OFFICE 365

FOR FMCC Office 365 Basics

ABSTRACT Learn to use the features of our institutional instance of

Office 365.

Passero, Denise

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.

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

other options.

Message list.

Selected message and

associated messages will

show up in the right pane.

Double clicking a

message in the left pane

opens it in its own window.

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

Click the ellipses and find other options for the

selected mail message.

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.

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.

Create signature here.

Click the save button

when finished.

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.

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

Click Calendar

See month

and available

shared

calendars.

See full view of the dates

and appointments.

Appointments for the

selected day.

Change view, share

calendar, print

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

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

of your attendees.

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.

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

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.

Global (FM)

contacts.

List of 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.

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.

My Documents,

documents I am

following,

documents shared

with me.

Documents folder

that I have recently

viewed.

Folders and/or files in my

library.

Upload new documents or drag

them to this area to upload.

Click OneDrive

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.

Files Tab – Basic Overview

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

Browse lets you browse the

document library.

Bread crumbs make navigation easier.

Click the folder names to move about.

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.

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 plus sign

next to the new

document link.

Choose the kind

of document.

Create a folder

or upload a file.

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.

Excel web app. Use as you would

the desktop version of Excel.

Click your name to

return to the document

library.

Click the default file

name to rename the

file.

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.

On the library tab, click the

option labeled, “Open in

Explorer. An explorer window

opens to facilitate maneuvering

files and folders.

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.

Tiles – Team site is the FM

SharePoint site. Public site is the

FM public SharePoint Site.

Sites I’m following –

bookmarked sites and libraries.

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

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.

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.

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

Click this ellipses:

Then click this ellipses:

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

checking in.

Click Check In

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

No changes in either

of these sections.

Comments are

optional.

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.

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.

Click the ellipses, click the ellipses

again, click Download a Copy.

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.

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.

People in the

organization I am

following

Click follow to add more

people.

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.

Follow this document.

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

Click the gear next to your

name then click Site

contents.

Click “new sub site” to

create blog.

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

“Create.”

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.

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.

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.

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.

Title and top navigation.

Blog post.

Blog tools.

Add image.

Alerts and communication.

Categories

and archived

posts.

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

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

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 Page tab

then edit page.

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.”

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.

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 the Image tab to access the

command groups associated with this

item. Click the icon labeled, “Change

Picture.”

Browse your computer for an image, click

OK to upload the image to the Photos

library.

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.

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.”

From the image tab, in the

Size command group, enter

desired image size.

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.

Create and format your post.

Select the category and click

the Add button.

Publish your post when

your changes are ready.

Use the options in the ribbon

to add links and images.

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.

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