A Short Guide to Office 365Full Roll out: August 1, 2015

Basics we will cover:• Getting Around Office 365• Sending Emails• Sorting received emails• Using Instant Messaging• Using the Office 365 Calendar• OneDrive and Other Useful Apps

Getting Around Office 365

Today, we will explore your new Office 365 account, a centralized group of software programs that allow you to manage email, keep track of events on your calendar, Instant Message your coworkers, create and share files across multiple devices, and collaborate on document creation using scaled-down versions of familiar Microsoft Office programs . Let’s do it right!

Log in to your Office 365 account1. Go to the login screen online, http://www.owa.okfb.com , and enter your new username and

password.2. The online screen loads to your Office 365 home screen, complete with app icon tiles depicting

all of the programs included in the Office 365 package. We will be focusing primarily on the online email account (Outlook 365) and the Calendar app. We will touch on Onedrive and other apps in Office 365.

Your Office 365 Navigation Bar Online

All screens have a top toolbar, or navigation bar, that helps you jump from one Office 365 product to another, and access universal functions of your account. Let’s explore this part, first.

Notifications—Bell-shaped button that chimes to remind you of appointments, etc. Settings—Cog-wheel shaped button; Adjusts theme, password, profile, and other functions. Help and support—Question mark shaped button IM Availability—Narrow vertical bar that indicates by color whether you are logged in to

messenger and what your status is, i.e. Available, Busy, In a Meeting, etc. Profile picture—Puts a face to a name in emails and IM, accesses the IM service in some of the

Office programs, Selects IM status settings, and lets you sign out of Office 365.

Grid Button—Quickly access other products in the Office 365 package with a drop-down menu. Office 365—Takes you to a home screen with access to all of the Office 365 products, which appear as tile

icons in rows across the bottom of the screen. You will also find news, advertisements, and other information on this page.

Program Name—Tells you which product you are currently looking at; is not a clickable link.

Activity 1—Add Profile Image1. Click on the greyed-out profile image icon in the upper right.2. Click the Change button under the profile image icon. 3. Select an image from your computer files using the file folder button.4. Click Save to choose the image and make it public.

Using Outlook 365 OnlineOutlook 365 is your new email account

1. On your online Office 365 home screen, locate the Outlook 365 Icon and click it to open the email account.

2. The Navigation bar at the top of the screen is essentially the same, except that the Settings and Profile Picture buttons now have some email- and Instant Messenger-specific functions in their menus.

3. Outlook 365 has three working columns: The inbox and folders on the left, received emails in the center column, and space for reading or composing emails on the right.

Left Vertical Column (from the top)4. New Email Button—Otherwise known as the compose button.

5. Search Mail and People—An advanced search engine for your inbox.a. Search your inbox and specific folders by words in the title and

body of the email.b. Search for people you’ve emailed, or search the company’s

directory.c. Search by time frame.d. When you are done searching, click the X next to the magnifying

glass icon to close it. 6. Folders—Besides the familiar Inbox, Drafts, and Sent folders, you

can create other folders to sort saved emails. a. The New Folder button + is only visible on hover (if

your mouse is in the vicinity of the Folder button). b. Favorite Folders vs. Folders Under [Your Name]—

Under the Folders heading, there are two subfolders called Favorites and [Your Name]. If you have many folders, all folders appear under your name, but some can be hidden until the rare instance when you need them. In that case, you can favorite folders you want to see, and they will display under the favorites subfolder. More on that in a moment.

c. Read vs. Unread—After the names of the folders, there will often be a tiny number, indicating how many unread emails are in this folder; this is not the total number of emails in the folder, but is useful if you are looking for new emails that have been sorted to a folder automatically.

d. Deleted—This folder contains everything you have ever deleted (in other words, it wasn’t completely deleted). If you want to permanently and irretrievably delete an email, you will have to open this file folder and individually or collectively delete emails.

7. Groups—Create groups of people you can email at one time. The company has office group email addresses, but you can make a group of individuals you are working with on a project or committee for instance, and email them all at once.

a. Create or Browse Groups—These buttons allow you to set up a new one with a name and other settings you assign, or browse through groups others have created in the system.

b. My Contacts—Shows people you have in your address book, although this may not be all the people you email regularly.

c. Directory—Shows the entire organizational email list (including people you don’t know), with sorting and narrowing search functions. Also called People on the Home menu.

d. To Exit Groups—Once you are inside Groups, the only way to escape is to click the Grid button in the top left, and then the Outlook icon.

Central Vertical Column (from the top)1. Conversations by date—This small drop-down menu allows you to resort the emails in the

folder you are looking in by date (oldest to newest and vice versa), sender, size, etc.2. All, Unread, To Me, Flagged—An additional sort for emails in the folder you are currently

looking in.3. Check boxes beside emails—Allows you to select multiple emails to sort into folders, delete,

etc. Delete only moves it to the deleted items folder.4. Paperclip icon on email—Indicates that that one contains an attachment.5. Flag and trash can icons—Only visible on hover. Allows you to flag or send to trash without

even opening the email.6. Drag and Drop—If you want to manually move one email or a group of emails you have

checked into a folder, you can drag and drop them into the folder to the left.

Right Vertical Column (from the top)1. Nesting Arrows Icon—(Top right) Expands or hides chained email conversations when they are

open.2. Reply, Reply All, Forward—These functions are fairly self-explanatory. If you forget how many

curved arrows means which thing, they are explained on hover.3. Three dots—Gives you more options.

a. Reply/Reply All by IMb. Deletec. Categorize (a color sorting function)

d. Mark as Junke. Open in separate windowf. Create Sorting Ruleg. View message Details

4. Mark as Unread (helps with sorting in the central column)5. Email To/From, recipients list, and attachments are at the top of a received email6. Logged into IM—You will see a colored strip beside the Sender’s profile image indicating their

status

Create an Email

1. Find the compose button, on your far left. This opens the email on the far right.

2. Alternatively, click on an open email on the far right.3. The top part of the compose pane on the right now has several icons

a. —sends the email

b. —Throws away the email you were working on. Please note, it appears in your draft folder even after you discard it.

c. —Adds an attachment from your computer or OneDrive

d. —Apps. In this case, it accesses premade template emails, and you can set up your own by clicking on this button and filling one out.

e. —Your “more options” button. This one accesses Bcc, sets importance, and with the show email options button, you can encrypt emails or set them to send a delivery or read receipt to your inbox.

Activity 2—Create a Signature line1. Click the cog wheel on the navigation bar at the top of the screen.2. Click Options.3. Scroll down on the left column until you find Email Signature under Layout.4. Write up your signature line.5. If you want your signature line in boxes, you can insert a table and format the text in the cells.6. Add an image (such as the Farm Bureau logo) by dragging and dropping it into the box.7. Is the image too large? Click on it and choose Small or Best fit and see if that helps8. When you are done, click Save.

Activity 3—Email a CoworkerEmail someone else in this lab with the following information:

Title must include the word Test Body of the email must include the word Elephant Must have an attachment

Must Bcc the instructor Must be of elevated importance Must have a signature line of some kind

Activity 4—IM a Coworker1. Turn on IM by clicking on your profile image and signing in/marking yourself available.2. Open the email you just got from a coworker3. Click on that person’s profile picture4. Click the speech bubble icon which says Send an Instant Message5. IM this person.6. Now use the search function in the upper left to look for another coworker in this room7. IM them.

Activity 5—Add Individuals to your Contact list1. Find someone you want to add to your address book by searching the organizational directory in

the upper left.2. Click Add to Contacts on the upper right in the dialog box that appears.3. Fill out any additional information you want to add, then click save.

Accessing the Directory Through the People App1. Click the Grid button on the Navigation bar in the upper left

corner of the screen.2. Choose People.3. You can use this screen to sort and find individuals in your

personal contacts list.4. Click Directory on the left.5. Click All Users. This opens the Organizational Directory.6. Search for another person you want to add to your personal

address book.7. Click on that person’s name, then click Add to Contacts.8. Click save.

Using the Online Office 365 CalendarNow that we’ve familiarized ourselves with Outlook 365, let’s take a look at the calendar app, where we can schedule meetings and events, invite other people to view our calendar, and more.

1. Navigate to the Calendar by clicking the Grid button in the upper left on the Navigation bar and clicking the Calendar App tile icon.

Change Views—Segments of Calendars and Hiding Calendars2. The Office 365 calendar typically loads to show you the current month, but you can switch the

view in the upper right corner of the screen to Day, Work Week, Week, or Month.3. Office 365 allows you to create several calendars, which are

displayed overlaid on each other. 4. Look at the left side of the screen for “My Calendars” and

“Other Calendars.” Your calendars are the ones only you can see, and Other Calendars are the ones shared with you by others.

5. Create a new calendar by clicking the plus sign button to the immediate right of either “My Calendars” or “Other Calendars.” Name it and populate it. It will now appear on the left side of your screen, and as a colored icon above your calendar.

6. All calendars are open at once unless you hide them. Hide them by clicking the check box that appears beside the calendar when you hover over its name on the left.

Activity 6—Adding Events to the Calendar1. Select the Calendar you want to add an event to. This will insure that your event is posted on

the correct one (a common mistake).a. The names of calendars that are currently showing will be listed and color coded across

the top middle portion of the screen. Click on the one you want. b. You can also do this by making sure all calendars are hidden except the one you want to

add an event to.

2. Either double click the date of the event on the calendar, or click the button on the upper left side of the screen.

3. The calendar loads a form to be filled out. You can be as specific or as vague as you want to be, but be sure to at least set the time, duration (1 hour, 3 hours, All Day, etc.) and name the event.

4. You can also set the event to be private, or set it up to be a repeating event. There are lots of options for different kinds of repeating events (every day, Third Wednesday, etc.).

5. You can invite other people to the event using the plus sign on the right end of the Attendees blank. Their names come from the email/organizational directory.

6. To attach an agenda, click the 3 dots icon at the top of this page and click Attach.7. Check for scheduling conflicts (if needed), and finally click Save.

Checking for Scheduling Conflicts

1. Check for scheduling conflicts using the button at the top of the screen. This will compare your calendar with the other Attendees’ shared calendars.

2. Click OK on the Scheduling Assistant to return to the Event screen. Click Save when you are finished filling out or editing the event description.

Editing a Saved Event1. Double click on the name of the Event. This opens a small informational window on the right.2. Click the Edit pencil button in this screen.3. Change anything on the screen. You can even change the date of the event here, if necessary.4. Click Save to save changes.

Sharing Calendars with Others1. Make sure you have selected the correct calendar before you proceed. You cannot share more

than one at the same time (this is Office 365’s safeguard against accidents).2. Click the button on the upper right corner of the screen.3. Enter the person or people’s names. They will be drawn from the Organizational Directory or

your address book.4. Change the Subject field or leave it the same.5. Click Send. This will send an email to the recipients.6. They can click on a link to accept the invitation and your calendar will immediately show up in

Other Calendars for them.

Sharing Events as Emails1. Click on the event and select edit to open it.2. Click the three dots icon at the top of the Edit screen. 3. Click Forward. This opens an email screen, which can be

filled out just like any other email, including setting up BCC, importance, read receipts, etc.

4. Click send to complete this action.

Viewing calendar reminders1. If an event had a reminder set on it, Outlook

365 will chime when you are logged in to remind you about the event. A number will also show up next to the bell icon in your top navigation bar.

2. Click the bell icon to read the reminder.3. You can Dismiss the reminder, Dismiss all

reminders, or snooze them individually.4. Click on the event and it will open in a pop-

out screen, rather than navigating away from what you are doing.

5. You can set only one reminder on the calendar for each event, so if it is urgent that people remember to attend, don’t set the reminder up too far out from the event itself.

OneDrive and Other Useful AppsOffice 365 has several other useful apps, including scaled-down versions of the leading Office products, Powerpoint, Excel, and Word; and OneDrive, a cloud storage app.

The primary focus of OneDrive and the scaled-down Office products is sharing, collaboration, and universal access.

Some Benefits of Universal Access Apps• These products may not be as fancy as their familiar device-based software counterparts, but

they are flexible and work on the go.

• You can share and co-edit documents with other people in real-time, without the delayed response waiting for a reply email.

• Download a document created in Office 365 to the desktop-installed version of that program to gain access to the more complex functionality of the full software.

• OneDrive, the cloud storage part of Office 365, acts like a hard drive that is accessible from anywhere online. This means that you can view documents saved in your OneDrive from any computer or WiFi accessible device. You can even install it as an app on your phone.

• Install OneDrive on your desktop to be able to save documents directly to the cloud while you are working on a project. No lost data due to hardware computer problems. You can sync your file across several devices.

• In the OneDrive app, you can start new files from each of the Office software products, share files with others, set up editing permissions, and even create sharable links to your documents that allow read-only or editing permission.

Some Cons that Come with Universal Access

• Obviously, in order to make this software universally compatible, some advanced functionality was lost. For instance, you cannot use a formula in Excel 365 that carries data between worksheets in a workbook.

• There is also greater potential for hacking, security, and legal issues with cloud storage, versus local disc storage.

Activities in this Worksheet

Activity 1—Add Profile Image5. Click on the greyed-out profile image icon in the upper right.6. Click the Change button under the profile image icon. 7. Select an image from your computer files using the file folder button.8. Click Save to choose the image and make it public.

Activity 2—Create a Signature line9. Click the cog wheel on the navigation bar at the top of the screen.10. Click Options.11. Scroll down on the left column until you find Email Signature under Layout.12. Write up your signature line.13. If you want your signature line in boxes, you can insert a table and format the text in the cells.14. Add an image (such as the Farm Bureau logo) by dragging and dropping it into the box.15. Is the image too large? Click on it and choose Small or Best fit and see if that helps16. When you are done, click Save.

Activity 3—Email a CoworkerEmail someone else in this lab with the following information:

Title must include the word Test Body of the email must include the word Elephant Must have an attachment Must Bcc the instructor Must be of elevated importance Must have a signature line of some kind

Activity 4—IM a Coworker8. Turn on IM by clicking on your profile image and signing in/marking yourself available.9. Open the email you just got from a coworker10. Click on that person’s profile picture11. Click the speech bubble icon which says Send an Instant Message12. IM this person.13. Now use the search function in the upper left to look for another coworker in this room14. IM them.

Activity 5—Add Individuals to your Contact list4. Find someone you want to add to your address book by searching the organizational directory in

the upper left.5. Click Add to Contacts on the upper right in the dialog box that appears.6. Fill out any additional information you want to add, then click save.

Activity 6—Add Events to the Calendar7. Select the Calendar you want to add an event to. This will insure that your event is posted on

the correct one (a common mistake).a. The names of calendars that are currently showing will be listed and color coded across

the top middle portion of the screen. Click on the one you want. b. You can also do this by making sure all calendars are hidden except the one you want to

add an event to.

8. Either double click the date of the event on the calendar, or click the button on the upper left side of the screen.

9. The calendar loads a form to be filled out. You can be as specific or as vague as you want to be, but be sure to at least set the time, duration (1 hour, 3 hours, All Day, etc.) and name the event.

10. You can also set the event to be private, or set it up to be a repeating event. There are lots of options for different kinds of repeating events (every day, Third Wednesday, etc.).

11. You can invite other people to the event using the plus sign on the right end of the Attendees blank. Their names come from the email/organizational directory.

12. To attach an agenda, click the 3 dots icon at the top of this page and click Attach.13. Check for scheduling conflicts (if needed), and finally click Save.