on-screen instructions to complete the installation. Apple OSX The procedure on a mac is the same above, sign into Office 365 on your mac using Safari and follow the instructions above.

Installing Office on Apple/Android devices (tablets and phones) Click Other Installs Click Phone & Tablet, and then select your device Frequently Asked Questions What if I leave the school? When you leave the school your Office 365 account will be deactivated and you will no longer qualify for these free versions. As a result, they will deactivate on your PC or Mac and will only open with reduced functionality. Do I need an internet connection? Yes, these products are installed via Office 365 and are not provided on CD/DVD. Also, Office 365 requires that these programs connect to the internet at least once a month to check their activation status. What if I want to install on more than 6 devices? The activation limit is 5 devices, if you want to install on another device you must deactivate the office installation on one of your other devices. To do this: 1. Logon to the Office 365 portal 2. Click the cog icon and click Office 365 settings

3. Click Install Status and click deactivate on the machine you want deactivated.