Office 365 End Guide 38m4q

Overview (Important Information)

About this Document

This document is intended to help you through the go-live process. Refer to this document to help you configure your computer and mobile devices, and use Outlook Web Access.

Common Tasks

Here you’ll find common tasks that cross all the services included with Office 365.

Accessing the Portal Most activities with Office 365 are accessed from a single website -- the portal.

1. Navigate to portal.office.com and with your new credentials. Click the "Keep me signed in" checkbox to speed up this process in the future.

2. Interface overview If you click the gear icon you’ll see options for the application you’re currently in, or a shortcut for general Office 365 settings.

3. Click the grid icon in the top left to access the app drawer. Here you will find Outlook, Calendar, People, Newsfeed/Yammer, OneDrive, Sites (SharePoint), Tasks, and the Office Online Apps. (Delve and Video may not be there and will not be there)

4. You have the option to pin up to 3 apps to the nav bar which will appear next to the Gear menu in the top right. Click the ellipses on an app to open the context menu and select “Pin to nav bar” for the 3 apps you access most often.

Changing Your By default, Office 365 requires that you change your every 90 days. Once your has expired you will be unable to access your email, SharePoint sites, Lync, etc. You'll need to to the Microsoft Online portal to change your before you can access data again.

1 Navigate to portal.office.com and with your new credentials. Click the "Keep me signed in" checkbox to speed up this process in the future.

5. Change an Expired If prompted, enter your existing and then a new . Note that you'll need at least one number and upper case letter. If you did not get this prompt, continue to manually change your .

6. Open Office 365 Settings Click on the gear icon in the upper right and then select “Office 365 Settings”.

7. Change your Click “” and then enter your old and confirm your new .

Setup Software All s should run the setup software on computers with Office 2010 that they intend to use frequently. This software ensures that your local computer works properly with Office 365, particularly with SharePoint.

1 Navigate to portal.office.com and with your new credentials. Click the "Keep me signed in" checkbox to speed up this process in the future.

8. Open Office 365 Settings Click on the gear icon in the upper right and then select “Office 365 Settings”.

9. Open Software Menu Click on “Software” in the left menu.

10.Run the Desktop Setup Click on “desktop setup” from the left and then click the “set up” button.

Using Outlook Web Access (during the migration)

Accessing OWA

While you’re waiting for your desktop to be configured you’ll use Outlook Web Access.

1 Navigate to portal.office.com and with your new credentials. Note: your name is your full email address and your is typically @1 unless you have reset it. Click the "Keep me signed in" checkbox to speed up this process in the future.

2 Open Outlook Web Access Click on the grid icon in the upper left corner. Click “Mail” to open Outlook Web Access.

3 Set your Time Zone The next screen that you see will ask you to select your time zone. Selecting the correct time zone is important to ensure that your mail comes in and goes out with the correct time stamp.

4 Change your Time Zone If you accidentally select the wrong time zone, you can change it in the options. Click on the gear icon in the upper right, then click “Options”.

5 Change your Time Zone Expand the “General” menu by clicking on “General” and then click “Region and time zone”. Here you will be able to change your default language, the date and time format you use by default, and your current time zone.

Email in Outlook Web Access

Pinning and Hiding Apps 1 Open the App Drawer Click the grid icon in the top left.

2 Click the Ellipses Click on the ellipses in the top right corner of an app. You will have the option to pin the selected app to the nav bar for easy access (you can only pin up to 3 apps to the nav bar), or unpin the app from the app drawer. You can unpin any apps from here that you don’t use very often.

3 My Apps If you click on “My Apps” at the bottom right corner of the app drawer, you will be given a list of all the apps you have access to. If you unpin an app from the app drawer, you can still access it from “My Apps”, as well as being able to pin it to the app drawer again.

Display Settings 1 Open Outlook Web Access Click the grid icon in the top left and click on “Outlook” to open Outlook Web Access.

6 Open Display settings Select “Display Settings” from the gear menu in the upper right.

7 Change message list settings You can determine if the sender or subject is listed first for each message, and if a preview of the message text is displayed.

8 Change conversation settings Office 365 shows messages in a single conversation (replies) grouped together. You can determine if the newest or the oldest message shows up on top of the list, and if deleted items are visible.

9 Change reading pane settings You can also configure if the reading pane (the section that shows an individual message) is on the right, bottom, or hidden entirely.

Opening Another Mailbox 1 Open Outlook Web Access Click on the grid icon in the top left and click “Mail” to open Outlook Web Access.

10 Review Available Mailboxes Review the list on the left hand side. Most mailboxes you have access to will appear here.

11 Manually Open Another Mailbox If you have permissions to access another mailbox, but it is not visible, you can manually open it by clicking on your picture in the upper right and then “Open another mailbox…” If you need to access a Shared Mailbox, the process will be the same. Type the email address for the other mailbox and click “open”.

Writing Email 1 Open Outlook Web Access Click on “Mail” to open Outlook Web Access.

12 Compose a new message Click the new mail button in the upper left.

13 Add recipients Type an email address in the “To” or “Cc” field to add a recipient. If you want to look up a , start typing, and then click the “Search s & Directory” button if the does not appear automatically.

14 Browse Address Book You can click the Plus button all the way at the right of the “To” line in order to browse your s.

15 Attach a file, image, or signature Click the “Insert” button and select which kind of item you’d like to insert into the email.

Creating Folders 1 Create a new folder Click on “More” under “Folders” to access the full list of your folders.

2 Click the “+” next to your name (not next to Favorites) to create a new folder. It will prompt you to enter a name for your folder. Press enter after entering the name to save the folder.

Moving Mail into Folders 1 Drag and Drop Just drag a message into a folder in order to organize your inbox.

Set Up Mail Forwarding 1. Navigate to Options Click on the gear menu in the upper right. Click “Options”.

2. Go to Forwarding Click on “” to expand it, then click “Forwarding”. Click “Start forwarding” to enable mail forwarding. Enter the email address you would like mail to be forwarded to in the box. You can also select whether you would like copies of the forwarded messages to be kept in Outlook Web App or not.

Using Out of Office 1 Open Outlook Web Access Click on “Outlook” to open Outlook Web Access.

16 Set Automatic Replies Select “Automatic replies” from the gear menu in the upper right.

17 Configure Automatic Replies SETTING

DESCRIPTION

Don’t send automatic replies

Select this option to turn off automatic replies.

Send automatic replies

Select this option to turn on automatic replies.

Send replies only during this time period

Select this check box, and then enter a start time and end time, to control when automatic replies are sent. If you don't set a time period, your automatic reply will remain on until you turn it off, and you’ll be reminded you have automatic replies turned on each time you sign in to your mailbox.

Send a reply once to each sender inside my organization with the following message:

Use this box to create a message that will be sent only to senders who are inside your organization. This option may not be available.

Send automatic reply messages to senders outside my organization

Select this check box if you want automatic replies to be sent to senders outside your organization.

Send replies only to sends in my s list

Select this to limit automatic replies to senders who are in your s folder. Senders who aren't in your s folder won't receive the automatic reply.

Send replies to all external senders

Select this to send your reply to all senders outside your organization.

Send a reply once to each sender outside my organization with the following message:

If you've selected Send automatic reply messages to External Senders, enter the reply you want sent in this box.

Calendar in Outlook Web Access

Accessing your Calendar 1 Open the Calendar Click the grid icon in the top left and click “Calendar” to open your calendar.

Open a Shared Calendar 1 Open a Calendar Right click on “My Calendars” on the left and select “Open calendar”.

2 Enter email address Type in the email address of the person whose calendar you wish to open. Click “open”.

Sharing Your Calendar 1 Select the calendar to share On the left hand side select the calendar you’d like to share with others.

3 Share the calendar In the upper right corner click the “SHARE” button.

4 Select the Type the ’s email address or name into the “Share with” box until it appears in the list. Click on the name to continue. Alternatively you can just enter in the full email address of the person you want to share with.

5 Select the Permissions Indicate which permissions you’d like them to have and click send:  Availability Only: Show them if you are free or busy, nothing else  Limited Details: Show them the title of events  Full details: Show them everything  Editor: Allow them to edit events  Delegate: Allow them to manage your calendar if you won't have access for any reason Note: more detailed permissions can be set using the full Outlook client.

s in Outlook Web Access

Accessing your s 1 Open the People App Click the grid icon in the top left and click “People” to open your s and directories.

Overview of s 1 Personal s under “My s” reflect lists that you have personally created and managed.

6 Directory s centrally managed by your organization (including rooms, other s, distribution groups, and external s) appear under the “Directory” heading.

Configuring Devices (outlook and mobile)

Configuring Outlook for Windows

Office 365 s both Outlook 2010 and 2013. These instructions were created with Outlook 2010. The steps are the same for Outlook 2013 but screens may look slightly different.

1 Open the control (with start menu)

1. Open the control (no start menu)

If you have a start menu, open it and then click on “Control .”

If you don’t have a start menu you’re running Windows 8. Press the keyboard shortcut below, or right click on the Windows logo in the taskbar, and then select “control ” from the list. +x (don’t press the + key)

11.Change View to Icons In Windows Vista, 7, and 8 use the "View by:" drop down to change to the Icon view (shown above) In Windows XP use the "Switch to Classic View" button in the left of the window.

12.Open the Mail Control Open the "Mail" control

13.Open Profiles Click "Show Profiles..."

14.Add a New Profile Click "Add..." to create a new profile. Name the profile "Office 365". Click "OK".

15.Enter your E-Mail Address Enter your e-mail address and click "Next".

16.Enter Your If prompted, enter your , check the " my credentials" box, and click "OK".

17.Click “Finish” Click Finish.

18.Change Default Profile From the "Always use this profile drop down select "Office 365".

19.Complete The Setup Click "OK".

Configuring Outlook 2011 for Mac

Office 365 s Outlook 2011 for Mac. These instructions were created with Outlook 2011 for Mac. We do not Outlook 2008 for Mac.

1 Open Outlook 2011 for Mac Once Outlook 2011 for Mac is opened, go to the Tools option and select “s” from the menu.

2. Add Exchange Click on the Exchange Icon to add your Exchange (Office 365) to Outlook 2011 for Mac.

20.Enter Credentials At the next dialog, enter your email address. Make sure “ Name and ” has been selected as the Method. For the name, enter your entire email address, along with the . Lastly, make sure “Configure automatically” has been checked off before clicking “Add ”

21.Confirm Prompts If any other prompts pop up during this process, click “Allow,” making sure to have “Always use my response for this server” checked off. After this, Outlook 2011 for Mac will have been setup successfully.

Configuring Your Mobile Device

You can use Office 365 with any device that s Microsoft Active Sync. You’ll need to check with your device manufacturer to confirm . Note that different wireless providers have different versions of the same hardware. In general, any iOS device and most Android devices Microsoft Active Sync. Blackberry devices do not. Because of the vast array of hardware in the marketplace, we cannot provide detailed instructions for all devices. However, Microsoft provides instructions for many mobile devices. You can find these instructions at the following location. Use the “Set up Exchange ActiveSync” instructions for your device. https://.office.com/en-au/article/Set-up-a-mobile-device-using-Office-365-forbusiness-7dabb6cb-0046-40b6-81fe-767e0b1f014f In General, use the following settings when configuring your mobile device: Server: outlook.office365.com o

NOTE: If this does not work, refer to Error: Reference source not found on page Error: Reference source not found for instructions on manually retrieving your server name.

name: your full email address ([email protected]). o

NOTE: If this does not work try \ (ex: npcloud.org\ [email protected])

: Your Office 365 Use SSL Encryption: Yes