TECHNOLOGY SOLUTIONS OFFICE 365 USER GUIDE The City of Durham User Guide ____________________________________________________________________________ Table of Content Getting Started: Welcome to Office 365 Chapter 1: Signing into Office 365 Portal Chapter 2: One Drive for Business Chapter 3: Setting up Mobile Apps Chapter 4: Setting up Emails Chapter 5: Managing your calendar Chapter 6: Document Management Chapter 7: Navigating through Evolve Chapter 8: Reference Information 1 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Getting Started: Welcome to Office 365 This document serves as a user guide specifically for the employees of the City of Durham. The instructions and content stated in this document have been customized to work with/on any platforms or devices that are used by this organization. This document is subject to revisions to adjust to any additional products that are released by Microsoft 365 Catalog. All Beta Testers are required to attend an onboarding session. When you attend, you will be giving all the information you need to get started. Onboarding session will be in the held at: • Technology Solution Conference Room 4A Again, Welcome to Office 365. Let’s get Started! 2 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Chapter 1: Signing into Office 365 Portal What is Office 365? Office 365 is a service from Microsoft which includes the traditional Office Applications and other cloud applications. The fully installed applications include: Word, Excel, PowerPoint, OneNote, Outlook, Publisher, InfoPath and Access. How do I sign in? The link below is a quick video to show you what it looks like and steps on how to sign on: Sign in to New Office 365 Account 3 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Steps to signing in: 1. Open a browser window. 2. In the Address field, enter the URL http://office365.com will redirect you to the right URL. 3. Press Enter. 4. In the User ID field, enter your City of Durham email address. 5. In the Password field, enter the appropriate password. 6. To maintain the connection to Office 365, select the Keep Me Signed In checkbox. 7. Click Sign In. What it looks like after you sign in. 4 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Chapter 2: One Drive for Business What is OneDrive for Business? OneDrive for Business is a cloud-based file storage system with online editing and collaboration tools for Microsoft Office documents and is part of Office 365. What is the value of OneDrive for Business? In OneDrive for Business you will be getting 1TB of cloud based storage with the facility to edit documents online and share documents with anyone. OneDrive for Business can be utilized in many ways. It can be used as a simple store for documents, to access files from any location on any device, or as a collaboration tool to share and jointly work on documents. You can share a document in OneDrive for Business with one to two people which is Microsoft best practice model. If you want to share with 4 to 15 individuals, you can use Groups in Outlook. If you want to share with more than 15 individuals, we encourage you to contact T.E.C.H Point to get this created. How can I access files in OneDrive for Business? You can access your files in a web browser, directly from Office 2010/2013/2016desktop programs, in Windows File Explorer, in the Office apps for iPads, iPhones and Android tablets, you can access files without using VPN. The link below are quick videos to show you what it looks like: • Get Started with OneDrive for Business 5 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ • Navigate the Basics • Master the Basics Access OneDrive Files from your Mobile Device You can easily access your OneDrive document library from a mobile device such as an iPad, iPhone, Android or Windows Phones. You can use the browser on your device to access OneDrive, but there are also other more direct methods that allow you to work offline: The OneDrive App This is available as a free download from the iTunes store and will give you direct access to your OneDrive document library to view/edit/share files from your iPad, iPhone, Android and Windows Phones. 6 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Useful Links to Device-Specific Information • Use OneDrive on iOS • Use OneDrive for Android • Use OneDrive on a Windows Phone The Office mobile apps, you can open and edit specific files through the mobile Office apps (Word, Excel, etc.). Open the desired app on your mobile device and sign in using your Office 365 account. Always choose ‘work account’, if you are given an option of signing in with a ‘Microsoft account’. Follow the screen instructions to enter your password. 7 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Your OneDrive document library will display allowing you to select the file you want to open. If you subsequently go offline, your changes will be synced the next time you connect. 8 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Chapter 3: Setting Up Mobile Apps Install and set up Office365 Apps on an iPhone/ iPad/Android/Windows Mobile. You can get the apps from the Apple App Store and/or the Google Play Store. Set up Office apps for the first time: • Tap any Office app like Word to launch it. • Tap Sign in and use your City of Durham email and password. 9 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ • Enter the password associated with your account and tap Sign in. • Tap Turn on Notifications to enable alerts or Not Now to opt out. • Tap Create and Edit Documents to start working on your documents. 10 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Tip: After you sign in, your account is automatically added to the other Office apps installed on your device. 11 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Chapter 4: Setting Up Emails If you haven't already, you can download Outlook from the Apple App Store and/or the Google Play Store. Open Outlook for Android and Apple The icon looks like this: • Tap Get Started if it's your first time. NOTE: TS will not support using the native client on any platform. We recommend for sync purposes that you use the Outlook app. 12 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ • Enter your email account password and tap Sign in or Next. • Outlook may request permission to access your calendar, contacts, etc. Tap Yes or Allow. • You're now ready to use Outlook! 13 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Chapter 5: Managing your calendar The illustration below gives you an example of what managing your calendar looks like. 14 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Chapter 6: Document Management TS recommends using the following platforms for documents that you want to collaborate on, work on from home or want the City of Durham to see: • For individual use and sharing documents with two or three co- workers, we recommend using: One Drive for Business • For sharing documents with a group, we recommend using 365 groups. If you need a group created click the link to send an email to T.E.C.H. Point. Office 365 Groups in Outlook A group is defined as 4-15 individuals. • For sharing documents with groups larger than 15 or the enterprise, we recommend using CODI. If you need a CODI group created send an email to T.E.C.H. Point. See diagram below: 15 | P a g e Presented by: T.E.C.H. POINT - A Division of Technology Solutions The City of Durham User Guide ____________________________________________________________________________ Chapter 7: Navigating through Evolve Evolve 365, by Planet Technologies is designed to inspire you to acquire knowledge on your own. This ensures that the content and learning path is just right for you! Use the provided video solutions to learn