Office 365 End User Guide

7/17/2019 Office 365 End User Guide

http://slidepdf.com/reader/full/office-365-end-user-guide 1/33

Overview(Important Information)



About this Document

This document is intended to help you through the go-live process. efer to this

document to help you con!gure your computer and mobile devices" and use Outloo# $eb

Access.



%ommon Tas#s

&ere you'll !nd common tas#s that cross all the services included with Oce *+.

Accessing the Portal

,ost activities with Oce *+ are accessed from a single website -- the portal.

1. Log Inavigate to

portal.oce.com and log in

with your new credentials.

%lic# the /eep me signed

in chec#bo0 to speed up

this process in the future.

2. Interface overview If you clic# the gear icon

you'll see options for the

application you're currently

in" or a shortcut for general

Oce *+ settings.

3.

%lic# the grid icon in the topleft to access the app

drawer. &ere you will !nd

Outloo#" %alendar" 1eople"

ewsfeed23ammer"

OneDrive" 4ites

(4hare1oint)" Tas#s" and the

Oce Online Apps. (Delve

and 5ideo may not be there

and Admin will not be there)

http://portal.office.com/




4. 3ou have the option to pin

up to apps to the nav bar

which will appear ne0t to

the 6ear menu in the top

right. %lic# the ellipses onan app to open the conte0t

menu and select 71in to nav

bar8 for the apps you

access most often.



Changing Your Password

9y default" Oce *+ re:uires that you change your password every ;< days.

Once your password has e0pired you will be unable to access your email" 4hare1oint

sites" =ync" etc. 3ou>ll need to log into the ,icrosoft Online portal to change your

password before you can access data again.

1 Log Inavigate to






5. Change an E!ired PasswordIf prompted" enter your

e0isting password and then

a new password. ote that

you>ll need at least one

number and upper case

letter.

If you did not get this

prompt" continue to

manually change your

password.

". #!en #$ce 3"5 %ettings%lic# on the gear icon in the

upper right and then select

7Oce *+ 4ettings8.





&. Change 'our Password%lic# 7password8 and then

enter your old password and

con!rm your new password.



(ownload %etu! %oftware

All users should run the setup software on computers with Oce ?<@< that they intend to

use fre:uently. This software ensures that your local computer wor#s properly with Oce

*+" particularly with 4hare1oint.

1 Log Inavigate to






). #!en #$ce 3"5 %ettings%lic# on the gear icon in the

upper right and then select

7Oce *+ 4ettings8.

*. #!en %oftware +enu%lic# on 74oftware8 in the

left menu.





1,.-un the (esto! %etu!%lic# on 7des#top setup8

from the left and then clic#

the 7set up8 button.



sing Outloo# $eb Access(during the migration)



Accessing O$A

$hile you're waiting for your des#top to be con!gured you'll use Outloo# $eb Access.

1 Log Inavigate to portal.oce.com and

log in with your new credentials.

/ote0 'our usernae is 'our full

eail address and 'our

!assword is t'!icall'

!assword1 unless 'ou have

reset it.

%lic# the /eep me signed in

chec#bo0 to speed up this process in

the future.

2 #!en #utloo e Access%lic# on the grid icon in the upper

left corner. %lic# 7,ail8 to open

Outloo# $eb Access.

3 %et 'our ie 6one

The ne0t screen that you see willas# you to select your time Bone.

4electing the correct time Bone is

important to ensure that your

mail comes in and goes out with

the correct time stamp.

https://portal.office.com/

https://portal.office.com/



4 Change 'our ie 6one

If you accidentally select the

wrong time Bone" you can change

it in the options. %lic# on the gear

icon in the upper right" then clic#

7Options8.

5 Change 'our ie 6one

C0pand the 76eneral8 menu by

clic#ing on 76eneral8 and then

clic# 7egion and time Bone8.

&ere you will be able to change

your default language" the dateand time format you use by

default" and your current time

Bone.



Cmail in Outloo# $eb Access

Pinning and 7iding A!!s

1 #!en the A!! (rawer%lic# the grid icon in the top left.

2 Clic the Elli!ses%lic# on the ellipses in the top right

corner of an app. 3ou will have the

option to pin the selected app to the

nav bar for easy access (you canonly pin up to apps to the nav

bar)" or unpin the app from the app

drawer. 3ou can unpin any apps from

here that you don't use very often.

3 +' A!!sIf you clic# on 7,y Apps8 at the

bottom right corner of the app

drawer" you will be given a list of all

the apps you have access to. If youunpin an app from the app drawer"

you can still access it from 7,y

Apps8" as well as being able to pin it

to the app drawer again.

(is!la' %ettings

1 #!en #utloo e Access%lic# the grid icon in the top left and

clic# on 7Outloo#8 to open Outloo#$eb Access.



" #!en (is!la' settings

4elect 7Display 4ettings8 from

the gear menu in the upper right.

& Change essage list settings 3ou can determine if the sender or

subect is listed !rst for each

message" and if a preview of the

message te0t is displayed.

) Change conversation settingsOce *+ shows messages in a

single conversation (replies)grouped together. 3ou can

determine if the newest or the

oldest message shows up on top of

the list" and if deleted items are

visible.



* Change reading !ane settings 3ou can also con!gure if the reading

pane (the section that shows an

individual message) is on the right"

bottom" or hidden entirely.

#!ening Another +ailo

1 #!en #utloo e Access%lic# on the grid icon in the top left

and clic# 7,ail8 to open Outloo#

$eb Access.

1,-eview Availale +ailoes

eview the list on the left hand

side. ,ost mailbo0es you have

access to will appear here.



11+anuall' #!en Another +ailoIf you have permissions to access

another mailbo0" but it is not visible"

you can manually open it by clic#ing

on your picture in the upper right

and then 7Open another mailbo0E8

If you need to access a 4hared

,ailbo0" the process will be the

same.

Type the email address for the other

mailbo0 and clic# 7open8.

riting Eail

1 #!en #utloo e Access%lic# on 7,ail8 to open Outloo# $eb

Access.

12Co!ose a new essage

%lic# the new mail button in the

upper left.

13Add reci!ients

Type an email address in the 7To8 or7%c8 !eld to add a recipient. If you

want to loo# up a contact" start

typing" and then clic# the 74earch

%ontacts F Directory8 button if the

contact does not appear

automatically.



148rowse Address 8oo 3ou can clic# the 1lus button all the

way at the right of the 7To8 line in

order to browse your contacts.

15Attach a 9le: iage: or signature%lic# the 7Insert8 button and select

which #ind of item you'd li#e to

insert into the email.

Creating ;olders

1 Create a new folder%lic# on 7,ore8 under 7Golders8 to

access the full list of your folders.



2%lic# the 7H8 ne0t to your name (not

ne0t to Gavorites) to create a new

folder. It will prompt you to enter a

name for your folder. 1ress enter

after entering the name to save thefolder.

+oving +ail into ;olders

1 (rag and (ro! ust drag a message into a folder in

order to organiBe your inbo0.



%et <! +ail ;orwarding

1. /avigate to #!tions%lic# on the gear menu in the upper

right. %lic# 7Options8.

2. =o to ;orwarding%lic# on 7Account8 to e0pand it" then

clic# 7Gorwarding8. %lic# 74tart

forwarding8 to enable mail forwarding.

Cnter the email address you would li#e

mail to be forwarded to in the bo0. 3ou

can also select whether you would li#e

copies of the forwarded messages to be#ept in Outloo# $eb App or not.



<sing #ut of #$ce

1 #!en #utloo e Access%lic# on 7Outloo#8 to open Outloo#

$eb Access.

1"%et Autoatic -e!lies

4elect 7Automatic replies8 from

the gear menu in the upper right.



1&Con9gure Autoatic -e!lies

4CTTI6 DC4%I1TIO

(on>t send

autoatic re!lies

4elect this option to turn oJ automatic replies.

%end autoatic

re!lies

4elect this option to turn on automatic replies.

%end re!lies onl'

during this tie

!eriod

4elect this chec# bo0" and then enter a start timeand end time" to control when automatic repliesare sent. If you don>t set a time period" yourautomatic reply will remain on until you turn it oJ"and you'll be reminded you have automatic repliesturned on each time you sign in to your mailbo0.

%end a re!l' once

to each senderinside '

organi?ation with

the following

essage0

se this bo0 to create a message that will be sentonly to senders who are inside your organiBation. This option may not be available.

%end autoatic

re!l' essages to

senders outside

' organi?ation

4elect this chec# bo0 if you want automatic repliesto be sent to senders outside your organiBation.

%end re!lies onl'

to sends in '

Contacts list

4elect this to limit automatic replies to senders

who are in your %ontacts folder. 4enders whoaren>t in your %ontacts folder won>t receive theautomatic reply.

%end re!lies to all

eternal senders

4elect this to send your reply to all senders outsideyour organiBation.

%end a re!l' once

to each sender

outside '

organi?ation with

the followingessage0

If you>ve selected %end autoatic re!l'essages to Eternal %enders" enter the replyyou want sent in this bo0.



%alendar in Outloo# $eb Access

Accessing 'our Calendar

1 #!en the Calendar%lic# the grid icon in the top left and

clic# 7%alendar8 to open yourcalendar.

#!en a %hared Calendar

1 #!en a Calendar-ight clic on 7,y %alendars8 on

the left and select 7Open calendar8.

2 Enter eail address Type in the email address of the

person whose calendar you wish to

open.

%lic# 7open8.



%haring Your Calendar

1 %elect the calendar to shareOn the left hand side select the

calendar you'd li#e to share with

others.

3 %hare the calendarIn the upper right corner clic# the

74&AC8 button.

4 %elect the user Type the user's email address or

name into the 74hare with8 bo0 until

it appears in the list. %lic# on the

name to continue.

Alternatively you can ust enter inthe full email address of the person

you want to share with.



5 %elect the PerissionsIndicate which permissions you'd

li#e them to have and clic# sendK

• Availability OnlyK 4how them if

you are free or busy" nothing

else• =imited DetailsK 4how them

the title of events

• Gull detailsK 4how them

everything

• CditorK Allow them to edit

events

• DelegateK Allow them to

manage your calendar if you

won>t have access for any

reason

/ote0 ore detailed !erissions

can e set using the full #utloo

client.



%ontacts in Outloo# $eb Access

Accessing 'our Contacts

1 #!en the Peo!le A!!%lic# the grid icon in the top left and

clic# 71eople8 to open your contactsand directories.

#verview of Contacts

1 Personal%ontacts under 7,y %ontacts8

reLect lists that you have personally

created and managed.



" (irector'%ontacts centrally managed by your

organiBation (including rooms" other

users" distribution groups" and

e0ternal contacts) appear under the

7Directory8 heading.



%on!guring Devices(outloo# and mobile)



%on!guring Outloo# for $indows

Oce *+ supports both Outloo# ?<@< and ?<@. These instructions were created with

Outloo# ?<@<. The steps are the same for Outloo# ?<@ but screens may loo# slightly

diJerent.

1 #!en the control !anel @with startenu

If you have a start menu" open it

and then clic# on 7%ontrol 1anel.8

1. #!en the control !anel @no startenu If you don't have a start menu

you're running $indows M. 1ress the

#eyboard shortcut below" or right

clic# on the $indows logo in the

tas#bar" and then select 7control

panel8 from the list.

H 0(don't press the H #ey)

11.Change Biew to IconsIn $indows 5ista" N" and M use the

5iew byK drop down to change to

the Icon view (shown above)

In $indows 1 use the 4witch to

%lassic 5iew button in the left of thewindow.



12.#!en the +ail Control PanelOpen the ,ail control panel

13.#!en Pro9les

%lic# 4how 1ro!les...

14.Add a /ew Pro9le%lic# Add... to create a new pro!le.

ame the pro!le Oce *+.

%lic# O/.



15.Enter 'our E+ail AddressCnter your e-mail address and clic#

e0t.

1".Enter Your PasswordIf prompted" enter your password"

chec# the emember my

credentials bo0" and clic# O/.

1&.Clic D;inish%lic# Ginish.

1).Change (efault Pro9leGrom the Always use this pro!le

drop down select Oce *+.



1*.Co!lete he %etu!%lic# O/.



%on!guring Outloo# ?<@@ for ,ac

Oce *+ supports Outloo# ?<@@ for ,ac. These instructions were created with Outloo#

?<@@ for ,ac. $e do not support Outloo# ?<<M for ,ac.

1 #!en #utloo 2,11 for +ac

Once Outloo# ?<@@ for ,ac isopened" go to the Tools option and

select 7Accounts8 from the menu.

2. Add Echange Account%lic# on the C0change Account Icon

to add your C0change (Oce *+)

account to Outloo# ?<@@ for ,ac.

2,.Enter Login CredentialsAt the ne0t dialog" enter your email

address. ,a#e sure 7ser ame and

1assword8 has been selected as the

,ethod.

Gor the ser name" enter your entire

email address" along with thepassword.

=astly" ma#e sure 7%on!gure

automatically8 has been chec#ed oJ

before clic#ing 7Add Account8



21.Con9r Pro!tsIf any other prompts pop up during

this process" clic# 7Allow"8 ma#ing

sure to have 7Always use my

response for this server8 chec#ed

oJ.

After this" Outloo# ?<@@ for ,ac will

have been setup successfully.



%on!guring 3our ,obile Device

3ou can use Oce *+ with any device that supports ,icrosoft Active 4ync. 3ou'll need to

chec# with your device manufacturer to con!rm support. ote that diJerent wireless

providers have diJerent versions of the same hardware.

In general" any iO4 device and most Android devices support ,icrosoft Active 4ync.

9lac#berry devices do not.

8ecause of the vast arra' of hardware in the aret!lace: we cannot !rovide

detailed instructions for all devices. 7owever: +icrosoft !rovides instructions

for an' oile devices. You can 9nd these instructions at the following

location. <se the D%et u! Echange Active%'nc instructions for 'our device.

httpsK22support.oce.com2en-au2article24et-up-a-mobile-device-using-Oce-*+-for-

business-Ndabb*cb-<<P*-P<b*-M@fe-N*Ne<b@f<@Pf

In 6eneral" use the following settings when con!guring your mobile deviceK

%erver0 outloo#.oce*+.com

o OTCK If this does not wor#" refer to CrrorK eference source not found on page

CrrorK eference source not found for instructions on manually retrieving your

server name.

<sernae0 your full email address (samQnpcloud.org).

o OTCK If this does not wor# try RyourdomainSRyouraddressS (e0K

npcloud.orgsamQnpcloud.org)

Password0 3our Oce *+ password

<se %%L Encr'!tion0 3es

https://support.office.com/en-au/article/Set-up-a-mobile-device-using-Office-365-for-business-7dabb6cb-0046-40b6-81fe-767e0b1f014f




Office 365 End User Guide

Documents

Transcript of Office 365 End User Guide