Office 365 for fmcc

ABSTRACT Learn to use the features of our institutional instance of Office 365.

Passero, Denise

OFFICE 365 FOR FMCC Office 365 Basics

Table of Contents Using Office 365 at FMCC ................................................................................................................................... 2 Intro to Office 365 ................................................................................................................................................. 2 Logging In .......................................................................................................................................................... 2 Lesson 1 – Outlook Web Mail .............................................................................................................................. 3 Creating a Signature ........................................................................................................................................ 7 Forwarding Mail................................................................................................................................................. 7 Lesson 2 - Calendar .............................................................................................................................................. 8 Add an Event .................................................................................................................................................. 10 Lesson 3 - People ................................................................................................................................................ 11 Lesson 4 – OneDrive (formerly SkyDrive).......................................................................................................... 12 Documents Folder .......................................................................................................................................... 12 Folder Tabs – Brows, Files, Library .................................................................................................................. 13 Browse Tab – Basic Overview .................................................................................................................... 13 Files Tab – Basic Overview .......................................................................................................................... 13 Library Tab – Basic Overview ..................................................................................................................... 15 Lesson 5 – Sites .................................................................................................................................................... 16 FM SharePoint Online ..................................................................................................................................... 17 Using Campus Forms in SharePoint. ............................................................................................................. 21 Public SharePoint ............................................................................................................................................ 22 Lesson 6 – Newsfeed .......................................................................................................................................... 23 Lesson 7 – Blogs ................................................................................................................................................... 26 Create a Blog .................................................................................................................................................. 26 Blog Tools Panel- Overview ........................................................................................................................... 30 Blog Web Parts ................................................................................................................................................ 30 Create Post ...................................................................................................................................................... 34 Share Your Blog ............................................................................................................................................... 35 Conclusion ........................................................................................................................................................... 36

Office 365 for FMCC Using Office 365 at FMCC Office 365 is a cloud (internet) based service that gives us access to Exchange email, OneDrive, SharePoint – public and private, as well as a host of other features. Office 365 is basically a group of Microsoft Web apps, some of which provide a list of features that is more limited than their desktop counterparts. The advantage of using this cloud-based service is that we can gain access to our documents anytime, anywhere, as long as we have an internet connection. In addition, many of the features are functional across computing platforms.

This tutorial will help FMCC workers get acquainted with some of the basic features of Office 365.

Intro to Office 365 Logging In

To log into Office 365, open your browser and navigate to http://outlook.office365.com. The organizational version of Office 365 is completely separate from any personal Office 365 accounts you may own or from Office 365 accounts provided to you from another organization. To access the FM instance of Office 365, use your regular FM credentials which are shown in the illustration below.

Your credentials consist of: username@fmcc.edu And your regular windows password.

Enter your credentials and press enter or click Sign in. If this is the first time you have accessed Office 365, you may be prompted to set your time zone. Select Eastern Standard Time. Next you will encounter a welcome screen entitled, “Get Started with Office 365.” You may use the links on this screen to give you an overview of the environment as well as information for accessing the environment on a mobile device.

Along the top of the screen are links to the various items we typically need to use in Office 365.

Click the link labeled Outlook and continue with this lesson.

Lesson 1 – Outlook Web Mail When you click the link labeled, “Outlook” you should see your email inbox. This is the method for accessing the Outlook web client (OWA). It is an email web app that looks very much like the desktop version of Outlook 2013 and has much of the same functionality of the desktop version.

Selected message and Message list.

associated messages will show up in the right pane.

Double clicking a message in the left pane opens it in its own window.

In addition to the options to Reply, Reply all or Forward a message, you can click the ellipsis and find other options.

Click the ellipses and find other options for the selected mail message.

Click the arrow next to your name to edit your profile or change your picture.

Click change to change your profile picture.

Click about me to change other information in your profile.

Click the icon shaped like a gear to change your email client’s settings: theme, display settings, automatic replies (out of office, etc.), create your own distribution groups, etc.

Use the chevron icon to expand or collapse the folder list for your view of Outlook.

Folder list closed.

Folder list opened.

Creating a Signature To create a signature, click the settings gear

next to your name in the upper right corner of the

screen. Click Options and then the link labeled settings in the left pane of the options screen. Here you can change settings for Mail, Calendar, and regional settings. Under the Mail tab is the signature option. Create your signature in this screen.

Create signature here.

Click the save button when finished.

Forwarding Mail Some people have multiple email accounts and wish to have their FM email forwarded to another account. For those who desire to do this, click the gear next to your name and select Options from the resulting menu.

In the settings screen on the right side of the screen is a category labeled, “Shortcuts to other things you can do.” In this list is a link labeled, “Forward your email.” Click this link.

In the middle of the next screen under the forwarding section, enter the email address of the account to which you want the mail forwarded. It is recommended that you leave the check mark in the option to keep a copy of the message in Outlook in case you accidentally delete the forwarded message and need to retrieve it again. When you are done, click the button labeled, “start forwarding.”

Lesson 2 - Calendar The calendar is a web app that is separate from the Outlook email web app. Like Outlook, it is very similar in appearance to its desktop counterpart with a very similar feature set. Click the Calendar link in the menu bar at the top of the OWA window.

Click Calendar The Calendar has multiple panes in its viewing area as does Outlook.

Change view, share calendar, print

See month

Appointments for the

and available

selected day.

shared calendars.

See full view of the dates and appointments.

Add an Event To add an event to the calendar, click the option labeled, “new event.�

OK to save discard to delete, ellipses to refresh free/busy.

Click new event.

When is it?

How long is it?

Who is coming and are they available during the time specified?

Time block. Blue edge shows conflicts. Gray blocks with no blue edge show the times all attendees are available.

Change the view to the day you wish to schedule the meeting to get a better idea of the availability of your attendees.

Lesson 3 - People The People link in the menu bar provides access to the Global address book (FMCC) and the personal address book (your contacts).

Add a new contact.

My contact list.

List of contacts.

Global (FM) contacts.

View selected contact.

Lesson 4 – OneDrive (formerly SkyDrive) Each user is provided with 20MB (megabytes) of storage for personal documents. Think of everything we have seen so far as a personal SharePoint site since it is based on SharePoint technology. In lesson three, we will explore our campus SharePoint instance in the cloud. For now, let’s look at OneDrive.

Click OneDrive

Documents Folder

The Documents folder is the default folder for your OneDrive instance. Each person has the Documents folder by default. All other folders and files should be put inside the documents folder. If you are familiar with SharePoint, you will recognize the many features of OneDrive. That is because up to now, we have been inside of our personal SharePoint site. The Documents folder is your default Document library. At the top of this screen are the Browse, File and Library tabs just as they appear in any SharePoint Library.

Browse, Files, Library tabs.

Upload new documents or drag them to this area to upload.

My Documents, documents I am following, documents shared with me.

Documents folder that I have recently viewed.

Folders and/or files in my library.

In this view, you cannot add an entire folder to the document library by uploading. You must create a folder and then you can drag multiple files to the library. Office on Demand is an option that allows you to have access to the full featured versions of Office 2013 even if they are not installed.

Presently, we are investigating the possibility of using this feature as well.

Folder Tabs – Brows, Files, Library

Under each tab are command groups. These are sections that allow access to various features depending on what is selected in the main window. 

New – new files or folders.



Open and Check Out – open files or check them out for editing.



Manage – manage properties on files or folders.



Share & Track – share, track, follow files.



Copies – download copies to the local machine or duplicate items.



Workflows – various automated activities associated with a document.



Tags and Notes – post information about files that makes them easier to find. These show up in your newsfeed.

Browse Tab – Basic Overview The Browse tab does what it says – allows you to browse the file structure of your Document library.

Browse lets you browse the document library.

Bread crumbs make navigation easier.

Click the folder names to move about.

Files Tab – Basic Overview The Files tab allows you to create new files and create or upload documents to the current folder.

The New Document icon allows you to create a new Word document in the current folder. Clicking the drop down arrow exposes the new Word document option. In addition to Word, it is possible to create other kinds of documents using Office 365 web apps. Click the plus sign next to the New Document link just above the list of files/folders in the current folder.

Click the plus sign next to the new document link.

Choose the kind of document.

Create a folder or upload a file.

In this example, we will create a new Excel Workbook using Excel online. This gives you access to the Excel web app. The web apps have reduced functionality compared to the desktop versions of these applications. But they have enough functionality to be productive.

Click the default file name to rename the file.

Click your name to return to the document library.

Excel web app. Use as you would the desktop version of Excel.

Use the Open & Check Out section to open and edit files.

Library Tab – Basic Overview The Library tab allows you to access various options for the document library.

Choose the Open with Explorer options to open a folder in an Explorer window which allows you to interact with the library as you would any explorer window on your local computer.

On the library tab, click the option labeled, “Open in Explorer. An explorer window opens to facilitate maneuvering files and folders.

There are many other options available on this tab that are beyond the scope of this tutorial.

Lesson 5 – Sites Sites gives users access to the cloud versions of SharePoint. Click sites from the menu bar at the top of the OWA window. In addition to our campus SharePoint site which is only accessible to users who have credentials to log into Office 365, FM has a public SharePoint site that is available to the public – as in any user in the world who knows the URL (web address).

In the example below, we will explore the features of the Sites home screen.

Tiles – Team site is the FM SharePoint site. Public site is the FM public SharePoint Site.

Sites I’m following – bookmarked sites and libraries.

FM SharePoint Online

This is our standard SharePoint site as we have known it previously. The only difference is that it now exists in the cloud and can be accessed from our outlook.office365.com web address.

Click the link labeled, “Follow” to add this site to the list of sites you follow. This can be done with any team site or document library in the SharePoint online.

The FM SharePoint Online site is a huge team site with many other sub sites. The sites contain libraries of documents that we share across the campus community as well as team sites where members have exclusive access to documents. As with OneDrive, users can: 

Upload documents



Check out documents for editing



Edit documents



Check documents back in after editing



Create new documents using Microsoft web apps



Open libraries in the local Windows Explorer window.

There are multiple methods to upload a document to a document library. 

Method 1 – navigate to the document library and folder you wish to work with. Click the plus sign next to New Document. Choose the option to upload a document.



Method 2 – in the library and folder you wish to work with, drag and drop the file onto the destination window



Method 3 – use the Files tab and select the Upload Document icon in the New command group.

In OneDrive it is not necessary to check a document in or out consciously. This basically happens on its own. In SharePoint, it is necessary to check a document in after uploading it so others can see it

and work with it. A document that is checked out will have a small green arrow in the lower right corner

of the document icon. To check it in, click the ellipses next to the file name.

Click this ellipses:

Then click this ellipses:

In the menu resulting from clicking the second ellipses, click the option labeled, “Check in.�

Click Check In

Click OK to accept the defaults on the version information and do not retain your check out after checking in.

No changes in either of these sections.

Comments are optional.

Once the document has been successfully checked in, the small green arrow in the lower right hand corner will disappear and others with whom the document has been shared will be able to access the file.

In SharePoint, the Browse, Files, and Library tabs work much the same way as they do in OneDrive. As previously mentioned, OneDrive is a personal SharePoint site.

Using Campus Forms in SharePoint.

All of the forms that used to be in Public Folders in Outlook are now kept in SharePoint. In the cloud, they will be located under the last column on the first screen labeled, “Other Shared Areas.” In that column is a link to Campus Forms. DO NOT attempt to check out a form and fill it out in SharePoint.

Forms should be opened and saved to the local computer for use. It is not permissible to fill out the form in SharePoint. This way the user gets a clean copy of the form to send on for signatures and for filing while the original is always available for other users to download and use.

To use the form, go to Other Shared Areas  Campus Forms. Locate the folder containing the form you need. A map to the forms is located on the main forms page. Open the folder and locate the form. Click the ellipses next to the form name. Then click the ellipses in the resulting window. Locate

the link labeled, “Download a Copy� and click this link. When prompted, click the option to save the file to your computer. Then you can open the form and fill it out.

Click the ellipses, click the ellipses again, click Download a Copy.

Use the drop down arrow next to the save button to choose the location to save the file. Otherwise it will go to the Downloads folder on your computer.

Public SharePoint Public SharePoint is a website powered by the same SharePoint server technology as our FM SharePoint. It is completely separate from the FM SharePoint site and is accessible without logging into Office 365. The web address for this site is http://sc.fmcc.edu. Documents that can be seen by anyone in the world are stored here. Everyone can see this site but access to upload documents to this site is limited.

Lesson 6 – Newsfeed The Newsfeed is an option that can be used to follow sites, documents, people, or tags in the organization. When there is new activity with items or people you are following, that activity will appear in your newsfeed. To use the newsfeed, click the link labeled, “Newsfeed” in the menu bar at the top of your Office 365 window.

Click Newsfeed

In this example, this user is following two people, two documents, and three sites. Clicking on the number associated with an item you are following will enter that screen so you can see activity related to that item(s). In the example below, you can see that this user is following two people. To search for and add people to follow, click the link labeled, “follow� and search for people in the organization to follow.

Click follow to add more people.

People in the organization I am following

To follow a document in a SharePoint site, locate the document, click the ellipses next to the document name, click the ellipses again, and then click “follow� from the resulting menu.

Follow this document.

Activities related to the items you follow will show up in your newsfeed.

Lesson 7 – Blogs Blogs are great spaces to share content and invite discussion from others in the organization. Blogs can be used for business or for sharing personal activities and interests.

Create a Blog

To create a blog, log into your instance of Office 365. Once there, go to OneDrive. Then, click the gear next to your name and click Site contents.

Click the gear next to your name then click Site contents.

Recall that the whole experience in Office 365 is a combination of a personal instance of SharePoint and our organizational SharePoint. So when you are in your OneDrive you are essentially in a SharePoint library which is part of a personal SharePoint site. Therefore, you have a measure of control over the site itself and can add features. The blog constitutes a “sub site” with specialized features for blogging. So under the section labeled Sub sites, you will add a new site. In this example, you can see that a blog already exists but we will step through the process so you can see how it came into existence.

Click “new sub site” to create blog.

Click the link entitled, “new sub site.” Fill in the information shown below to create your new blog.

Give it a meaningful name. Description is optional.

Give it a simple URL or address.

Leave the language as English and choose the Blog template.

In the bottom half of this same screen, leave the default options and then click the button labeled, “Create.�

It may take a few seconds to create the blog. Once it is done, you can see your blog and begin using it right away. The various elements on the page are called web parts and are customizable.

Below is the finished blog in its default state.

Title and top navigation.

Blog tools.

Blog post.

Categories and archived

Add image.

posts.

Alerts and communication.

This blog is ready to use. It can be further customized if desired. Click the Follow link in the upper right corner to add your blog to the Sites page so that you can find it easily later on.

Blog Tools Panel- Overview Following is a review of the various blog tools: 

Create a post – add new post to the blog.



Mange posts – add/delete posts, manage settings.



Manage comments – add/delete post comments, manage settings.



Manage categories – add/delete/rename categories.

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Launch blogging app – register local application for blogging (i.e. Word or other blogging app).



Change post layout – change the physical appearance of the post (basic, boxed, inline).

Blog Web Parts

To add an image to the blog, you have to edit the image web part which is the item that shows a picture of a gray camera. Open your blog and click the Page tab at the top of the screen.

There is a drop down arrow under the Edit Page icon that gives you more options for this page. Click the drop down arrow and select Edit Page.

The screen will change to a mode where you can interact Click the Page tab

with the web parts themselves. Be very careful in this mode

then edit page.

because it is easy to delete something you did not intend to delete.

On the right side of the screen you can see the web part containing the image of the gray camera. The title of it is,

“About this blog.� Hover the mouse over that title and a drop down arrow will appear.

Click the image of the gray camera. The ribbon at the top of the screen changes so that this part can be changed.

From the ribbon at the top of the screen, click the image tab. Then click the icon labeled, “Change Picture.”

Click the Image tab to access the command groups associated with this item. Click the icon labeled, “Change Picture.”

To upload an image from your computer, select, “From computer.”

In the next screen, click the browse button to locate the desired image on your computer.

Browse your computer for an image, click OK to upload the image to the Photos library.

You can add information about the picture if you want to in the next screen. Otherwise, scroll to the bottom and click the button labeled, “Save.”

Click save after adding any desired information.

If the picture has not been resized previously, select the picture to access the command groups in the ribbon and then enter the desired size for the final appearance of the image.

From the image tab, in the Size command group, enter desired image size.

Once you are satisfied with the results, return to the Page tab on the ribbon. Click the icon labeled, “Stop Editing.” Your changes will be saved and you will exit editing mode on the blog sub site.

Create Post Now that the blog is ready, prepare your first post. Click the link in the Blog tools labeled, “Create Post.”

Use the options in the ribbon to add links and images.

Create and format your post.

Select the category and click the Add button.

Publish your post when your changes are ready.

Share Your Blog

Now the blog is ready for prime time. In the top right corner next to the link labeled, “Follow” is a link labeled, “Share.” Click this link. Enter either the individual names or group names of your intended audience. Otherwise, if it is meant to be shared with the organization, enter the word, “Everyone” in the text box to invite viewers.

Invite viewers. Include a personal message with the invitation if you intend to invite by email.

Display options. Check send email if desired. Set permission level to contribute if you wish them to post comments.

Click the Share button

Do not give viewers full control over your blog. If you want them to post, give them Contribute permission. If you only want them to read, only give them Read permission.

Now the blog is ready and viewers will get your email invitation to follow your blog.

Conclusion This brings this tutorial to a close. The purpose and intent was to get users started on using basic features of our Office 365 environment as well as the blogging tools. If you have any questions, please contact the IT Help desk and your request will be forwarded to the right resource.