Getting Started with Microsoft Office 365

Gateshead Schools Curriculum E-mail

@Gatedu.org

A setup guide to getting started with Office 365

E-Mail, Calendar, Tasks, Global Address List and OneDrive

Getting Started with Microsoft Office 365

Logging in procedures Using any web browser, type mail.office365.com

Your username and password for your Office 365 account is taken from your curriculum network account username and password. However, please remember that you will need to add the domain name to your curriculum username when accessing Office 365, for example, bartsimpson@gatedu.org followed by your curriculum password. New curriculum users: Please contact the Technical Support service on 0191 433 8525 for assistance.

Getting Started with Microsoft Office 365

Logging in procedures (Continued) Please note that the following step must be completed the very first time you log on…..

Getting Started with Microsoft Office 365

Logging in procedures (Continued) To access your Office 365 applications, click on the relevant coloured square

Note: All Microsoft Office applications can be selected from any screen by clicking on the blue box on the Title Bar. (The Apps Menu)

Getting Started with Microsoft Office 365

Mail

To compile an E-mail, click on Mail from the apps menu. You will be presented with this screen

To compile an E-mail, click on New

Getting Started with Microsoft Office 365

E-Mail (Continued) To send an email to recipients from the Global Address List (GAL) click To:

Click on “To” and type the name of the person or group you would like to search for.

Please note: All staff and staff groups will be visible in the Global Address List by default, subject to alternative instruction.

Getting Started with Microsoft Office 365

E-Mail (Continued) Click on “Search People” to use the Global address Book

Please note:

Typing in “Staff” will list all of the staff distribution groups currently available in the @gatedu.org domain.

Typing in part of a name or group such as “Fell” will return users from Fellside Primary and Fell Dyke Primary schools

Select the chosen E-mail recipient(s) and then click on “Ok

Getting Started with Microsoft Office 365

E-Mail (Continued) Please select any additional options. For example, click on the paperclip to attach a file to the E-mail

Or click on the three dots for message options such as sending a Bcc E-mail

Getting Started with Microsoft Office 365

E-Mail (Continued) You can create additional folders to manage your E-mail messages and/or create personal E-mail recipient Groups within your mailbox...

For example, to create a new folder, click on “More” and then right-click your Mailbox name

Getting Started with Microsoft Office 365

Calendar To access your personal calendar, click on Calendar from the apps menu.

To add your school shared calendar, right click on “Add Calendar” and click on “From Directory”.

Type “SCH” and click on “Search Directory”. Click to open your school calendar.

Getting Started with Microsoft Office 365

Calendar (Continued)

You may have separate views of your calendars or merge calendars.

Select two or more calendars and click on merge or split (depending on current view)

Getting Started with Microsoft Office 365

Calendar (Continued)

Through default settings, please note that you will automatically have edit rights to you school shared calendar. Users will also have the ability to add calendars from other school locations or from other E-mail users but detailed visibility of calendar entries

is disallowed. Calendar entries will simply display “busy” but please note that these default permissions may be changed according to

individual school / end user preferences to allow others to view calendars.

To share a calendar with another E-mail user:

Type in the name or a few characters of an E-mail user or Group

Getting Started with Microsoft Office 365

People To manage your own contacts and access the Global Address List, click on People from the apps menu. To create your own personal contacts, click on new, add the contact details and save

To access the Global Address List, click on Directory. This will bring up contacts published in the GAL. To search for contacts, click on the magnifying glass and type your search criteria in the search box.

Getting Started with Microsoft Office 365

Tasks To access your Tasks options, click on Tasks from the apps menu.

To add a new task, click on New and populate the fields with the relevant information. Remember to click SAVE once completed.

Getting Started with Microsoft Office 365

OneDrive OneDrive offers Office 365 users with a storage facility to store retrieve and share files. You can upload files immediately or compile Word, OneNote, Excel and PowerPoint documents. Your OneDrive also gives users the ability to share files. All users have one Terabyte of storage.

To access your OneDrive, click on the OneDrive button

*** IMPORTANT*** IMPORTANT*** IMPORTANT*** IMPORTANT*** IMPORTANT*** IMPORTANT*** IMPORTANT *** IMPORTANT

As may be expected, whilst Microsoft has effective Disaster Recovery procedures in place for all Office 365 users, please note that any

personal folders or documents stored on the One Drive cannot be retrieved by Microsoft if they are accidentally deleted.

Getting Started with Microsoft Office 365

OneDrive (Continued)

Click on New to access your Folder options and to create on-line Microsoft Office documents

Getting Started with Microsoft Office 365

Arranging a Face to Face Meeting To schedule a face to face meeting, click on Calendar then double click on the preferred meeting date

Populate the relevant fields for the meeting and use the Scheduling assistant to invite contacts / check their availability to attend

Getting Started with Microsoft Office 365

Setting up an Online Meeting for the first time To schedule an online meeting, click on Calendar then double click on the preferred meeting date

Populate the relevant fields for the meeting and use the Scheduling assistant to invite contacts / check their availability to attend

The first time you schedule an online meeting, you will most likely need to set up Skype.

Click on Skype meeting and select <Add a Skype Meeting> Tick remember my choice and Launch Application

Getting Started with Microsoft Office 365

Setting up an Online Meeting for the first time

Click on the link: Join using Skype for Business Web App Instead and then follow the instructions to Download and Install Skype

Getting Started with Microsoft Office 365

Arranging an Online Meeting

To schedule an online meeting, click on Calendar then double click on the preferred meeting date

Populate the relevant fields for the meeting and use the Scheduling assistant to invite contacts / check their availability to attend

Click on Skype meeting and select <Add a Skype Meeting> You and your contacts will receive a meeting reminder: Click to join the meeting

Getting Started with Microsoft Office 365

Arranging an Online Meeting (Continued)

You will be presented with this screen. Click Sign in if you are an Office 365 user

Logon with your Office 365 username and password….

Getting Started with Microsoft Office 365

Arranging an Online Meeting (Continued) Click on Join online meeting

Getting Started with Microsoft Office 365

Participating in an Online Meeting

Getting Started with Microsoft Office 365

Participating in an Online Meeting (Continued) During the online meeting, a range of functions are available:

Click to active a video call if a camera is available

Click to mute / un-mute the microphone

Click to present your desktop / present programs / PowerPoint files….

Click to hang up

Click to exit online meeting

Getting Started with Microsoft Office 365

Customisation To customise your mailbox, click on the (cog) settings icon and click on options.

The menu on the left hand side will allow you to customise a wide range of personal settings Important: Changes to Office 365 account passwords should only be changed on the schools’ curriculum network. Any attempt to reset a password in the cloud will be overwritten with the original curriculum network password on the next scheduled synchronisation session.

Getting Started with Microsoft Office 365

Setting up Office 365 on Mobile Devices

Learn how to add your e-mail account to your mobile device (Android, iPhone, iPad, windows Phone or Windows 10 device) and how to install and set up Microsoft Office applications such as Word, Excel, PowerPoint, and OneNote on your tablet or Smartphone.

Cut and paste this link into your web browser for detailed guidance

https://support.office.com/en-us/article/Office-365-mobile-setup-Help-7dabb6cb-0046-40b6-81fe-767e0b1f014f

Getting Started with Microsoft Office 365

Need help….? This guide is not intended to be exhaustive and you will soon find that the Office 365 platform is being developed by Microsoft at a relative fast pace. Should you require any further information or support, please contact:

E-mail office365support@gatedu.org

Telephone

0191 433 8525