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8/10/2019 Go Office 365


vith Microsoft®

Office

65

Gett ing

Started

Shel ley Gaskin nd

Robert

L

Ferrett

PE RSON

Boston

Columbus

Indianapolis

New York San

Francisco Upper Saddle

River

msterdam Cape Town

Dubai

London Madrid

Milan

Munich Paris Montreal Toronto

Delhi

exico

City

Sao Paulo Sydney

Hong Kong

Seoul Singapore

Taipei Tokyo

8/10/2019 Go Office 365


Editor in Chief: Michael Payne

Executive

Editor:

Jenifer

Niles

Product

Development

Manager:

Laura Burgess

Senior

Editorial Project Manager: Meghan Bisi

Editorial Assistant: Carly Prakapas

VP

/Director of Business Technology

Marketing:

Patrice Lumumba

Jones

Marketing Coordinator:

Susan Osterlitz

Marketing

Assistant:

Darshika Vyas

Associate Managing

Editor: Camille Trentacoste

Senior Production

Project

Manager:

Rhonda

Aversa

Operations

Specialist:

Maura

Zaldivar-Garcia

Senior

Operation Manager

Site

Lead: Nick Sklitsis

Senior

Art

Director: Jonathan Boylan

Cover Photo: © Ben Durrant

Associate

Director of

Design:

Blair

Brown

Director of Media Development:

Cathi Profitko

Senior Media Project

Manager Editorial:

Alana Coles

Media Project

Manager

Production:

John Cassar

Full-Service Project Management:

PreMediaGlobal

Composition:

PreMediaGlobal

Printer/Binder:

Courier

Kendalville

Cover

Printer:

Lehigh-Phoenix

Color/Hagerstown

Text Font: Minion

Pro

Credits

and

acknowledgments borrowed from

other

sources

and

reproduced, with permission, in

this

textbook appear on the

appropriate page within text.

Microsoft and/

or its respective suppliers make no representations

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Microsoft®and Windows®are registered trademarks of the Microsoft Corporation in the U.S.A. and other

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Copyright©

2013 by

Pearson Education Inc. as Prentice

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Many of the designations by manufacturers and sellers

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caps.

Library

of Congress

Cataloging-in-Publication

Data

Gaskin

, Shelley.

GO with Microsoft Office 365 : getting started /

Shelley Gaskin

and Robert

L Ferrett Pearson

.

p . cm .

Includes

index.

ISBN 978-0-13-295574-4 (alk. paper) - ISBN 978-0-13-295576-8 coursesmart)

1

Microsoft Office. 2 . Business-Computer programs . I Ferrett, Robert. II. Title.

HF5548.4.M525G3667

2013

005.5-dc23

2012006461

1 9 8 7 6 5 4 3 2 1

PEARSON

ISBN-10:

0-13-295574-1

ISBN-13: 978-0-13-295574-4

8/10/2019 Go Office 365


Contents

GO Walkthrough

vi

Office 365

Chapter 1 Getting Started with

Microsoft Office 65 ............................1

PROJECT

A Use

Exchange Online and

yne

Online

in an Office 365 Environment 2

Objective 1 Make Teams Successful by Using Office 365

Activity

1.01

Understanding

Microsoft Office

365

Activity 1.02 Understanding Security in

Office

365

Activity 1.03 Communicating

and

Sharing with

Office

365

Activity 1.04 Installing and

Configuring Office

365

Objective 2 Manage Email with Exchange Online

Activity 1.05 Using

Outlook

Web

App or Outlook

Desktop

App

for Office

365 Email

Activity

1.06

Sending and Replying

to

Email

Objective 3 Share Calendars and Create Contacts

Activity 1.07 Sharing

Your Outlook

Calendar

Activity 1.08 Creating

Outlook

Contacts

Objective

4 Communicate with yne Online

Activity

1.09 Working

with Contacts

in Lyne

Activity

1.10

Sending

Instant

Messages with

Lyne

Activity

1.11

Launching a Video Call with

Lyne

Activity

1.12

Controlling Another

Computer s

Desktop

PROJECT 8

Use

SharePoint Online in an Office 365

5

5

7

1

1

14

19

20

22

4

24

26

27

29

Environment

3

Objective 5 Create a Team Site

Activity 1.13 Creating a Team Site

Activity 1.14 Modifying Your Site s Home Page

Objective

6 Add Content to a Team Site

Activity 1.15

Adding

and

Editing

Calendar

Events

Activity

1.16 Creating

Folders and Uploading Documents

in

a

Document

Library

Objective 7 Share Team Knowledge

Activity 1.17 Creating a Team Discussion

Activity 1.18 Creating a Blog

and

a Wiki

Objective

8 Survey Team Members

Activity

1.19 Creating

a Survey

Activity

1.20 Adding

Branching to a Survey

Activity

1.21

Testing a Survey

Summary,

Key Terms, Matching, and Multiple

Choice

33

33

37

40

40

43

45

45

46

49

49

5

52

54 55

Contents

8/10/2019 Go Office 365


lossary G 1

Index 1 1

v ontents

8/10/2019 Go Office 365


boutthe

uthors

Shelley Gaskin Series Editor, is

a

professor

in

the Business and

Computer Technology

Division

at

Pasadena City College in Pasadena , California. She holds a bachelor s degree in

Business Administration

from

Robert

Morris College

ennsy

lvania). a

master s

degree

in

Business from Northern Illinois University, and a doctorate in Adult and Community Educa

tion from Ball State University. Before joining Pasadena City College, she spent 12 years in

th e

computer industry where she was

a

systems

ana

lyst

, sales

representative, and Director

of

Customer Education

with Unisys

Corporation.

She

also

worked

for

Ernst

Young

on the

development of large systems

applications for their clients.

She

has

written and developed

tr aining

materials

for custom systems applications in both the public and private

sector,

and

has written and edited numerous computer application textbooks .

This

book is

dedicated

to my

students, who

inspire

me every day.

Robert

L

Ferrett

recently

retired as the

Director

of the Center for Instructional Comput

ing at

Eastern

Michigan University, where he provided

computer

training

and support

to

faculty. He has authored or co-authored more

than

70 books on Access. PowerPoint, Excel,

Publisher, WordPerfect, Windows, Word, OpenOffice , and

Computer Fundamentals.

He has

been

designing , developing, and delivering computer

workshops

for more than three dec

ades. Before writing for

the GO

Series, Bob was a series editor for

the

Learn Series. He has

a

bachelor s

degree

in

Psychology, a

master s

degree in Geography,

and

a

master s

degree

in

Interdisciplin

a1y Technology from

Eastern

Michigan University. His doctoral

studies were

in

Instructional Technology at Wayne State University.

I d

like

to

dedicate this book

to

my

wife Mary Jane

.

whose constant

support

has been

so important all

these years.

bout the uthors

8/10/2019 Go Office 365


Teach the ourse You Want in Less ime

A Microsoft® Office

textbook

designed

for student

success

• Project-Based Students learn by creating projects that

they will use in the real world.

•

Microsoft

Procedural Syntax Steps are

written to

put students

in the right place at the right

time

.

Student

Outcomes

and

Learning Objectives

Objectives are clustered around

projects that result in student

outcomes.

OUTCOMES

PRO JECT 1A

Use Exchange Online and

Lyne Onhne 1n an Office 365

environment

PROJECT 18

Use

SharePoint

Online

1n

an

Office 365 environment

Getting Started

with

Microsoft Office 365

I

BJECTIVES

Masler

ing tho

se obje

c 1

is wil emtA<l)00 1o

1.

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2.Mariagef m<M

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5. C r e a l l a l e a m S i t e ~ 3 3 l

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40)

S l i : r e T e a r n ~ ( P . 4 $ )

S i r v e y T e a r n ~ ~ 4 9

In

This Chapter

nthischap1er,yoowilluplore

Microsoft Office 365, a set of uchno ogies

thatprovidcsindividualsinanorganization

thcal>ilitytoconncctandcollahora c,

v i r t u a l y a n y w h e r e , a n y t i m e , i n a ~ c u r e

environment.Office

365i•aUabout

tcamsofp< opleworkingtogetherand

usingtcchnologytosoh·cprobkms , makc

dedsions , andproduceworkproducts-

.-..:=-...,,.

--

regardless of where the)· arc in the world and

rcgardlcssofwhatkindofcomputingdevicc

theyhav.availabk

Byusingth

•

fourhytechnologies

inOffice36S,youand}'OUrlummates

willhavr asharedteamspauthatis

alwaysavailableonlinewhcrcyoucan

sharedocumcnts,collaboratcontasks,

and communkate with each other. You will be able to do these things from anywhere

on

almost any kind of

de\•ice-laptop,

smartphone, or tablet. Welcome to worldwide rnllaborationT

The

projects in

l h i s c h ~ p t e r

relate to the

U

Orchid l101do, headquartered in Boston, and that owns and operates

resortsandbusine

ss-

orie l(c<lhotcl

s.

Resortpropertiesarcloca1edinpopulardcstinations,indudingHonolulu,

Orlando, San Diego, and Santa Barbara. The resorts offer dclurc aqommodation• and a widcarrarofdining

options. Other Bell Orchid hotels are loa lted in major business centers and offer the latest technology in meeting

fac iLities.Thecompanyplanstoopennewprop<:rtiesandupdateexistingproperties overthenex11en}'ears

Scenario Each chapter opens

with a story that sets the stage for the

projects the student

will

create.

vi

Visual Walk Through

• Teachable Moment Expository text is woven into the

steps-at the moment students need to know

i t -not

chunked together in a block of text

that

will go unread.

•

Sequential Pagination

Students have actual page

numbers instead of confusing letters and abbreviations.

. t

Project

Activities

A project

summary stated clearly and quickly.

Project

Files Clearly shows

students which files are needed for

the project and the names they

will

use to save their documents.

Project

1A Use Exchange Online

and Lyne Online in an

Office 365 Environment

14Mf.f4fM i4

lnActivitie•l.Olthrough

l .

12,youwilluseMicrosohOudookinanExchangeOnl

ine

environment for email and contacts . By using Lyne Online, you will communicate with

instantmessaging,cond uctavideocaltandtakeconlrolofanothertearnma1escornputer

screen.

s

) Ou work. you will capture six screens 1hat wiU ook similar to Figure

I.I .

Proiec:t Fli es

ForPmject1A.youwillneedt

hefo

llowingfile:

oOIA _MoMting_Preselllalion

You willsave you r filesas

Lastnarne_

Firstnarne_lA

_En>0il _

Snip

Laol11amt_

fintnarne

_

lA

_itq>ly_S11ip

Lastname_

FirHnam

e_

lA

_C.lendar_Snip

h•lnam<

_

Hrotnarne

_

lA

_

Gmtoct_Snip

Lastnarn< F rSlnarne_ IA_

lync

_Snlp

Lasmame

_

Firstnarne

_ IA_Viden_

Snip

F

igure1.1

GO

wi

1h

Offke I Chopt<r J: G<11ng Sm rd with M<roMl

f

Offi« J65

Project Results Shows

students how their final outcome

will

appear.

8/10/2019 Go Office 365


Color Coding - Color variations between

the two projects in each chapter make it easy to

identify which project student s are working on.

p

~

=:-_

_

__::___ i

E m a i l m e 9 1 ' . ; ; ~ ,

--1 =;;.;==-;;:;;:==-

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I

9

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it

h

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from your pa

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tner

still selected

and displayed

in1heReadingPane . ontheRibbon,dkktho tt<>melOb. lnlhe R

.

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Reply.

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20 Typ<

Im

looking

forw•rd l e

it

tool P r e s s

lwo limes,

and then

(}·

pe your

n

ame

21 Usingthe techniqueyoupractic e< ,crea1ea

Wlnd<>wSnlp.

andthensa,·ethesnip

s

a

jpe

g rnc

in

your

chapter

folder. Using)""'

name

, nam e

the

file Las

tna me

_

F n t n • m t t A < O P ~ S n l p

22

ChcktheS.

nd buUon

,•n

tlthen

l

e.-'C0utlookopenforthenextoclivi1y.

O u ~ O < t k is•

rich •

pp

with many f<atme>

1<> help

you

organi'c

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•n

ln

-Jrpth

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iew

of

how

to""'

Outlook

lOlO r < f ~ r to

GO/with

Microsolr Ourloolc 2010

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rsonorl.licrn$01r()utloolr20101nside0ulpubli>hedhy

Objective 3 I Share Calendars and Create Co ntacts

With

Office 365, you set up )'Our

Calendar in Outlook

- < t

her

in

Outlook

Web

App

o

ronthedesktopapp

- andthcn)uucan&hareyourcalendar,addappoin1rnentsand

rneeting&.andSee}uurcalendarfromanywhere1ha1)'0Ulia"•ln1crnetaccesi;

. 8ecallthat

Outlook Web App and the Outlook

desktopapp

work

seamlessl)' together.

When

you use

thedcsktopapp,youha' '' · ' °meadditionalfcaturesthatarcno1availablcinOlltlookWeb

App,butan)'informa

t

ionyouaddisovailablcineitherapp.Youwillbeableto\' iewyour

calendar-and u>t email- from

your

srnartphoneor from

an)'whereyou

ha\·e an Internet

In an Office 365

em·

ironmenr, 1he

most

important

thing

10 do

with your calendar

istoshareit wirhother&.RecallthatOffice365isspecificallyJe,ignedtohclp1eams

worktogether,andthefirsts eptoworkingtoget

hersu'ce""fullyistosharea.much

informationaspossibletofacilitategoodrnmmunication

Wh<nyoucreateanappointmentinyourcalendar,Outlookd isplaysoneoffour

indicators.s -OCia1edwilh)'OUravailabililyforthatJateandhme:Busy,Free,Tenla i"e

Microsoft

Procedural

Syntax -

Steps are written to

put

the student in

the right place at the right time.

Activity 1.10

I

Sending Instant Messages with Lyne

When)

"Ouwanttoa

skaquickquestionorp

assalonginformationtoacol <agu<,you

~ ~ : ; : . ~ ; . : ~ i n s t a n t me..,aging.Recall

that

Lyne

pro\'ides in'1ant mes,,.ging

in a secure

' - - - - - - - - - - - - t ~ i t ~ e t ~ r : : . : ~ : ~ e e f i r s t p e r s o n i n y o u r F l ' f l j u • n t C . . n t • < l < l i > t - b e s u r < y o u p o i n

T o l h < r i g h t , • S m o l l m c n u d l n with

t h ~

XreenTip View

'ore options

/or

it1ternc1i>1gwi1htlrisperson,andthencomparerour<ereenwithF igurel .30

3 In your Fr<q

uent

Contocto list, did: the name of

he classmate

with wh<lm

you are

partneringonthisproje(' (,anJthen

intheboxthatdisp l

ays.dickthe

S.nd an iruto.nt

< S S a

icon.

Tn>e Have yotJ see

n

th

e new mal< etlng pr

esen ta11on

ye t? and

then

press

e .

4 Ask your partner o

type

Yes. s a w ~ yes

terday. I

Me

do worl<.. and then p r e s s ~

Compar

e

yourscreenwithFigur

e l.31

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lA: U

1<

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26 GO "1 th Oftl<e 365 I Chapt<r

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J65

Teachable Moment - Expository text is

woven into the

steps-at

the moment students

need to know

i t-not

chunked together in a

block

of

text that will

go

unread.

End of Chapter

- - - - -1

Sequential

Pagination - Students are given

actual page numbers to navigate through the textbook

instead of confusing letters and abbreviations.

Content-Based Assessments - Assessments with defined solutions.

Content-Based Assessments

Summary

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Multiple Choice

I . A 1 e d i a - 0 l o g y t h • t p r o v i d « < m • i l < o n t > < t ~ ' o . l < r > < l o r > , a n d < a < . k h < d u l i n g t o " '

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Visual Walk-Through v

8/10/2019 Go Office 365


ll

Instructor

materials

available on

the IRC

tudent Resources

Companion Website Student Data Files, the Online Study Guide (an interactive quiz), and a

Glossary are at www.pearsonhighered.com/go.

Instructor Resources

Additional Project Exams formerly Point-Counted Production Tests) provided by

chapter, application, and project with a scorecard for easy grading .

Annotated Solution Files Coupled with the scorecards, these create a grading and scoring

system that makes grading so much easier for you.

Answer Key Answers to end-of-chapter questions.

Assignment Sheets

Lists all the assignments for the chapter. Just add in the course informa

tion, due dates, and points. Providing these to students ensures they will know what is due and when.

Image Library A library o all the figures from the book.

PowerPoint Lectures Power Point presentations for each chapter.

Scorecards and Scoring Rubrics Can be used by either students to check their work or by

instructors as a quick check-off for the items that need to be corrected.

Scripted Lectures Classroom lectures prepared for you.

Solution Files and Solution PDFs The student s completed file

Test Bank Includes a variety of test questions for each chapter.

viii

Visual

Walk Through

8/10/2019 Go Office 365


chapter 1 I GO with Office 365

OUTCOMES

At

the

end of this chapter you will

be

able to:

PROJECT 1A

Use Exchange Online and

Lyne

Online

in an

Office

365

environment

PROJECT 8

Use SharePoint Online in an

Office 365 environment

Getting Started with


OBJECTIVES

Mastering

these

objectives will

enable

you to:

1 Make Teams Successful by Using

Office

365

p

3)

2

Manage

Email

with Exchange On l

ine

p 10)

3

Share

Calendars

and

Create

Contacts

p 19

4

Communicate with

Lyne

Online p 24

5 Create aTeam Site p. 33

6

Add

Content to a

Team

Site p. 40

7

Share Team

Knowledge

p.

45

8

Survey

Team

Members p 49

In This Chapter

In this chapter, you will explore

Microsoft Office 365, a set of technologies

that provides individuals in an organization

the ability to connect and collaborate,

virtually anywhere, anytime, in a secure

environment. Office 365 is all about

teams of people working together and

using technology to solve problems, make

decisions, and produce work products

regardless of where they are in the world and

regardless of what kind of computing device

they have available.

y using the four key technologies

in Office 365, you and your teammates

will have a shared team space that is

always available online where you can

share documents, collaborate on tasks,

and

communicate

with each other. You will be able to do these things from anywhere

on

almost any kind

of

device-laptop

smartphone,

or

tablet. Welcome to worldwide collaboration

The projects in this chapter relate to the

Bell Orchid Hotels

headquartered in Boston, and that owns and operates

resorts and business-oriented hotels. Resort properties are located in popular destinations, including Honolulu,

Orlando, San Diego, and Santa Barbara. The resorts offer deluxe accommodations and a wide array of dining

options. Other ell Orchid hotels are located in major business centers and offer the latest technology in meeting

facilities. The company plans to open new properties and update existing properties over the next ten years.

8/10/2019 Go Office 365


Project

A

Use

xchange

Online

and

Lyne

Online

in

an

Office 65 nvironment

Project Activities

In Activities

1.01

through 1.12, you will use Microsoft Outlook in an Exchange Online

environment for email and contacts. By using Lyne Online, you will communicate with

instant messaging, conduct a video call, and take control

of

another teammate's computer

screen. As you work, you will capture six screens that will look similar to Figure 1.1.

Project Files

For Project 1A you will need the following file:

oOlA_Marketing_Presentation

You will save your files as:

Lastname_Firstname_lA_Email_Snip

Lastname_Firstname_lA_Reply_Snip

Lastname_Firstname_lA_

Calendar_Snip


Contact_Snip

Lastname_

Firstname

_

lA

_Lync_Snip


Video_Snip

Project Results

_

•

IJ .Wo• ..

.. ...

.

.

·· ···

·

~

·w o

· · ·

___

_____

___ _._.

Figure 1.1

2 GO

with

Office 365

I

Chapter 1: Getting Started with Microsoft Office

365

8/10/2019 Go Office 365


Objective 1 ake

Teams Successful

by

Using

Office 65

In

every job, you must work and communicate with other people. A group

of

workers

tasked with working together to solve a problem, make a decision, or create a work

product is referred to as a team For a team to succeed, the team members

must

be able to

communicate with each other easily.

f

all the team members work at the same location and work the same hours,

communication

is

easy. You schedule face-to-face meetings and exchange documents and

information among yourselves. But that

is

a rare arrangement in today's organizations.

Rather, it

is

more likely that the members of your team work in different locations

even different countries and work different hours or travel extensively away from the

headquarters location. Also, for specific projects, teams are frequently organized across

different departments of an organization or even across different organizations entirely.

Then when the project is complete, the team disbands.

Collaboration is when you

work

together with others as a

team

in an intellectual

endeavor to complete a shared task

or

achieve a shared goal; for example, when you

and one

or

more of

your

classmates work together on a class project. Collaboration

involves giving feedback to and receiving feedback from others

on

the team, and then

revising the strategies to achieve the goal

or

to

produce

the

work

product

based

on

the

feedback.

Microsoft Office 365, the system you will learn about in this text, will help your team

work together

and

collaborate in a

manner

that produces a work product that is better

than any single individual

on

the team could produce by working alone.

Alert

ITo

complete this chapter, beginning with Activity 1.06, you will need access

to an

Office 365 site.

Activities

1.01through1.05

will help you

und

erstand the Office 365

environment

by reading and answering

questions about Office 365. The hands-on portion

of

the instruction begins with Activity 1.06, at which point,

y

ou

must have, or y

our

instructor must provide you, access to an Office 365 site

and

an appropriate User ID

and password.

Activity 1 01

I Understanding Microsoft Office 65

Microsoft Office 365 is a set of secure online services that enables people in

an organization to communicate

and

collaborate by using any Internet-connected

device a computer, a tablet, or a smartphone. Because Office 365 offers access from

anywhere to email, Web conferencing, documents, and calendars, everyone

on

a

team can work together easily. Office 365 s intended

for

use

y

multiple users in an

organization

and

is offered

on

a monthly subscription basis to organizations starting

as low as $6 per month per user.

Office 365 combines tools for collaboration

and

productivity and delivers them to

multiple users in an organization by using

cloud

computing the

ability to access files

and software applications online with multiple devices.

For

example, one cloud service

with which you might be familiar is

Windows Live SkyDrive

as shown in Figure 1.2,

a free Web-based application with which you can save, store, organize, and share files

online.

Project IA: Use Exchange

Online

a

nd

Lyne

Online in an

Office 365 Environment I

GO with Office

365

8/10/2019 Go Office 365


Figure 1.2

Links to Office Web Apps

to create Word, Excel,

PowerPoint, or

OneNote

files

Windows live SkyDrive

SkyDrive

Files

Recent docs

Shared

for

an

employee

with

Bell Orchid Hotels

C . o a t ~ @

' l:'I

I Add fi l<• N<w

fo

ld

Docu

m

ents

FirstNme Sky Dr

ve

lk ll Orchrcl H n.c lulo

Be

ll Orcn;

d

Sa

n

Di ego0

Bell Ordiid Sti

lt

6Mb.w-a

Ar' 'omer11.go

AIT'OfTlenioO?O

Arl' omcnugo

A

moment

•q

- d 9 t h

s •

F i r s t > i • ' l W L i s ~

hdttni SOI<

~ l T l l L M t n . : l r r t ( '

t.mni ' '

559•8

Fif'hl'•mel.1:s1n.lme:

ime

3751<8

Firdrnlrnr ._.,,.,,.,..._

eopae Wlh ' 5nk

88 (S

Another cloud service from Microsoft is Office W eh Apps one of which is shown

in Figure

1.3.

These applications are the online companions to the desktop versions

of Microsoft Office Word, Excel, Power Point, and OneNote that enable you to create,

access, share,

and

perform light editing

on

Microsoft Office documents from any device

that connects to the Inte rnet and uses a supported Web browser. A Web browser is

software, such

as

Internet Explorer, Firefox, Safari,

or

Chrome, that displays W eh pages.

A

new

document in

Word Web

App

a

Sh.lron,wet'l 00 to f

1oa

l e too fOI this a ~ c u 1 d a .

x

1 Cl] x

AaSbCc

,,,.

Bell Orchid llotels

A n n u ~

Srockholdors M

eo

l in

Agenda

For an organization, cloud computing enables the addition of services without

investing in additional hardware and software. For you as a team member, you can simply

use your W eh browser to access, edit, store, and share files.

To check how well you understand working with a team and what Office 365 is, take

a moment to answer the following questions:

1

For a team to succeed, the team members must be able to with each other

easily.

Collaboration involves giving and receiving

3

Collaboration typically produces a work product that is better than any single

individual could produce by working

4 Office 365 is intended for use by _ users in an organization.

5 Office 365 is delivered by using computing.

4

GO

with

Office 365 I Chapter 1: Getting Started with Microsoft Office 365

8/10/2019 Go Office 365


Activity 1 02 I Understanding Security n Office 65

Office 365 includes business-class security and is backed by Microsoft. For an

organization, what does that mean?

When you and a few classmates work together on a class project, you are not

concerned about the security of your data. You probably use free personal email services

such as Hotmail, Gmail,

or

Yahoo Mail to exchange documents,

or

perhaps you post

your documents to free services such

as

Google Docs.

Organizations,

on

the other

hand even

small ones with only two

or

three

employees must be concerned with the privacy and security of their data. Organizations

cannot entrust their data

and

confidential communicat ions to free services that may

change frequently or that have no legal responsibility for the security of the data.

Organizations must provide each employee with a company email address rather

than having each employee use his or her own personal free email address for business

communications. Organizations must provide a central storage location for its data rather

than having employees store data on flash drives

or

local hard drives with no control

or

oversight.

An organization must have a secure environment which is a system that uses

controlled

servers computers

that provide services on a network such as an email server

or

a file server to ensure the security and privacy of email, to control the storage and use

of

information,

and

to protect against the loss

of

confidential data.

Most small organizations cannot afford to hire the people with the skills necessary

to install and maintain servers. So to establish and maintain a secure environment, many

small organizations contract with

and

rely

on

small IT the acronym for Information

Technology-hosting

companies to host their email communications and to provide

secure storage. For a

fee

the IT hosting company hosts-provides runs,

and

maintains

any necessary servers an organization's data to maintain a secure environment for the

organization's networked computers. These contracts can be costly,

and

verifying the

reputation of hosting companies can be time-consuming.

When you use Office 365, your email and storage servers are hosted by Microsoft.

Your organization gets business-class security from Microsoft a large, well-established

company. Sophisticated security and data management features are built into Office 365

so that you can control

permissions-access

rights that define the ability of an individual

or group to view or make changes to documents and provide secure email and

communications.

To check how well you under stand security in Office 365, take a moment to answer

the following questions:

Even small organizations must be concerned about the and of

their data.

Free services probably have no esponsibility for the security of data.

3

Organizations

must

provide each employee with a company address.

4

Most small organizations cannot afford to hire people with the skills necessary to

install and maintain

5 IT is an acronym for

Activity

1 03 I Communicating and Sharing with Office 65

To support the way individuals work together toward a common goal, Office 365

includes four key technologies for communica tion and productivity:

Microsoft Exchange Online provides email, contacts, calendars, and task scheduling

to an organization's employees. There is no need to purchase, install,

and

maintain

Project IA: Use Exchange Online a

nd

Lyne Online in an Office 365 Environment I

GO

with

Office 365

8/10/2019 Go Office 365


a mail

server-Microsoft

does

that

for you

as part of

Office 365. Microsoft maintains

your mail server on a computer in one

of

its data centers. Before Office 365, it was

expensive for small organizations to buy and maintain the Microsoft Exchange Server

hardware

and

software necessary to provide business-class email

and

calendar sharing

for employees.

Microsoft Lyne Online is the instant messaging, audio/video calling, and online

meeting tool in Office 365. Lyne Online provides

instant messaging-known as

IM-and

online meetings in a secure

environment.

There are free IM

programs

available,

but

because free

programs

are not based in a secure

environment

they are

not

suitable for

instant

messaging

among

the employees

of

an organization who may

be discussing confidential information about products or customers. Before Office

365, organizations could

buy and

install Lyne server hardware

and

software,

but

doing so was expensive and

time

consuming for small organizations that could not

afford full-time IT

support

.

Microsoft SharePoint Online provides document sharing and team sites which

are internal Web sites to share documents with others in an organization, manage

documents,

and

publish reports for others to see. The advantage to using team sites is

that you need only an Internet connection and a Web browser to view, interact with, and

build content on a team site. Before Office 365, organizations could purchase and install

SharePoint server hardware and software,

but

doing so was expensive and required an IT

person to support the installation.

Office Web

pps

provide the online

companions

to the desktop versions

of

Microsoft Office

Word

Excel, PowerPoint,

and OneNote that

enable you to create,

access, share,

and perform

light editing

on

Microsoft Office

documents

from any device

that connects to the Internet and uses a supported

Web

browser. Office

Web

Apps

are included

as part of

Office 365; however, you can also use

your

own installation

of

Microsoft Office.

Working with a team will probably be an important part of your future work life.

As

you progress in your career, you might be part

of

a team for a specific project or

as

part

of a

department

or a special program. To succeed, you will need a team space to

enable remote team members to access files, to provide a way to assign and share tasks

and appointments and notes, to have an online meeting space for groups to call in to, or

to meet as a group. And, you will need to be able to access and use this team space from

multiple devices such as a smartphones, tablets, or laptop computers.

To check how well you understand sharing and communica ting in Office 365, take a

moment to answer the following questions:

1

key technologies comprise Office 365.

2 Before Office 365, to have Microsoft business-class email, an organization would

have to purchase and install hardware and software known as

3 IM is the acronym for

4 Free IM programs are not suitable for an organization because they are

not based in a

5 The advantage to using team sites

is that

you need only an and a

to view, interact with, and build content on the site.

6 GO with Office 365 C

hapter

: Getting Started with Microsoft Office

36

5

8/10/2019 Go Office 365


Activity

1.04 I Installing and Configuring Office 365

The advantage of using Office 365

is

that your organization does not have to purchase

and install server hardware and software for sophisticated business applications and does

not need a full-time IT person

or

staff just to manage the technology your teams need.

By

using Office 365, you are able to have business-class services for your employees

without investing in expensive hardware, software, and personnel. However, at least

one person in an organization must be designated as the Office 65 Administrator the

person who creates and manages the account, adds new users, sets up the services your

organization wants to use, sets permission levels, and manages the SharePoint team sites.

You can have more than one Administrator

if

you want to share these tasks with others.

Microsoft provides easy-to-use instructions and videos to get you started, and you

might also have contact with a Microsoft representative. You will probably find, however,

that subscribing to and setting up the account, adding users, and activating services is a

straightforward process that requires little or no assistance.

After purchasing the required number of licenses, you will add each team member

as

a user that includes his

or

her email address. The first time you sign in as the

Administrator, your screen will resemble Figure 1.4.

Figure 1.4

Header provides links to

Outlook

and SharePoint - t = = = , , . . . . . . ~ = = = = = = = =

...H.. ..

•'" ...

OUtl"'"o"'" ' T.-••m

-1 ___d_m-n_________ ____d

,,,

1n ~

Team Site v, .,, • ~ . ' " " '

Logged

in

as Office 365

Administrator --t- Ad_.m..i

...ov

..

•

.. - - i - ~ M

.

- - '

Siltlrc/1

rp

11n'.

,c • u m · ~ \ . P

Links

to

Admin

functions

M nage

ent

Oorn.

H ,

~ u b s c r i p t o n s

~ J n . i 9 •

I 1Ct

f\•.('

f'11rch.l"t"

1

s.,pport

0\1.:f\ll...W

<;t•1vi l 1-ft•.11th

PIJ11nt7J

f r . ~ J i n t e r : a n < : e

Admin shortcuts --+------

Change

permissions

Th<

Co

mmunily

i n c l v d ~ r o ~ o u r c ~

d ~ c u ~ s i o n s ;mi;I ilnswen; to

you1

Admin shortcuts

OuUook

M M a : J ~

Out look a"d

EJ'chanot s ~ r n ~ s

GI<

,...r11I H t l l m ~ ~ I 0 1 ~ { 1 1 ..... 1 1 qrou11•

Lyne

T earn sites and documents

M o n a r J ~ your t

ef'lm

snC S

ol'\d

document wnn s h ~ r e P c l o n h n ~ .

""'•'·Jf:l'S lo;

a.m

1 . . ~ I C 1.arqv i.J.,.rf < . ~ l o I fdJ i . 1 t . : ~ .;i· t .ml-' ... .

Website

capability for Office 365 -+- - - - - -

- """'

1

"

-...

' '

1

-----

Administrator

Reso

ur

ces

l61

S ~ l l n q u ~ ~ vn111 i,, "'

~ ~ ~

Rd\.,:w.1.: r ... - . . . ~

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,

Community

C ., . , Ct.II OllJ b g

More questions?

Tt-e Community s

it

e 1 r d u d ~

~ S O U r C i H , disC\lSSIOmi

and n S \ \ ~ r ~ to your uestions.

To add a new user, the system will walk you through five steps. First, you enter the

Details for the new user, as shown in Figure 1.5.

Project IA: Use

Ex

change Online a

nd


GO

with

Office 365

8/10/2019 Go Office 365


2.

Sen inqs

Name

3. Li enses

4. Email

Frst name: Firstn<1me

5.

Resu.ts

Last

name-: Lastname

1 plav naml :

F1t

s lriame Lastname

• Us

e1

name:

e

bel lou:htd.onm m osottcoml:]

Details for a new

user

Add itional

details

Jgb ht le; Pro1ect

Manager

Dep.artmient Information Technology

Offi

ce

numbe

r:

IT·7S

Office phone: 617·555

5689

Mobi

le

phone: 617-55

5

<J5

90

ra}; n

mb< r.

7S Arl ington st .. r; 300

s1rcet

address:

C

rty:

Bosion

StJt e

or

pro·Jirice: MA

ZIP or postal code: 02116

c o u n

ri:1g ton:

USA

Then, after entering Settings and assigning Licenses and Email, the Results will

display

as

shown in Figure

1.6.

Figure 1.6

x

S0igk )

t:r

ti'1ffifice

3

65

New

user

1.

Oewib

Results

New

user

added _

_

v

_1cw

your ro•

ulto

.

3.

i e ~ . . . . . .

U1.e r n a m ~

4. Email

Default domain

is

5.

R...ults

onmicrosoft.com

-

u or1 .

Tt mp orary p.ass..,.-ord

In

Figure 1.6, notice that the domain name, by default, takes the form of your

company name followed by

onmicrosoft com

For example, here the domain name

is

bellorchid onmicrosoft com However, if your company has a registered domain name,

you can easily add it by using the Add A Domain feature.

Adm n

As the Administrator, you can view a list of all the Office 365 users you have added,

as

shown in Figure

1.7

. Notice that the panel on the left assists you with things you might

want to do as the Administrator.

8 GO with Office 365 I Chapter 1: Getting Started with Microsoft Office 365

8/10/2019 Go Office 365


List

of

Admin

functions

List

of licensed

users

in the Admin view

h t l p p ~ L m t e fto

rU

1

c o m . ' U ~ ~ ~

lnt1g t U-.r

G cA USB"S

"

Management

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m{llnage users tor your c mpany. You can

Manage ext'i 'rnal contacts

in E

xcliange Onlin-e:

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As a new Office 365 user, your Administrator will inform you about your User ID

and password,

and

the first time you sign in, your screen will resemble Figure 1.8.

Adm

n

..

....

w

p

Figure

1.8

~ t1* 0

1

Home

page for

your

new Office 365

User ID

X ~ S n > g l t e::J

l: l'

011

0ffice 365

Homo OuUoolt c ~ m S i t ~

t ~

Start here

~ F . i r : t n . : l m c Llslnami.?

' ' l 'J

«

20

Tu

Links to Outlook Web App

and Team Site

1 -s.,-up_y_o_r_cor_p_u_<_J_

o

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,-,-.-µ -.-

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2.

Get :in

ovt tw or Ot

1ct

365 w.1rrl"t T t u•. r M.ir

Exchange Online provides

access

to

Outlook items

Lyne

Online

SharePoint Online provides

access

to

team

sites

l.

l

"'llm

rh•

b•11«.

I f ' ld 1/\,,. £h11..-l ' t"rt

gu1i1

Outlook

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your

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l r i b ~ . I r 1

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r

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Teams1te

Resources

tn

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collabc.rat"' on docume:nts ;ind

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Links to

each

of the

Office Web Apps

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To check how well you understand installing and configuring Office 365, take a

moment

to answer the following questions:

1 The advantage of using Office 365

is

that your organization does

not

have to purchase

and install hardware and software for sophisticated business applications.

2 The Office 365 Administrator is the person who creates and manages the


nd


GO

with

Office 365

8/10/2019 Go Office 365


After purchasing the required

number of

licenses, each

member of

an organization

is

added

as

a user that includes an address.

4

By

default, Office 365 creates a

domain

name consisting of your organization name

followed by the text

5 f

your

company has a

domain

name, you can easily

add

it by using the Add

A Domain feature.

Objective 2 I Manage Email with Exchange Online

You will use Microsoft Outlook to manage your email in an Office 365 environment.

For your personal email on your own computer, you can use Outlook

as

a standalone

email application. For example, if you have Microsoft Office installed

on

your computer,

it includes Outlook, and you can use Outlook to view

and

organize your email from free

Web-based email services such

as

Hotmail, Windows Live Mail, Gmail, or other free

email services that are POP3 or IMAP

accounts. POP3

is

a

common

protocol used to

retrieve email messages from an Internet email server. IMAP

is

a protocol that creates

folders

on

a server to store and organize messages for retrieval by other computers.

Many individuals use Outlook

as

a standalone application in this manner, and it

is

especially useful, because you can have multiple email accounts feed into

your

Outlook

program. For example, on your own computer, you can use Outlook

as

a standalone

application to view

both

your personal email and your work

email or

your personal

email from a Hotmail account and from a Gmail account.

On the other hand, recall that the purpose of Office 365 is to provide services for

multiple users in an organization. In Office 365, you will use Outlook to manage your

Office 365 email as a Microsoft Exchange

account not

a POP3 or IMAP account.

Microsoft Exchange Online and SharePoint Online are intended for use by multiple users

in an organization. Exchange Online provides for shared mailboxes, shared calendars,

and setting up meetings among all the users in the organization.

Activity

1 05

I

Using Outlook Web App or Outlook Desktop App for

Office 65 Email

App the shortened version of the word application refers to a computer program.

A desktop app is a computer program that is installed on the hard drive of your

computer

and

requires a

computer

operating system like Windows 7 to run. This

is

the

type of app that you are probably most familiar with. The programs in Microsoft Office

2010 such

as

Word and Excel are desktop apps. Adobe's Photoshop

is another common

desktop app.

A Web app also known

as

a W eh-based application

is

not installed on your

computer, and for the application to run, it requires that you use Web browser software

such

as

Internet Explorer, Firefox, Chrome, or Safari. Similarly, mobile apps that

run

on

smartphones or tablets require a mobile operating system to run; for example iOS is the

mobile operating system used on the Apple iPhone and iPad.

For Office 365, the distinction between a desktop app

and

a Web app is important,

because you can use both Microsoft Office desktop apps with Office 365 and Microsoft's

Office Web Apps with Office 365. Which one you use depends primarily on what you

have available to you at the time you want to use the app.

For example,

if

you are an accountant for an organization like Bell Orchid Hotels,

you probably spend most

of

your time at your office computer , and that computer likely

has the full desktop version

of

Microsoft Office installed.

When

you are working at

1

GO

with

Office 365

I C

hapter

: Getting Started with Microsoft Office 36

5

8/10/2019 Go Office 365


that computer, you can use the more powerful desktop versions of Microsoft Office

including Outlook. But when you travel on business, for example to visit one

of

the hotel

properties in another city, you might take a laptop computer with you, and it may

not

have Microsoft Office 2010 installed.

f you are using a computer that does

not

have Microsoft Office 2010 installed, you

can use your W eh browser to view and edit Excel worksheets by using Excel W eh App

the online companion to the desktop version of Microsoft Excel. Likewise, you can use

Outlook Web App-the online companion to the desktop version of Microsoft Outlook

to view and respond to email if you are using a computer that does not have Microsoft

Office 2010 installed.

By

default, Office 365 uses the Outlook W eh App. However, if the computer you are

using has Office 2010 installed, you will probably want to set up your system to use the

desktop app, which has more features. Likewise, you will probably want to use the other

Microsoft Office 2010 desktop apps if they are installed on your computer.

People use email at work every

day-it

is the most common form

of

communication

in the workplace. With Office 365, you can use Outlook W eh App, or Outlook on the

desktop, or both. Outlook W eh App is streamlined and focused on the most common

Outlook features.

It

also enables you to view your email on a mobile device.

Outlook 2010 on the desktop has additional features that are not available in Outlook

W eh App. For example, in the desktop app, you can use

Conversation View

to see email

threads in a condensed format. When Conversations is turned on, messages that share the

same Subject appear in a group. You also get Mail Tips to help you avoid mistakes such

as

clicking Reply All to a long list

of

people.

You can switch seamlessly between Outlook W eh App and the Outlook desktop app.

The one you use will depend on where you are and what device you have in your hand.

Figure

1.9

displays how your screen will look when you click Outlook immediately

after your Office 365 User ID

is

set up. This

is

Outlook Web App.

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Lyne Online in an Office 365 Environment

I GO

with

Office 365

8/10/2019 Go Office 365


To finish setting up

your computer

for Office 365, you will want to follow the

steps to install Lyne

and to

set

up and

configure

your

Office desktop apps, as shown in

Figure 1.10. Note that to accomplish these tasks, you

must

be signed

on

to your Windows

account

as

an

Administrator.

Figure 1.10

9 I

~

Here you can

install

Lyne

Here you

can

configure

your

Office desktop apps

oaaffice 365

Dow

nloads 1

Install Microsoft Lyne

u n 9 0 ~ 9 e

Enghsli (Um dStates)

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~ t up and configure your Office desktop apps

fin,rnamP lastname

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for

r i P " q updat 's arid cont·19u res your Ott1cl d@sktop apps

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M oosott OffiC<" l6S_

After

seo tup . you will bf '

to

·

•

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from Outl

ook

2007 or

201-0

•

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f i l e ~

directly to

r c P o i n t

l i t l ~

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Finally, you will

want

to

connect Outlook

to

your

desktop, as

shown

in Figure 1.11,

and then

watch the video, which has a link as shown in Figure 1.12.

Figure 1.11

a.

Offl

ce

365

o Outlook.

Tcanl

S i t ~

From this link you can

Start here

watch the i

ntroductory --.

L SQl up your

conlpute-t

10 wotk with M1C1 Offi r.e ~ 1 5 5 . up

now

Off ice 65 video

z.

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of Office

365

.

\Notch ' '

TOl/

r

l. l e-o1rn the bastes.. t.,..ad lhf. [J1uct: uan 9u1d- -

From

this link you

can

set

up your

email

to use the

Outlook

desktop

app

Outlook

Re<la

ema il . n o

.accC Ss

your O\Jtlook

C<l

lenela r.

c o n t a c t ~

and tasks .

Lyne


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Resources

8/10/2019 Go Office 365


Set up your email

to

use the

Outlook

2010 desktop app

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After you have connected your email address to the Outlook desktop application, you

can start Outlook, and your screen will look similar to Figure 1.13.

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f r o m M k t o : ; o f t

C Y f i e c C > ~ o n y c ; u r ~ o p

To check how well you understand the Outlook Web App and the Outlook desktop

app, take a moment to answer the following questions:

1 For your personal email on your own computer, you can use Outlook

as

a

email application.

2 In Office 365, you will use Outlook to manage your Office 365 email

as

a Microsoft

____

account-not as a POP3 or IMAP account.

3 The programs in Microsoft Office 2010 such

as

Word and Excel are apps.

4 Email is the most common form

of

communication in the

___

j.

i

l

'

5

You can switch between Outlook Web App and the Outlook

2010

desktop app.


nd


GO

with

Office 365

8/10/2019 Go Office 365


Activity

1 06

I Sending and Replying to mail

Alert

I

To continue, you will need access to an Office 365 site.

Now that you have an understanding

of

the Office

365

environment, you are ready to begin the hands-on por

tion of this instruction. To complete the remaining activities, you must have, or your instructor

must

provide,

access to an Office 365 site and an appropriate User ID

and

password.

Outlook has two functions : t is an email program, and it is a

personal information

manager.

A personal information manager enables you to store information about your

contacts

and also enables you keep track of your daily schedule, tasks to complete, and

meetings to attend. Contacts are the names

of

your coworkers, customers, suppliers,

friends, and family members with whom you communicate . Thus, Outlook's four major

components are Mail, Calendar, Contacts, and Tasks.

Your information in Outlook is stored in folders, and there are separate folders for

each

of

Outlook's components. For example, email is stored in a folder named Inbox.

Outlook presents information in

views,

which are ways to look at similar informat ion in

different formats

and

arrangements.

To send an email message to someone, you

must

know the recipient's email address.

There are two parts to an email address, with each part separated by the

t

sign @).

The

first part is the user name of the recipient. The second part of the email address is the

domain name. A domain name is the host name

of

the recipient's mail server. Recall that

with Office 365, your organization has a mail server hosted by Microsoft.

You create an email message using an

Outlookform,

which is a window for

displaying and collecting information. There are forms for messages, contacts, tasks, and

appointments.

Alert

I

At this point it is assumed that you have an Office 365 account and that you

have connected Outlook on your desktop as described in Activity 1.05.

Your

instructor or your

Office

365 Administrator

may have set these up for you or you may have

done

so

yourself.

Alert

I dentify a classmate who

has an

email address on the same Office 365

system that you do

and with

whom you can

partner

to complete the remainder

of

this project,

and

then set a time

to

work together.

l

You will benefit from working together with a classmate to exchange emails, share calendars,

and

use Lyne

instant messaging and video conferencing. Identify a

partner

now, and then, with him

or

her, agree

on

a con

venient time to work together. You need

not

be in the same location; you will

both

need to be at a

computer

with an Internet connection and have a computer with a microphone

and

camera, which are usually built in to

laptop computers.

f necessary, sign ut

of

your Office 365 account and close your W h browser. Close

any other applications and display the Windows desktop.

On the taskbar, click Start , click All Programs

and

then scroll down the list

of

programs until you see

Microsoft

Lyne,

Microsoft Office,

and


on

the list. Compare your screen with Figure 1.14.

14 GO with Office

365 I Chapter 1:

Getting

Started

with


8/10/2019 Go Office 365


Figure 1 14

Start menu displays

Microsoft Lyne, Microsoft

Office, and Microsoft

Office

365

your

list may vary)

3 Click Microsoft Office

and

then,

as

necessary, drag the icons for Word Excel

PowerPoint OneNote

and

Outlook

to your taskbar.

4 n

the list

of

programs, click the Microsoft Office folder to close it, and then click the

Microsoft Office

365

folder. Drag the icon for the Microsoft Office

365

Portal to your

taskbar. Using a similar technique, open the folder for Microsoft Lyne and then drag

the

Microsoft

Lyne 2 1 icon to your taskbar. Compare your screen with Figure 1.15.

Figure 1 15

Icon

on taskbar for

.:.== -Ill

Office 365 portal

Icons on the taskbar for

Word, Excel, PowerPoint,

OneNote, and Outlook

5 n the taskbar, click the Office

365

icon to open your Web browser to the Office

365 Portal, and then sign in with your User ID and password.

6

At the top

of

the screen, in the heading, notice the links for

Home Outlook

and

Team Site. Click the Outlook link, and then compare your screen with Figure 1.16.

Office

65

defaults to Outlook Web App unless you open the Outlook desktop

application. The Outlook link at the top of your Office 365 Home page, and also the links

under Outlook on the Home page, will always open Outlook Web App.

Project IA: Use Exchange Online

and

Lyne Online in an Office 365 Environment GO

with

Office 365

8/10/2019 Go Office 365


Home

, Outlook

and

1 amSite links

Outlook Web

App

for

Home Outlook Team S

te

fl.i.11

)

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boX lilt H _

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_ _ , . . _ , , . . . . , . . . , , . . . . . . - - - - - - - - - - - - - - - - - - - - - - - - - - -

~ \ l e l r o < lof tioosofl• Outlook•

Web/1p

a new Office 365

user R:>S

'' L < f l • ~ g e Online'

Office 365 email

opened in

the Outlook

desktop

app

; Ribbon

displays

rp

Su«.h FcldEl3

N::i-wyw c.cn

m . ) ~ ~ Y ' C ' I "

tmi)lt C O f t ~ t.)St°J,

nd

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moti-'Jt d"' 'ic t tOnnKtN lo the "lt Jret.

7 In the upper left corner of the screen, click the

Back

to

Home

button

your Office 365 Home page.

to return to

8

On

the taskbar, click the

Outlook

i c o n

~

to open your Office 365 mail in the

Outlook desktop app, and then compare your screen with Figure 1.17.

Recall that Outlook Web App and the Outlook desktop app work seamlessly together, so

you can work with your Outlook items-email contacts, calendar, and tasks-from any

computer with a Web browser or from any computer on which you have configured the

Outlook desktop app.

Because you have set your computer to work with the Outlook desktop application, when

working on the computer that you have set up, you will probably want to use the desktop

application because it has more

fe

atures-for example, the Ribbon. The basic

fe

atures of

your email, however, are arranged similarly.

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1

Microsoft Online Services Team < m s o n l i n e s e r v i

m @ m K J " o

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8

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9 On the Ribbon, on the Home tab, click New E-mail, and then compare your screen

with Figure 1.18.

The top of the form displays a Ribbon with commands organized by groups and tabs

based on particular activities, such

as

setting message options or formatting text.

16

GO

with

Office 365 I

Chapter 1: Getting Started with Microsoft Office 365

8/10/2019 Go Office 365


Ribbon

t [ t t i

)

U A.tl.Kh

Hit ,. Fo'low U> -

13a

rba ra_Hewi tt

fret-Jor n

m h - n - w ~

ii I r • -

High hporl.. ni: r

· lai.1J1r · • Lt::iwlqxJrt.erw. r

~ ~ ~ ~

.

m c : u t g c : o : & r b . l ~ H C \ \ ' ~

b c U o r c h i c f

~ m i c r o s o f t . c o m

(<.

SulU<ct

Message area

-

+M

Alert IDoes your Ribbon look different?

The size of the Outlook window determines how much information appears with each command on the Rib

bon. Users with larger screen resolutions will notice both icons and words for

all

commands, while those with

small screens may see only the icons for certain commands.

1 In the To box, type the Office 365 email address

of

the classmate with whom you are

partnering for this exercise. Notice that after you type the address, only the name

displays. Point to your classmate's name, and then in the box that displays, click the

arrow next to the small checklist as shown in Figure 1.19.

Here you can see that the person to whom you sent the email is free for the next 8 hours

(yours may differ) and that you could schedule a meeting with this person. Because you

and your classmate are users of the same Exchange Online system in Office 365-you are

team members in the same organization-Outlook offers you many ways to interact with

each other.

Figure 1.19

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Click in the Subject box and type Office

365

Orientation Meeting and then press ffifil.

In the message box, type Hi Did you

hear

that Steven Ramos has scheduled a

meeting

on

Friday to learn

more

about our new Office

365

system?

I

think this new system will

really help

our team

working on

the

San Diego

project

to be more successful

12

P r e s s

two times,

and

then type

See you there P r e s s

two times,

and

then using

your own name, type Firstname

Lastname

Compare your screen with Figure 1.20.


nd

Lyne Online in an Office 365 Environment I GO with Office 365

8/10/2019 Go Office 365


Your

partner's

name

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Did

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;;

meeting on

Frid

ay

lo

learn more aboul

ou

r n

ew

Of'ice365

syslem? I

thi

nk this

new

system

wil rea lly

help

our

team working on t he

Som

Oif: go proj ed.

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Email message typed; _ _._,.....

a m e

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find

3

With

your email message still displayed, display the Start

menu

,

and

then

click

All Programs. On the list of programs, click the Accessories folder to display a list of

Accessories. Click Snipping Tool to display the small Snipping Tool window.

4 On the menu bar of the Snipping Tool, click the arrow to the right of New-referred

to as the New arrow. From the displayed menu, click Window Snip. Then, move your

mouse pointer over the email message that you typed, and notice that a

re

rectangle

surrounds the window; the remainder of your screen dims.

5

With

the lliJ pointer posit ioned in the message, click one time.

6

On

the Snipping Tool mark-up window's toolbar, click the Save Snip b u t t o n to

display the

Save

As dialog box. In the

Save

As dialog box, navigate to the location

where you will store your files for this chapter,

and

then create a new folder named

Office 365 Chapter 1 With your new folder selected, at the bottom of the Save As

dialog box, locate the

Save

as type box, click anywhere in the box to display a list,

and then from the displayed list, click JPEG file. At the bottom of the

Save As

dialog

box, click in the File name box, select the text,

and

then using your name, type

Lastname_Firstname_1A_Email_Snip In the lower right corner of the window, click

the

Save button. C l o s e ~ the Snipping Tool mark-up window.

7 To the left of the Subject box, click the Send button to send your email message.

8 Be sure that your partner has sent you the email the two of you just created, and then

notice that in your inbox, the message displays. Click to select the message, and then

on the Ribbon, click the View tab. In the Layout group, click the Reading Pane arrow,

and then compare your screen with Figure 1.21.

Outlook's default view is to display the Reading Pane on the right. Here you have the

option to have the Reading Pane on the bottom or turned off. There are other options you

can set for the Reading Pane.

18 GO with Office 365

I

8/10/2019 Go Office 365


" l1H111nckn Window

~ O p In NNtWindaw

~ l o < . : AIHtHM

Plln< ' 1il

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@ Ot lfl d lttMS

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st1 'inceb<'ll

1

H1 Dtd

yo

u

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at Steven Ramos

has

sched\IE

d a

meetingoo Fnday

to

feam

mail message

displays

; m

oreaboutour newOfllceJ>S

system?

l

tlmkt Os new syS(f

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you

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19 With the email message you received from your partner still selected and displayed

in the Reading Pane, on the Ribbon, click the Home tab. In the Respond group, click

Reply.

The message opens with space at the top for you to type a reply.

20 Type I'm looking forward to it too

P r e s s

two times, and then type your name.

21 Using the technique you practiced, create a Window Snip, and then save the snip

as a jpeg file in your chapter folder. Using your name, name the file Lastname_

Firstname_ 1A_Reply_Snip

Click the Send button, and then leave Outlook open for the next activity.

' I

]

I

J

i

i

a

:1

Outlook is a rich app with many features to help you organize your communications. For

an in-depth review of how to use Outlook 2010, refer to

GO with Microsoft Outlook 2010

Comprehensive published by Pearson or Microsoft Outlook 2010 Inside Out published by

Microsoft Press.

Objective 3 I Share Calendars and Create Contacts

With Office 365, you set up your Calendar in Outlook either in Outlook Web App

or on the desktop

app and

then you can share your calendar, add appointments and

meetings, and see your calendar from anywhere that you have Internet access. Recall that

Outlook Web App and the Outlook desktop app work seamlessly together. When you use

the desktop app, you have some additional features that are not available in Outlook Web

App, but any information you add is available in either app. You will be able to view your

calendar and

use

email from

your smartphone or from anywhere you have an Internet

connection.

In

an Office 365 environment, the most important thing to do with your calendar

is to share it with others. Recall that Office 365 is specifically designed to help teams

work together, and the first step to working together successfully is to share

as

much

information as possible to facilitate good communication.

When you create an appointment in your calendar, Outlook displays one of four

indicators associated with your availability for that date

and

time: Busy, Free, Tentative,

Project IA: Use Exchange Online and Lyne Online in an Office 365 Environment I GO

with

Office 365

8/10/2019 Go Office 365


or

Out

of Office. This

is

referred to as your free/busy information. Outlook's default

setting for all appointments

is

Busy. The free/busy indicators also display when others

view your calendar on the Office 365 shared Exchange server. Recall that Exchange Server

is

Microsoft's system for sharing Outlook information among members on a network.

Your free/busy schedule

is

shared automatically with all other users.

Activity 1.07 I Sharing Your Outlook Calendar

For this activity, assume that you are not at your main computer where you have

configured the Outlook desktop app. Instead, in this activity, you will work with your

calendar from Outlook Web App so that you have experience working with both the

Outlook desktop app and Outlook Web App.

1 On the Ribbon, click the File tab, and then on the left, click Exit. On the Office 365

Home page, at the top of the screen, click Outlook to open your Mail in Outlook

Web App. Compare your screen with Figure 1.22.

Figure 1.22

99' '

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I

irstn.ame

La

stname • •

Same

email account

but

- + - -

_ _ - - - - - - - - - - - - - - - - - - - - - -

r r >

o

ti<>•

•

@ ·

open

in

Outlook

Web

App

03 office

365

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thi'

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or

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a

Office 365 Orientation Meeting

• •

Fir;tn lme

LnffiJO_ ~ • ,.. A

lo: b ~ t ~ Hnii.ltt

fm lookln1 to It tool

2 In the lower left, click Calendar, and then above the calendar, click Share. Compare

your screen with Figure 1.23.

In an Exchange Online environment, you can share your calendar with other Exchange

Online users in your organization. Additionally, you can publish your calendar to the

Internet and invite other people to access it. For example, you might want to share your

calendar with a customer or client while working on an important project, and then

discontinue sharing when the project

is

complete.

You can also send your calendar to someone by email, save your calendar

as

a Web page,

and then send it

or

post your calendar to a Web server.

8/10/2019 Go Office 365


Share button

alendar active

lick

here

to

send

the

message

alendar sharing

invitation filled in

>

January 2012

c January 2012 · >

s

.. - -

i

I l a ; 6 7

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4 .

>gr- cut. I tffi:narr.e lastname • •

Options ·

·

3 On

the list, click

Share This Calendar,

and then in the

Sharing Invitation,

in the

To box, type the Office 365 email address of the classmate with whom you are

partnering for this project. In the Share area, click All information, and then select the

I want

to

request permission to view the recipient's Calendar folder checkbox.

4

P r e s s

one time to move to the message area, and then type While we are working

together

on

the San Diego project, let's share our calendar information. Compare your

screen with Figure 1.24.

There are

numerous

permission levels y

ou

can set when sharing your calendar with

others,

and

you may want to investigate these in detail before actually sharing a

calendar.

-

-

1 '

• •

l S l6

" 23

' '

' .

.I LA :7 · Op .

1o ns.

.• 8 ·

To

s

ubject

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to

sh..1re

m

I ca

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endar wirl'I you

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r

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in

orma

ti

on

Ffee/busy in ormati

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indu ding subjea and loc:atiOll

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to r-eque5t pe rmlS ilDn to VEW tke ri Clplffit 's

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we

ME ¥1DrUng together" Dn th.t - SM D

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lendor

informilion.

Project IA: Use

Ex

change Online and Lyne Online in an Office 365 Environment

I

GO with Office 365

8/10/2019 Go Office 365


5 In the upper left corner, click Send.

When

you receive the email from your partner, your system may play a short, soft sound

and

briefly display the person's

name

in a small box in the

upper portion

of

the screen.

6 In the lower left corner, click Mail to return to your Mail folder, and then click the

email message from your partner. Compare your screen with Figure 1.25.

Figure

1.25

c&

Office365

t n t i v ~

r a

~

l t l ile'TK

Q O<kl.cd

'

Fir ;NnK

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lnboJt

l

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@

O.i.c.dit""'

Home Ou'l:Sook Team Site

s , ~ ... wt I 1mname l astname • •

T

>'

liJ

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li

b to share

my

cakindar

ith

you

0.trb

t

11_l

-le-N1

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D Office 36:S o rientation

Bart.ra_Hew nt

p -

Options. •

I'd like

to

share

my

calendar

with

you

@·

a

0

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r:I • • Ba

rb

ara _Hewi t t

(I

~

Art

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ulendn.

Microsoft Exchange , , . . , . , L ~ A® 11o r1> How1tt • c.1en-

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icated

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x r

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ba

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ha s r QquGs t Qd panris s: io n t o

viow {Our

z.r..ic

ro so

f t

c h a n q o

ca len da r . This pe rson has a

l so

in Yi t.

ed

t o view h ·

or

be r

a n g e Ca l enW..r .

For on how t o

permissions , ~ o o

t hQ

fo l l

ow

i ng

a r

t i c l

e:

:

h t t p :

o m / f a r l

l. in

T.l

dMS 561

7 Using the technique you have practiced, create a

Window

Snip, and then save the

snip

as

a

jpeg

file in your chapter folder.

name, name the file

Lastname_

Firstname_1A_Calendar_Snip and

then

l o s e the Snipping Tool mark-up

window.

Activity 1.08 I

Creating Outlook Contacts

Your Contacts folder stores all the details about your contacts-the people,

businesses, and organizations that you communicate with. After a contact is added to

your folder, you can add details about and take actions on that contact. For example,

you can associate a contact with a document, connect a contact to a Web site, schedule

meetings with the contact, or assign a task to a

contact-assuming

that the appropriate

Outlook permissions are in place.

22 GO with Office 365 I Cha

pter

1: Getting Started with Microsoft Office 365

8/10/2019 Go Office 365


1 In the lower left, click Contacts to open your Contacts folder. In the upper portion

of the screen, click New, and then add the following

contact-if

no information is

provided, leave the field empty:

First name

Middle name

Last name

File as

Job title

Office

Department

Company

Manager

Assistant

Business phone

Home phone

Mobile phone

Assistant

E-mail

Steven

Ramos

Last, First

IT Specialist

820-2

Information Technology

Bell Orchid Hotels

Clint Williams

Jen Jacobson

617-555-0488

617-555-0923

[email protected]

2

In

the upper left corner, click Save and Close,

and

then compare your screen with

Figure 1.26.

Figure 1.26

By storing contact information in Office 365, your contacts are available to you from

anywhere you have an Internet connection, including on your mobile phone and tablet.

1 - - = ' r _ _ .

1 1

"*(

.. MyConb.m

~ ~ m

l j

Suggoe>:tcd

Con

t..rn

H o ~ Outlook Tcom ••

s .:1..t I

1rstname l l l s t n a m ~

p

Fif

5 H

< <

txc

Option

: •

& •

•

Ramos. Steven

: T S i - 1 ~ 1 . . i •t B ~ l l O r c t 1 J H o : I

J GL7 'i.-

041..S 617 l ) ~ S f l Q 2 3

rr Specialid. WOlJlWittOnT•chnolo9'1

a 8e1 Or<i.d HO

5

Cont.c:t E-m.ol

?Jofile b t C 1 ~

o. ..

Comi;-zR

1

~ . 3 9 .

MsiX>rt

h«

617-555-4188

617-5.55-0923

rTSpeaaht

Information T chl'a

d

Orc

h

id Hoti>l5

Cknt\V:lli.anrs;

3 Using the technique you have practiced, create a Window Snip,

and then

save

the snip as a jpeg file in your chapter folder. Using your name, name the file

Lastname

_Firstname_

1A

_

Contact

_

Snip

and

then C l o s e the Snipping Tool

mark-up window.

4 At the top of

your

screen, click Home to

return

to the Office 365 Home page.

Project IA: Use Exchange Online and Lyne Online in an Office 365 Environment I GO

with

Office 365

8/10/2019 Go Office 365


Objective 4 I Communicate with yne

Online

In Office 365, Lyne provides an integrated communications package with which you

identify and list all

of

your contacts, arrange contacts into groups,

and

then display your

frequent contacts at the top

of

the list. Then, you can send an instant message to one

or more

of

your contacts or groups, launch an audio or video call to selected contacts,

share the desktop

of

a colleague across the room

or

across the country,

or

take control

of

another person's desktop to help solve problems.

Activity

1 09

I

Working with ontacts

in

Lyne

The Bell Orchid Hotels group has key employees in offices throughout the country,

and these individuals are frequently on the road. To facilitate rapid, accurate, secure

communication between these employees, each computer must be set up to perform all of

the necessary communication tasks. When an employee is added to the Bell Orchid Office

365 team, the Lyne Setup program

must

be run on his or her computer, as described in

Activity 1.05.

Steven Ramos has just set up his Lyne client and would like to add contacts from both

inside and outside the company. This will enable him to communicate with his contacts

quickly and efficiently and will enable him to see who is available at any given time.

It

will

also enable him to display his own status. The Microsoft Lyne window on your computer

is referred to

as

the

Lyne client

Alert IBe

sure that

the classmate with whom you

are

partnering is online

and

ready

to

work with you

to

complete the remainder of this project. Additionally, ask one

other classmate to

be

online so that

you

can practice a three-way IM conversation. j

1 In the upper right corner

of

your screen, click the Minimize but ton to display

your Windows desktop without closing Office 365.

On

the taskbar, click the

Microsoft

Lyne 2010 ~

In the upper portion

of

the Microsoft

Lyne

window,

below your name, click the Available arrow, and then compare your screen with

Figure 1.27.

Here you can use various symbols to designate your status

and

keep your colleagues

advised about your availability. Here you can also sign

out

of or exit Lyne.

Figure 1 27

Status

options in

yne

window

[>il

T•

_ __

24 GO with Office 65 I


365

8/10/2019 Go Office 365


Your

name

(yours

will

vary)

Your

status

Your location

nitial

letters

of

colleague s

user ID (yours

will

vary)

Colleague s user

ID

Add

to Contacts

button

Click here to add person

to Frequent

Contacts

2

On

the list, click Available. Point to and then click anywhere in the text

Set your

location and then type San ernardino office

3 Click in the Find a contact box, and then type the first few letters of the user ID of

your partner. Compare your screen with Figure 1.28.

When

you type the initial letters

of

the user ID

of

anyone in your Office 365 organization,

that person's name will display in the list of contacts.

4

Point to the colleague's name to display

a

sign to its right, and then notice the

Screen Tip dd

t

Contacts. Click the

Add

to

Contacts arrow

and then click in

to

Frequent Contacts. Compare your screen with Figure 1.29.

When you add someone to your contac t list, he or she is notified and can then click

a checkbox to add your name to his or her contact list. y adding individuals to your

Frequent Contacts in Lyne, you can to see their status and communicate with them

quickly.

5

Use the technique you practiced in steps 3 and 4 to add a second name to your list of

Frequent Contacts.

6 Click in the

Find a contact

box, and then type the full e-mail address

of

someone not

in your organization-for example, your own personal email address. Point to the

e-mail address, click the

Add

to

Contacts arrow

and then click

All Contacts.

f you have business contacts that you need to contac t regularly, but who are

not

members of your Office 365 group, you can add them to your Lyne client contact list by

typing the entire e-mail address.

Project IA: Use Exchange Online and Lyne Online in an Office 365 Environment

GO

with

Office 365

8/10/2019 Go Office 365


7 Start the Snipping

Tool,

create a

Window Snip,

and then save the snip s a jpeg file in

your chapter folder. Using your name, name the file

Lastnarne_Firstnarne_ 1A_Lync_

Snip

and

then C l o s e ~ the Snipping Tool mark-up window.

Activity 1 1 O

I Sending Instant Messages with Lyne

When you want to ask a quick question or pass along information to a colleague, you

can use Lyne instant messaging. Recall that Lyne provides instant messaging in a secure

environment.

Vi

ew

more options for

i

nteract

ing wi

th the

person

arrow

Second name added

to

Frequent

ontacts

ontact adde

d

from

1 Click the name of the first person in your Frequent Contacts list be sure you point

to the person's name.

To the right, a small

menu

displays with icons representing different ways you can

contact this

person by

email, by instant messa

ge

, by Lyne call, and so on.

In the small

menu

box, click the icon with the Screen Tip

View more options for

interacting with this person and then compare your screen with Figure 1.30.

r ~ F . : T l c

~

outside your

organization

3

In your

Frequent Contacts

list, click the name of the classmate with whom you are

partnering on this project, and then in the box that displays, click the Send an instant

message

icon. Type

Have you seen

the new marketing presentation

yet?

and

then

4 Ask your partner to type

Yes I

saw it

yesterday

It

needs

work and then

~



I


8/10/2019 Go Office 365


Figure 1.31

Type of conversation

is

highlighted

Instant

message from you

Instant message response

from your colleague

Number of participants

in conversation

List

as a Group

Conversation

People Options

button

Another contact

added

to

conversation

II· l J"

1

t

M'« I

ft:lllOOS 12:29 f'M

t============: : : : ; f l

lH a

ve seen the new marketing preu

nta

tlon ye?

Rc:lilhO

AS

h lP

f n l

Robert Fcrrch •Av.oilOOIC

r b o r

ll ContKt> fO/l)

5 r t M t i ~ l t

f s i saw · yesterday. J: netd5

work.

[8] bob@akonaorg-

e n c ~

~ i : i ; ; ~ ; ; : : : ; ; ; : ; : ; : : ;

On the command bar, click the People Options button

·

I and then click Invite by

Name

or

Phone

Number.

From the list

of

contacts, select another classmate who

is

online, and then click

OK.

6 Type the person's first name

and

a comma, type

have

you got

a

second? and then

p r e s s

Notice that the number of participants displays in the title bar of the dialog

box, and the conversation is listed as a Group Conversation

as

shown in Figure 1.32.

An eN:itt.$

•

ii;

P"Z

• Robert

Ferren

SUYitn R . r i o ~

. 5'\>rt

g t\

o ~ I . I i se11 n thP nu rbotcng pr lls ent 1111ion

'f 1

?

t i 0 l r b 3 r . 1 ~ ·

t

' t ' ~ > . . 1 5 ~

it )' t'' t t rtliiy. 1t

nPed'i wori.:,

o C ' Y t l \ f t A l l l O l

JJo Bob. have you go

t a

second?

7

C l o s e

the roup Conversation window.

Activity 1 11 I Launching a Video Call with Lyne

fyour computer is set up for sound and video, the Lyne client enables you to participate

in video calls. Video calls are more personal than instant messaging, and communicating

with video usually results in fewer miscommunications and misunderstandings.


nd


GO

with

Office 365

8/10/2019 Go Office 365


Conversation subject

displays

in

title

bar

Two

people

with

status

listed as In a

call

Your colleague s picture

in

video window

(yours

will

vary)

Alert

ITo complete this activity,

both

you

and your

partner

must

be working

at

a

l

computer that has a camera and a microphone.

To complete this activity, both you and your partner

will

need to have a microphone and a camera. Many laptop

computers come with both devices built in. Many desktop computers, however, will require an external

micro

phone and an external camera. Check your computer specifications to determine what you need.

1 Be sure your partner

is

online with proper

equipment-you

can both be in the same

room if you want.

2 On

your

Frequent Contacts

list, double click your partner's name-this

is

another

method to display contact methods. In the command bar, click Video to display a

message on your partner's screen.

3 Have your partner click

y ur

name in the message box, click the

Video arrow,

and

then click Start

My Video.

You and your partner should be able to see and hear each other. You may have to adjust

the volume control on each computer to hear properly-each computer's equipment is

different.

4

In your video presentation window, point to your partner's name. Click the

View

more options for calling

this

person arrow

~

and then click

Type a conversation

subject.

Type arketing presentation and then press @.

The conversation subject displays in the conversation window.

5 Adjust your camera angles and distances so that you are both easy to see in the

Marketing

presentation window. Compare your screen with Figure

1.33.

4

l l

Co ntACb

tQ/

l)

I

J

o b § ~ c ° ' · P' '

Your

picture

in

video ~ .

window (yours

will

vary)

Robert Ferrett

6 Start the

Snipping Tool,

create a

Full-screen Snip,

and then save the snip

as

a

jpeg file

in your chapter folder. s i ~ o u r own name, name the file Lastname_Firstname_1A_

Video_Snip and then

l o s

the Snipping Tool mark-up window.

7

In the Marketing

presentation

window, click the

l o s

but ton to end the call.

When prompted, click OK.

28

GO with Office 365

I Chapter 1: Getting Started

with


8/10/2019 Go Office 365


Activity

1 12 I Controlling Another Computer s Desktop

When

you have a computer problem or want assistance with an ongoing project, it

is often helpful to have a colleague look at your computer screen. I f hat colleague is in

another location, Lyne in Office 365 enables you to share your desktop

with and

even

give control

of

your desktop

to a

teammate.

In

this activity, Barbara gives control

of

her

desktop to Steven so that he can assist her with a PowerPoint presentation she

is

creating.

Have

your

partner

navigate to the location where the student files for this textbook

are stored, and then locate

and

open oOIA_Marketing_Presentation-a PowerPoint

presentation.

In his or

her

Microsoft Lyne window, have your partner point to your name, click

the Share button arrow, point to Share, and then click Desktop. Compare your screen

with Figure 1.34.

Your name displays in a Conversation window, and a message box notifies you that

if

you

choose to share your desktop, all conversation participants will be able to see everything

on your screen. This would include all icons on your taskbar and any instant messages

that might pop up during the conversation.

Your name displays in a

conversation

window

r :

. . .

yours will vary)

obert Ferrett

3 Have your partner click OK. On your screen, click Join to join the conversation

and

share the screen.

I f

necessary,

x i m i z e

the Lyne window.

On

the line between

the left

and right portions

of

the screen,

point

to the

Hide

conversation

button

,

and

then compare your screen with 1.35.

The Conversation pane displays on the left, and the shared screen displays on the right.

I fyou want to conduct this conversation as a video call, each participant needs to click

the Video arrow,

and

then click Add Video.

I f

you do

not

plan to open a video call, it is a

good idea to close the Conversation pane.

Project IA: Use Exchange Online and Lyne Online in an Office 365 Environment I

GO with Office 365

8/10/2019 Go Office 365


Figure 1.35

Barbara..1-fe'Mti In a call

I.I

Vid eo -

Shar •

~ · C l

jl

lJ

OM«ted to S.rbari_l-kwitt

b . r b • r i l : h e w i l t @ ~ l l o t d i t d o n m K 1 ~ c o m

l' 11 1.:i

• rb; ro jkw n Sh)nng

ljl

Scr

een sha

liR J

Colleague s desktop

Hide conversation button - - - l '

A

..

:o:

Robert Ferrett

4

Click the

Hide conversation

button, and notice that the shared desktop is much larger

and easier to read.

5 At the top

of

the shared screen, have your partner click the Give Control button, and

then click your name.

To take back control of the screen, your partne r can press@ill @ .Jspacebar.

6 In the message box, have your partner click OK to

turn

over control of the screen

to you. Move your pointer to the left side

of

the Power Point window

and

click the

second

thumbnail-the SUMMARY

slide.

7

On the slide, in the last bullet point, select the text

anuary

-

June

and then type First

Six Months Compare your screen with Figure 1.36.

To take back control

of

the screen, your partner must press

@ill @,.j

spacebar. The

changes display on your screen and on the shared screen.

30

GO

with

Office 365 I


8/10/2019 Go Office 365


Figure 1 36

~ ~

• • • • • • • • • • • • • • • • • • • • • • l

~

l l i l

Person whose desktop

s

shared

Indicates you are in

control

of desktop

lick

here to

re ease control

-+-

-- -t--....,,.,_

- t - ~ - - t : : : : : : : = = = = = ' =

8 In

the upper right corner of your screen, click the

Release Control

button. Notice that

the elease

ontrol button

changes to a

Request ontrol button

in case you would

like to take over control of the shared screen again.

9

C l o s e

the conversation

on

your screen, and then, in the Microsoft Lyne window,

just below your name, click the

Available arrow,

and then click

Exit.

Have your

partner close the Power Point presentation without saving the changes,

and

then Exit

Microsoft Lyne.

1 On the taskbar, click the Internet Explorer button to redisplay your Office 365

ome page,

and

then, in the upper right corner, click

Sign out.

Submit the six snip files that you created in this project to your ins tructor

s

directed.

Ill

You

have

completed

roject

A

Project IA: Use Exchange Online

and

Lyne Online in an Office 365 Environment

I GO

with

Office 365

8/10/2019 Go Office 365


.0

Project B

Use

SharePoint

Online

in

an

Office

365

nvironment

Project Activities

In Activities 1.13 through 1.21, you will use SharePoint Online to create and add

content to a team site, share team knowledge, and survey team members.

As

you work,

you will capture six screens that will look similar to Figure 1.37.

Project Files

For Project 1

B

you will need the following files :

oO 1B_Curtis_Letter

oO IB_Letter

oOIB_Marketing

oOIB_

Orchid

oO 1B_Room_Sales

You will save your files as:

Lastname_Firstname_IB_Wekome_Snip

Lastname_Firstname_IB_ Calendar_Snip

Lastname_Firstname_IB_Library_Snip

Lastname_Firstname_IB_Discussion_Snip

Lastname_Firstname_IB_Wiki_Snip

Lastname_Firstname_IB_Survey_Snip

Project Results

l i

·-

• ::.' '::.::'...':=:.:::::.--··--

.

--

..

·-

·--

-

··--

- -

-

-

-

~ ~ ' = ' - ~ ~ - - - . - - - - · - · - - - - - - - ·

. . .

=

.·

Welcome

to Our Team

Site

·- - -

-·

~ ~ ~

__

. ._ .

-·-

--

~ L = = =

= = : = : : = = = = = = = = = =

L--=================

= __J

Figure 1.37


I


365

8/10/2019 Go Office 365


Objective 5 I Create a Team Site

Think

about a project that you have worked

on

with others. Maybe it was a class

project to gather information and then make a class presentation, or maybe it was a club

project to plan an event. You probably had a central place a room in your Student

Center

or

space in someone's home where you kept all the information related to the

project. A portable table and folding chairs became the meeting place; maybe there was a

bulletin board to post notices and a file cabinet with associated documents. Perhaps there

was a computer

and

a telephone.

f

you have work experience, you have probably seen

conference rooms where similar activities take place.

Activity

1 13 I Creating a Team Site

An Office 365 team site is a Web

site accessible

only to those with permission-

where a team can organize, author, and share information, and that includes a

document

library

and

lists

for managing announcements, calendar items, tasks,

and

discussions.

A document library is a storage container similar to a Windows

folder but

with

additional functionality, such as version tracking,

and

which provides for central storage

as opposed to storage on a local hard drive. A list is a collection of like items, such as

contact information or inventory items.

Think of

your Office 365 team site as a virtual space where you

and

your teammates

can meet and share what you have been working on. In this virtual office space, you will

be able to find the documents and information you need, communicate with teammates,

post announcements and progress reports, and manage and assign all the tasks related to

the project.

Office 365 comes with a Team Site under which you can create additional

sites-

referred to as subsites to organize content. A subsite can have additional subsites

under

it. In this manner , you create a hierarchical site collection a group of Web sites within

your Office 365 installation that has the same owner and shares administrative settings

such as permissions.

An organization can decide on

whatever site structure they need. For example, you

might create subsites for departments or for projects or for locations. For

ell

Orchid

Hotels, a site collection might look like the one shown in Figure 1.38, which has a subsite

for projects involving new hotels.

Figure 1 38

Subsites under

1

the Team Site

lo

Honolulu

Project

_l'I

J

Project lB: Use SharePoint Online in an Office 365 Environment I

GO with Office 365

8/10/2019 Go Office 365


Your Office 365 Administrator typically designs and controls the top-level Team

Site-the site to which you link from the top

of

your home page. From the top-level

Team Site, you can link to other subsites to which you have been given access, or you

can design

and

control a subsite to which you have been given full permissions; that is,

you are the site owner To create a subsite

under

the top-level Team Site, your Office 365

Administrator will sign

on

as the Admin, as shown in Figure 1.39.

Figure

1.39

When signed in as

Adm in,

Admin

link

displays

011

0ffrce

365

Admin Ovetview

Horne Outlook Tc:iOlm

Site

More questions?

Thv community s:i te res:ources, i s c u s s i o n ~

and answers

toyou1

Admin •

• n in

0

Managemen t questions

Signed

inasAdmin

- - 1 - - . , . . . . . , - - - - - - + - - - - - - - - - - - - - - - - - - - - - - - - - - - -

r>o,,,.,;.,, Resources

Under Team sites

and

Subscr'ptions

M;in.19<'

t : n : A . ~

r: 11 11-..e

Support

Overview

$4.,f•1iCf•

Hc41lrh

Planrl< d

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Admin shortcuts

Outlook

M,e,n.,ge Oui: look 3nd Ex.change settrngs.

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11Ju\tQl"I qJ11n1pl

Ly

ne

M . l ' l n . 1 9 ~ Lyne m .

1.m,

m e ~ s a g m 9 , 111udl() ;md v t d ~ o CJ1lh"9, .and onht'M '

mQetings.

(if"ri•r.al \ • f h n ) ~

Team sites and documents

M n,:,,9e- your

re.om

.,ltc-:; Dnd

documt'n r l ( ' w

h Sh t('Pcl

nt

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M ~ " - ' 1 1 .. r

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.

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documents, Admin Website

activates Add sites - -1 - - - - - - - -

- - -o.-og-n.-d-.-d

l

-Q_U_

u

_b_

o

__

<

-n-9

-

b

-.-

••

.

td11 Wii1bi.1 "'

and

templates

~ m i n mt rod

rt :cn

for- O t t i c ~

3 ~ 5

'ii1 ll

1

n9 up t m: .atl on

motM e

P ~ C n ( ' ~

R . 1 1 1 ~ . i : J O n o t ~

O o w n l o

Community

C h K ~

c1.1

\ om blOCJ

~ 1 ' r 1 m 1 · ~ m r-h" commumty

More questions?

l t r ~ Com

unity

S t t ~

1ndudcs

r•IOUn=IH,

diu:u lom

Jnd

n s ~ \

to your i o n ~

J ~ W ( : r ~

Then

the Admin displays the Create page, as shown in Figure 1.40. Here, your

Admin

can select a Blank Site or select from among many predesigned templates for a subsites.

F i g u r e 1 . : 0 ~ ~

~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ; i i

i i ~

:J 11., h

~ p o l f l t

m d c - ~ m ,.

•

:= C X x

a o c . : t : : n o l i : : : h ~ d a J r . . . i . . W d 1 t . .

p ]

Create

tab

)

TU•

•

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Otl'lcc.com

L1'

L

Types

of sites

AU lyPGS

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Basic

Meeting

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...,.

Ste

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I

J

u

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- ~

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C c 1 1 ~ b c . r a l : : o n

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la

nks itc

Blog

~ I T \ U J " ' k ~ o n

Worlo:.tJOilCe

Content

D

~

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.

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r

1-

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.

s ro

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C h i i r i t < l ~ E

cant;;;cts

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t n l o ~ o n

8/10/2019 Go Office 365


Having different types of site templates is useful because not every subsite needs every

SharePoint capability. For example, as shown in Figure 1.40, under All Categories, there

are templates for Collaboration sites, Meetings sites, and so on.

s

shown in Figure 1.41, there are predesigned templates for different types of

meeting sites-one of the site categories. For example, you could set up a

Basic Meeting

Workspace which is a site to plan, organize,

and

capture the results of a meeting; it

provides lists for managing the agenda, meeting attendees, and documents.

All l y

pe

5

~ ' " " '

Types of

Meeting

sites

--+-- '-------1

· ~ ·

Meetings category

selected

tl Oi.tcgonQ

nit l\ClBtom

t : d l ~ t O f l

COffll'ltl.lniation

COOtJ nt

o

..

CI

Easic Meet ing

YJorbp

a

ce

llle.nk Meet

in

g

b ~ c e

-

Deci

i On

\ ~ ' l i

W01kJ.Pmce

_

~

Sa tic M@eUng Workspace

Type: S<fc

C.X

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e, • nd C•p4u1ce

a mee ln g. rt prnvide

'i.ot-b fut. m ™ Jl J ~ . . , ,

m

eel .-iog

itl@fldees,

and

d o c u m e n t ~

s shown in Figure 1.42, for the Bell Orchid Hotels employees that are working on

the San Diego project, the Admin will create a Collaboration site using the Team Site

template and name the site San Diego

A11 T1PC$

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LI

i

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ie• pr.-..,

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d i u u ~ i : i o n ~

Name assigned to site - + _ : . : - - - - - - - - - - - - - - - - - - - - - - - = - - - - - - - . .

Category of site

is Collaboration

All

<Ateooncs

~ l l k l l . ( u l o l t ; i t n

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no spaces to He.. .

15

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t t o : J / t : c l l o r c h . d . ~ .. /< URL ~ m c : i .

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indicate the ending

- - + - -

: _

- - - - - - - - - - - - - - - - - - - - - - - - - - - - -

of site's

URL

After a subsite is created, a screen similar to Figure 1.43 displays, at which point the

Admin can assign permissions to the San Diego team members so that they can design

and contribute to-use-their subsite.


GO with Office 365

8/10/2019 Go Office 365


~ ) o l i ; i *

oo.Off ic

e365

Homf Outlook

eam

S i ~

Admtn

~ n a u t .

New site created for the

San Diego

Project

S M . i rJ l j 6r

ows(

S c t t ~

~

Sa n Diego Proi ect • Home

Oi5c uss.

ioos

r

ea

D'i«:t.itsion

~ Rcc(de S n

•

All

51.e Cor.tcnt

Welcome to your site

.:i.tld

image , d\afkJ8

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we lc:llnlf'

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The levels of permission in SharePoint are shown in

the

table in Figure 1.44.

This permission level: Enables

the

individual

or group

to:

Full Control

Have full control of all content, design, and permissions.

Design

View, add, update, delete, approve, and customize content .

Contribute View, add, update, and delete list items and documents.

Read

View pages and list items, and download documents.

View Only

View pages, list items, and documents.

Figure 1.44

To check

how

well you

understand

creating a

team

subsite, take a moment

to

answer

the following questions:

You can

think of your

Office 365 team site as a virtual office space where you

and

your

teammates can

and what

you have been working on.

The

site to which

you

link

when you

click

Team

Site at the

top of your

Office 365

Home

page is referred to as the Team Site.

3

You

can

design

and control

a subsite to which you have been given full permissions,

meaning

you are the site



8/10/2019 Go Office 365


There are many different templates for subsites because not every subsite needs every

SharePoint

5 After a subsite

is

created by the Office 365 Administrator, he

or

she will assign

so that team members can design and use their subsite.

More Knowledge ISharePoint Online Also Includes a Public W eh Site

Your Office

365

SharePoint Online installation has two sites when you begin: The Team Site for internal

use

and a public Web site that serves

as

your organization's Web presence. f you would like

to view

some

examples of public Web sites hosted on

an

Office SharePoint Server,

go

to http://www.wssdemo.com /pages/

websites.aspx.

Activity 1 14 I Modifying Your Site s Home Page

A team site can be simple

or

complex in design. Recall that the team site

is

accessible

from anywhere and any device that can connect to the Interne t with a browser. t is a

Web site that only you and your team members can access.

To make your site distinctive for your team, you can begin by changing the site theme

and deciding

on

the text layout of your page.

Alert

I

Ask your

instructor

for access to your assigned subsite.

You are

ready

to

work with

an Office 365

subsite to which you

have full

permissions.

As

the

Office 365

Admin-

istrator, your instructor can create a team site for you to work with

in

this project.

Sign in to your Office 365 account,

and

at the top

of

the page, click the Team Site

link. Take a moment to study the navigation tools described in the table in Figure 1.45,

and then compare your screen with Figure 1 46 .

Tool

Top

link

bar

Quick Launch

lfools

in

a SharePoint Site

Description

A series

of

links at the top

of

the screen separated by symbols to indicate

a path from the current site to the sites that are one level below the current

site

in the

hierarchy; each link

is an

active

control that you

can click to

move directly to the location.

A column

oflinks on

the left side

of

a SharePoint site with which you can

navigate to important content in the current site; for example lists and

libraries.

Navigate Up

button

An

icon above the top link bar

that

displays where you are in the site

hierarchy; by expanding the list with this

button

, you can

jump

quickly to

another

location. Use

the

Navigate

Up button

to navigate

back

to pages

that are closer in hierarchy to the

Home

page.

Ribbon

Navigation bar

Figure 1.45

The area at the top

of

the screen

that

contains tabs to expose the Ribbon

commands

similar to the Ribbon in Microsoft Office 2010 applications.

Tabs above

the Quick Launch that link to subsites and selected pages.

Project lB: Use SharePoint Online in an Office 365 Environment

I GO

with

Office 365

8/10/2019 Go Office 365


Added San Diego

Project

Team Site

(yours may

differ depending on

the

name your instructor

chooses for

the

site)

available from

both the

Quick Launch

and

the

navigation

bar

Home Outloo

k

Team S i ~

Be l O rchid Hotels

Te

am Site • Home

Si

lO ;

San

o.too

Pro)Ctt

Site

i aocs

T Sile

Horn

e

( ..

.6.dd

•Jew

Faqe}

A ccyc

1

e 5 ;n

A I S i t e C o l ' l t e t t

T

eam Site

pn.lm:<l

l f

S1 Jr<P f

in

l

• E<l

il

d i i ~

pciue

or

add 1ww P C I Q l : l ~ r

to ~ h a r e idus

and mfo

nation

• S h a r ~ this sh wnh additlo naf pe p l ~

2 On the navigation bar

or

on the Quick Launch click the name of the site your

instructor has assigned to

you in

this example the site

is an

Diego

Project

0

3

In the lower right portion

of

the screen, click

Change site theme

and then

on

the right,

click

Cay.

In the lower right corner, click Apply and then compare your screen with

Figure 1.47.

The Site Settings screen displays with the new colors. From this screen, you can manage

the site.

Figure 1.47

- - I -

.,•....-x-

~ . . .

: : : r

t t * O

Site Settings

screen

displays

03.

ffice

365

San Diego Pro

ject

• Site Set tings

Rccycict-8,n

- AISit

nContent

Uscts and

Perm

issions

f ~ r i k

.., ° d orourtt

Situ

p . r m 1 • ~ K i o . . .

Galle

ries

~ l t e columnD

Site mntm 1ypes

p . l ~ C , - p . l - l : ; J C : l

Site Adm1mstratio n

R.eg1DrM1l -=ti11"1" ]>

l.:>na .J.:JCD a c n i n o ~

Sih. librnrie.i ..oo l

1st..1;

Uoor iJcrro

l lSS

SC<lrdl and affl1na u ~ l l a b , r t y

sit- and work.sp-.scr.s;

1

NOr1cflol'tccttlll(l.G

Look ond Fed

r 1 ~ , dcscn. '° •

,,..,,1..:M

Q1o1ic.kl

..... d\

l op 'k N>,

T l

\ff: VlcW

r n c m c

Site Acti

ons

H;;l'E:fJQaoofc.Jtur

Rod

to ,._

le rlchniborl

klcto t o :iitc

0

Site irom acio

Siliu:rt.:

~ ~ l Y . / b . t t o f m d . 0 . ¥ ~ 0 0 t - ~ .

M : . b l r i t S ~ U l t . :

n ' ; t f l l . J j b d a t c n d . 7 ' ~ ~ u k ''JJ'ld'C q}/f

.

"'l:tA." .-1

4 On the navigation bar, click the name of your site to navigate back to the Home page,

and

then compare your screen with Figure 1.48.

38

GO

with

Office 365

I

8/10/2019 Go Office 365


Hom e-

Ou

11

ook

Tl &m

Ed

it button - +-<?r-'="'"""""""-

an re:go Project

..

Home

Home page for

your

site;

new

colors

display

Te em Site Web.me Search Se n

De g

o Pro ject

-- ----------

iNelcom_ to your site Shared Oocumcnb

IJ;sts

Discussion:.

reamoisalssio n

« V l c

•

~ I I

S.ft:

Cont.cm

o.dd

a nel'I' 1ma9e

1

d •

<mge

this w lcome I.ext

O

arld new l ists: lo

thi.s.

pag

e by cl id : 1g

t

he. ed it bulton above. You can

dic:lc

oo

Shated

OOC:umen

u: to

-;

dd files or on the ca < I

I" to

O'l ate new

Le t \ll ':nG . the l inks: in th getti

ng

start

ed

n

1D

share

you r ci te and c us. tomiz.:" lotik.

Shilrcd oocu.mcnts

Type tfci

r

ni::

Mo:N red

1

1li: tC?

il t rr i tt:tm:l tD 71ow

1n

thg 'fC

Wof he

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dOOJmcnUbrilt

y.

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a

dd

a ic lI

l

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,

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· or

Woacr

.

•

Md docuJT1cnt

Getbng Started

$ Sh.-J, 'C lhl'". -ilc.

1 : ; c ~ ' ' = l ~ m e

~ ~ l ' l \ . " ' " J O C l l " " I

p

0

On

the Ribbon, to the left

of

the Browse tab, click the Edit

u t t o n

to add the

Editing Tools to the Ribbon. Click the Format Text tab,

and

then in the Layout group,

click the Text Layout button. On the list, click Two columns with header.

6 Click in the header area to display the blinking insertion point,

and

then type

Welcome

to

Our

Team Site

Select the text you just typed, and then in the Font group,

change the Font Size to 36pt, apply Bold,

and

change the Font Color to Dark Green,

Accent 6

Darkest-in

the last column the last color.

In

the Paragraph group, Center

the text.

7

To the left

of

the picture, select all

of

the text

and

press

[Delete].

Pressf

Backspace

]

as

many

times as necessary to position the insertion point at the top of the box,

and

then type

Here

we will

manage our

project,

share

documents,

post

announcements, distribute

tasks,

and keep

track of our

progress.

Select the text you just typed and change the

Font Color to Dark Green, Accent 6 Darkest, change the Font Size to IOpt, and apply

Bold.

On

the right, click the picture to select it,

and

then press

[Delet

e].

On

the Ribbon, click

the Insert tab, and then in the Media group, click the Picture but ton. In the Select

Picture dialog box, click Browse, navigate to the student files

that

accompany this

text, click oOIB_Orchid, and then click Open. Click OK, and then click Save.

9 On

the Ribbon,

on

the Design tab,

c h ~ e

the Horizontal Size to

400 px. On

the

Ribbon, click the Save

&

Close

b u t t o n

to save the changes you have made to your

site. Compare your screen with Figure 1.49.


I

GO with Office 365

8/10/2019 Go Office 365


Figure 1.49

Path to

San

Diego

Project

Home

i ice365

Homf" Ou tlo o Team

S i ~

fi rdname l .n tn .;im e

I

~ - ·

c u o n ~ •

ct

; 6rOW3t

-

F

San Diego Pro

ject

• Home

nam site ~ e b a t : sean:h San tego Project

dt

Ch s

re •

p

Welcome

to ur Team

Site

LIS

s

ca

tmd.ar

Herc

we

will manage our project, share

document ., posL annot.111ccmcHts,

d ~ l r i b u t c tasks,

aud keep l r ck of o

ur

p ~ J e s s

0

Picture changed ---1

G<uosions

Ois:cusson

o i n

All S1C C.OntQr;t

S h a n ~ d

OocWltti n

ts

if.I Ty po Name Modrfrl.l>d Modif tad ey

~ 1 e e n ~ r o i 1 - t o , , . , o , . h 1 t t - O v l e 1 0 ~ l t i r e d ~ t s

d o c v m c n t ~ r y

TooGd

n::w item, CIQ: , ~ , .

'iJdc:od•,

+ AJd doc

umM

Robert

Ferrett

10 Display the Start

menu

, and then click

All

Programs.

On

the list

of

programs, click

the Accessories folder to display a list of Accessories. Click Snipping Tool to display

the small Snipping Tool window.

11 On the menu bar of the SnippingTool, click the arrow to the right of New-referred

to as the New arrow. From the displayed menu, click Window Snip. Then, move your

mouse pointer anywhere over the screen, and notice that a red rectangle surrounds

the window; the remainder

of

your screen dims.

12 With the lliJ pointer positioned on the Home page, click the left mouse button one

time.

13 On

the Snipping Tool mark-up window's toolbar, click the Save Snip button lhlJ to

display the Save As dialog box.

In

the Save As dialog box, navigate to your

Office

365

Chapter

1

folder. With your folder selected, at the bottom

of

the Save

As

dialog

box, locate the Save as type box, click anywhere in the box to display a list, and then

from the displayed list, click JPEG

file.

At the bottom of the

Save As

dialog box, click

in the File name box, select the text,

and

then using your name, type Lastname_

Firstname_1B_Welcome_Snip

In the lower right corner of the window, click the Save

button. l o s e the Snipping Tool mark-up window.

Objective

6

I Add

Content

to a Team Site

Activity

1.15

I Adding and Editing Calendar Events

A SharePoint calendar that all team members can access is useful to keep track of

impor tant milestones, project meetings, and other events. A site can have more than one

calendar. In this activity, you will add and edit events in a calendar.

1

On the Quick Launch, click Calendar, and then compare your screen with Figure

1.50.

The Calendar displays,

and

on the Ribbon, Calendar Tools are active.

8/10/2019 Go Office 365


Figure 1.50

Home Outioo

k: Te:am Site:

Flrstn.ame L

a:stname

~

I

~ ·

itEAdlom

.. (8' Browse ~ ~ ~

S ..

San Diego Pro1ect ' Ca lendar • Calendar •

~

use catendar Ut

ta

keep

informed rupcc11r11ng 1 1 1 - . g ~ de

ad

li

,

and

other import.art

:vet l l

.

Teem Sile

W ~ .See rc:h San

Oie90 P ~ j e r l

0

2012

F:

Sh<ated

OOCumenlS'

10

10

"

30 JI

11

14

lS l9 29 21

2S

,,,

2 On the Ribbon, click the

Calendar tab,

and then, in the

Scope

group, click the

Week

button. Compare your screen with Figure

1.51.

The calendar displays in the weekly view.

Figure 1.51

Week

button active

in

the Scope group

Calendar displays in

Week view

lanu.ary, 2012 •

N . T W T

l : 3

'l

5 6 7

a

t

:

O n

1l

I..]

H

1.Slfil

t l9202 l

29 :» l l t ' .

..

r o c . J y l I ~

.ln..ary OJ,

2

JlZ

Home

Outloa..:

Team Site:

c i n c ( ' W u t r ( :

MochfyV.cw .. [ C:illtno.:ir

C r e o t

,• •+/

January

01 -

Januory

07 2012

7 AM

0

r: ' il ' A1. n

R.U

u

nrc:

Mh

tee-a

Sf\Oltt&ltv.k

@& IY.ln tollw

2 fA:]

O:lk-no""«PIA<t

• H

G o ~ c l

Out lOOIC

(o-

nne«

t.:.0#.:in

storir:t

~

3 On the Ribbon, click the Events tab, and then in the New group, click the upper

portion

of

the

New Event

button. In the

Calendar - New Item

dialog box, with the

insertion point blinking in the Title box, type

Planning

Meeting

4

In

the Location box, type

Steve Ramos' Office

In the Start Time box, leave the current

date and select AM as the start time. In the

End Time

box, leave the current date and

select IOAM as the end time. In the Description box, type

Please

review

the attached

document

before the

meeting. Compare your screen with Figure 1.52.

Project lB: Use SharePoint Online in an Office

365

Environment

I GO with Office 365

8/10/2019 Go Office 365


Calendar - New

Item

dialog

box

Attach

File button

Title, Location, Start

Time, End Time

entered

O

ll

>b oar d

SOfl

lln o

Jlta nn ina M-cotino

eve R.omos'

Ol'lic:e

t /7/2

01 2

l

7/ 2012

A Al [ D II

l l l

H

Speofy

yo

ur mm

~ f l C hour.

n g ~ ~ r . . .

1 J lKe a Meeting Wotk :"p.ace to organQ.e ~ n d e e £ , ~ : > :

dor;:umc

nts,

m nwtEIP, iind

other dcta ·b Of" th ,_ tj

VO

N..

5

On

the Edit tab, in the Actions group, click the Attach File button. Click the Browse

button, navigate to the location where the student files for this textbook are stored,

select oOIB_Letter, and then click Open. Click OK.

6 On the Edit

tab,

in the Spelling

group,

click the upper port ion of the Spelling button.

Make corrections until o spelling errors found displays in the Spell check dialog

box, and then click OK.

On

the Edit

tab,

in the Commit group, click the Save button.


The event

is

saved,

and

the Planning Meeting in Steve Ramos' office displays

on

the

calendar.

Figure 1.53

New

event

entered

in

Hom•

OullOOK

eam

Si

te

c3

8fOW 5t

'

d ~ r

.;,

~

' '

._

•••

_

r:.-rnt

· ~ '

w ...

t .Jonwiry,

O

t

S M

Tl ITFS

l 2 3 -- S

7

8 ' lil 11

2 13

11

Ven11H, H1 t orv

n

~

J'.]

fv'91t Ptnn11uOn

\

'

'

l..lr rt

WOfkf l°"'"" 4Pl.l "<7"cAl1:Jrd

XOdcttEwm.

M• -

n o l q i Acth>i\i S - ~ f l i &TriUk WOlkflOIAr.i.

+ i Jnnunry 0 1 - Jnnunry 07 20 12

l Surday 2 Monday J Tuc.sdey

4 W e . d n ~

7

Calendar

(your

dates will

~

differ) roe.,. ,,._.,.

\nNy

07, 2012

c a 1 c n d a lG

r ifeN

42 GO

with

Office 365 I


Fd II f o= =

Steve: R M ' ©

Ofhe

0 fndoy

8/10/2019 Go Office 365


7

n the calendar, point to the text Planning eeting to display the lEJ pointer, and

then click to display the details of the calendar event. Notice that you can see the

name of the attachment. Click Close to close the Calendar dialog box.

8 Point to the lower portion of the Planning Meeting event to display the [§] pointer,

and then drag the item to a different day and time of your choice.

Then

double-dick

the meeting to view the meeting details again. Notice that the new date

and

times

display.

9

Using the technique you practiced, create a

Window Snip,

click to capture the snip,

and then save the snip as a jpeg file in your chapter folder. Using your own name,

name the file Firstname_Lastname_ 1 B_Calendar_Snip

1

Click Close to close the dialog box.

n

the Quick Launch, under Lists, click Calendar,

and

then,

on

the

top l ink bar,

click the name of your site to return to the site's home

page.

Activity 1 16 I Creating Folders and Uploading Documents

in

a Document Library

Recall that in SharePoint, a document library is similar to a Windows folder,

but

includes additional functionality, such

as

version tracking, and provides for central

storage as opposed to storage

on

a local

hard

drive. Additionally, a SharePoint document

library is stored in a database rather than a

file

system, thus enabling more sophisticated

handling of documents.

A library can store documents, spreadsheets, pictures, and many additional file types.

The files can be accessed and modified by others who have permissions.

1 n the Quick Launch, click Libraries, and then under Document Libraries, click

Shared Documents. Compare your screen with Figure 1.54.

On the

Ribbon

the Library Tools

are

active.

Figure 1 54

Top link bar indicates path

to Shared Documents

Ou tlook Team Site

San Diego Pro]ec t •S hared

Do

cuments ll Documents •

= :B Sf \ ar : . docu

~ - t - ~ ~ ~ ~ ~ ~ . , . . . . -

Libr.loi<ls

:t Pao;:3

St-

oret ()Q;umenb

0

2 n the Ribbon, click the Documents tab, and then in the New group, click the New

Folder button. In the Name box, using your own name, type Firstname_Lastname

and

then click

Save.



GO

with

Office 365

8/10/2019 Go Office 365


Figure 1.57

Three

files

uploaded

to the

folder

Ntw

Ltbranes

S r i . e ~

\ ,

j,omtO

'

A lJ

O Leck

i.-.

o ~ u ~ t n t

Dhto

rd

Cht: tk

Out

OP< l'l&.ClmkOU':

r:J Type Ni'lme

®

--+- '

' '- ==

'- i

,._---<'11-

t

Docu<n.nb

Lists

@:

cakr.d.ar

• Add

dobrtTie'11.

ToskG

b ~

$1

Edil

Proputli's ProDtft<s X

~ n u 1 1 t

- \

..:J

·

Dowr'li 4 ..::f

(OrlJ )

SNre&Tra<k

C:®'lti

l/7/2fJ 12 6:55 Pt-4

1

/7/2

01 2 6 :55

PM

1/7/Z012 6 :47 PM

l•os ano Nous

f in:tname L.astname

7 Using the technique you practiced, create a

Window Snip,

click to capture the snip,

and then save the snip as a jpeg file in your chapter folder. Using your own name,

name the

file

Lastname_Firstname_1 B_Library_Snip

Objective 7 Share Team Knowledge

You have seen how a team can, by working in the cloud, share a calendar and share

documents. You do not have to wonder on whose hard drive a specific file

is

located,

because all the documents are stored in the

cloud-on

your team site.

By

posting the

calendar, everyone on the team can see when meetings and events will take place. In the

following activities, you will see how team members can share their knowledge with each

other.

Activity 1.17 I Creating a Team Discussion

1 On the Quick Launch, click Discussions. Under Discussion Boards, click Team

Discussion.


The List Tools are active

on

the Ribbon.

Figure 1.58

HorN ' Outlook Team Site

Listlools

active -='"=' ~

on the Ribbon ' 'Aaion< . ct I

' '

~ S e t t

__

1

Top link

bar

indicates path

No

new discussion

items

currently

posted

San Diego Proje<:t • Team Dscussion SubJec t.-

J

uo:e cn-e Dlf:'.Q.itslon I:.. co

hold

nBW :gr.oup-i:tyle d £ C U ~ i o r u :

on

t r ~ relevan to your U ilm.

Te.am Site Vebi:i'ti: surch San ot.Qo Project

j Crc.':)t¢d By

- +""'""""'.._---i .. d"c: no i t c ~ t o ~ fl th is view a{

tit,.

Di'icus°5i J1"disrus9onboinl.

loa:ido&n:: 'lo itc.,.dd; 1h .

Lis-ts

caJendar

Taaf<o

Discussions

0

Project lB: Use SharePoint Online in an Office 365 Environment I GO with Office 365 4

8/10/2019 Go Office 365


On the Ribbon, click the

Items tab.

In the

New

group

,

click the upper por tion

of

the

New Item

button. In the

Team Discussion - New Item

dialog box, in the

Subject

box,

using your own name, type Firstname Lastname What Photos Should

We

Include?

3 In the

Body

box, type Hey

team members, what photos

should

we include

as

we

progress on this

E ,oject?

Select the word

photos

and then in the

Font group,

click

the

Bold

button L J, and then click in an empty area of the

Body

box to deselect.


Figure 1.59

iscussion item typed

JJ

ok x, x'

iv

Font

4

Click

Save.

Notice that others in your class might have also posted to this Discussion

Board.

5

Using the technique you have practiced, create a

Window Snip,

click to capture the

snip, and then save the snip as a jpeg file in your chapter folder. Using your own

name, name the file Lastname

_

Firstname

_1 B_

Discussion

_

Snip

Activity 1 18

I

Creating a Blog and a Wiki

A

Web Part a

mini-application

or

module that displays information on a page

or

performs a special function is the basic building block of a SharePoint Online site.

y

using Web Parts, you can build a Web page without using special software

or

computer

code. There are various Web Parts that serve as containers for text, pictures, links, and

content from other pages such as document libraries and calendars.

The SharePoint Web Parts gallery includes Web Parts that you can use on your site to

collect team members' information and commentary. Two of the most popular Web Parts

that do this are

wikis pages

that store information by topic, and

blogs online

journals.

The ell Orchid team working on the San Diego project wants a wiki to be used by all

team members and a blog for the team leader to share a daily commentary on the team's

progress. Because the Team Site template did not automatically create a wiki or a blog,

you will create these Web Parts by using the Web Part gallery.

In the upper left corner, to the left of the Ribbon, click the

Site Actions arrow,

and

then click

More Options.


The Create dialog box displays.


8/10/2019 Go Office 365


Figure 1.60

Dialog

box

to create item

Td

lc

•

TVI><

All T y ~

Librery

l ist

.

.

Anti OIJl"CCmcnt&

Site

AJIC..l

ie

gorie.-

I

81.rlt&Cus.tom

~

ot .bcu· . i

on

Comtnu

tuQ

bOn

8asic search cenler

CO

nt<nt

ti

. .

rd

o s :

-

r;:)C.\cn 9

•.i. o

bo5CO

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J

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$tt&W.£:b

ourabaoo

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W O ~ p i l c : e

m

C

lc

ndllr

L

I

- ~

D iillolbiilEoe

I

I

&a:icttccting

vtorlcs pacc

r

rt2J

81 lc511f

L

,

Ch.orit3b e

ContnbutlOn:; lt

T

~ t o m

Ann ouncements

T;oe: \A l

C• e

qon

es

: c

omm-.1nk . t1on

A lkt ot

r ews iu·ms, sta tuses

ilnd other

ch t bi

t$ of nformaticn.

2 Scroll down

as

necessary, and then click

Blog. In

the right pane, click in the Title box,

and then type Team Leader Blog In the URL name box, type teamblog Compare your

screen with Figure

1.61.

Figure 1.61

Blog

title

added

Blog

selected

Olo;i

A.II

I

Tyo.:

S.t•

'

I

I

C . . t •

Co

m.-it

Lihr-•

"r A

ot

e

fo r a

pen:on or tu m to

occc

D « \ c ilt\d ~ m c o th :n

c.it.:- i U i t o r ~ c:.:in

comm

c.nc

on.

•

•

Anr.:ou nc

cmi::nt roi

A::.

CU WCb

: l c :

c

:n41b111ce

VIOrlci

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I

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w

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custom

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Oataba :e

3 In the lower right corner, click Create. Take a

moment

to read the information

describing a blog, and then compare your screen with Figure 1.62.

The blog page is created

and

displays the current date, a elcome to your Blog

announcement, and placeholder text.

Project lB: Use SharePoint Online in an Office 365 Environment I GO with Office 365

8/10/2019 Go Office 365


Figure 1.62

' = ' r a

, _ . .

~

~

1 m 1 1 1 1 1 1 1 1 1 m -

Current date displays

(yours

will differ)

Your

name

Home Outlook Team

T

ea

m Leader

Bl

og

Home

Welcome

to

yo ur Blog

by

F1

rstni;im

-e

l ~ M r n c

on

11812012

8: •

S

AM

~

- + i " " " ' " " " "

- ~ ~ + - - - -

Category 3

S rdl ctu;

s

• •

firslname

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.. . ...

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ng '

•

p

11 C

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~ e c o l l V T ' I C r . t o

.r

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text displays

+-

,,., .=oocy

- - - - - - - ~

- - - - - v1

h-.t

1

s

a Dlog?

E: LJunc \ bl09

program

I

O<X>Ct

the Blog

Web

Part

Ard wves

Januaiy

A Blog Web

s.it

e ~ i g to tlel 'f'O.U s . h a ~ e information related to a Nf\kul.a.r ~ A i j K : l : a

in

t ho

for m of t ext, imao

oo,

linkio, and

oth11r

media

sl.iCh

a:;

v i d e o . ~

can bo u::cd toorn

,Ito, n:w.3131c:i, rou

rnol.:i, dr;:mc.s,

and mo-c.

e:log

port.a UD J:JI

y

c o n ~ b t

of

frequent chon

~ n g :

and aro

tyo-loalt'v

d-mlay

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. r

ci

vcrc;a

chronol

oo

tco '

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nxt

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01000

con

ba a

loo

00 uccid a= a t

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communication tool . Koao team

m « n b o . ~

1n'ormc:d by

PfO'V t

1n1j

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ccntr I plo

e

for h n ~ ond

relevont

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eom mcnt(o J

Aboul thsbloo

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lconrc. to

Shor..

llioQ:o.

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~ p , o :

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p r o V l c l e ~ ~ f ~

e ~ tho b9og Of"

blog

a hou . To edt

lfi5

~ n t , . ~ ~

· c ~

rram lhe

"Site

Actions "

4 In the upper left corner, click the Site Actions arrow, and then click More Options.

In the center pane, scroll down to the bottom of the list, and then click Wild Page

Library. In the right pane, click in the Name box, and then type Team Wiki

5 Click Create. Take a

moment

read the information describing a wiki, and then

compare your screen with Figure 1.63.

The Team Wiki page

is

created and displays.

Figure 1.63

Home Outloo< Te

am

Si te

I

·

t

A

tro.u

•

~ -,/

S r ~ cen l1y

Mod1ir.d

....

_

lb¥JTo llsc.'Thls

Libr.of'J

5 Wdt

rh:s o. •

p

Welcome

to yo u

r

w iki

library

YOU

C ln gi:::t cume.:1 -iln'l:I aa-d

content

t.a tlwl p a g ~ by d1Ckinl) 1::d1

t topQftho page,

orvou can 1:-aim

rr-oro

~ b o t . 4 wikilibrariezs tr,

drdcino Ho N TD lJ:l<l This L brary.

Wha t 1s - wL1

lib ra ry?

W 1 k ; l ~ d a mc:on:s quu::k 1n Howa an. A

W\lo

llbr? .rv i:s ooc;ument I br?lrv U\ whic.h U J C ~ Ci3n e4: lty cd t OflY

oaoc.

The lbni:y.grCW$ croanrc..o;ly

by 1infC1no c x ~ 1 n a

PtlOC3 tog.ether

or by Ct'Cotmg

l1

k.3 to

new

o c ~ fa

finds o Wile:

to

o.n unc,re6t.cd ~ u 3hc follow tt-..e

link

ono c . - e o t ~ the l)OOC. ,

In bu3t,,c::ss cnv1ronmenu·, o w1k1 hbrory prnYlde3 o low-moi

nccn.oroce

to fCCOT'O

~ - b 1 o e

t ~ n tt 1:3

tHUaly

trnded 1

1

c-m,i:i-"

~ s , alcancd from knllWl)V con11-cf'30f10M,

or

written

Of\ DOPCl"(.M "'-""'cad be

rccudc:d

tnlll

N\1

lbmry, 'a ;N:o1: "'dtsmil. lr

l<nowk>loe.

Ot

r c:;<

pie: usc;i .

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111Ak1 t1bJ-

0 11t::S

1nr

l

: ' 1 S t o r m 1 n i o

Ideas, cot

4hl"'IJ

oo

~ c:rCC1tJn1J or1 ~ r u c t m 1 1 Q b d : i , 1 » t h a i n r J :

doto frnm

the

flck:I, trock'rno co I n t c . r

~ \ ' f l c d 9 c ,

and burld1no on cocyclopcdi& ID lcdi;Jc

6 Using the technique you have practiced, create a Window Snip, click to capture the

snip,

and

then save the snip as a jpeg file in your chapter folder. Using your own

name, name the file

Lastname_Firstname_1 B_Wiki_Snip



0

8/10/2019 Go Office 365


Objective

8

I

Survey Team Members

A surv y

is

a list of questions that you would like to have people answer.

In

SharePoint Online, you can create a survey, collect responses, and then view a graphical

summary of the responses. Surveys can have a variety

of

question types, including

multiple choice and fill-in-the-blank. Some common question types are shown in the

table in Figure 1.64.

Question Type

Single line of text

Multiple lines

of

text

Choice

Rating scale

Yes/No

Figure 1.64 TABLE)

Questions

Description

The response is confined to a specific number of characters.

The response is confined to a specific number oflines.

The response is selected from a list of two or more choices.

The response consists of a list of questions with each question rated on a

low to high

scale can

be a matrix of choices

or

a Likert scale.

The response is a checkbox, where checked indicates Yes and unchecked

indicates No.

Surveys can branch ask different questions depending on the answers given to

previous questions.

Activity

1 19

I Creating a Survey

The Bell Orchid management

is

very attentive to employee opinions. They have asked

you to create a survey to help determine the effectiveness

of

the new San Diego Project

Team Site. The Team Site template did not include a survey, so you will add one to the

site, and then add questions.

1

On

the Quick Launch, if necessary, scroll to view the bottom of the list, and then click

All Site Content.

In

the upper portion of the screen, click Create. In the displayed

Create dialog box, scroll down

as

necessary, and then click Survey. On the right,

click in the Name box, type Team Site Feedback and then compare your screen with

Figure 1.65.


GO with Office 365

8/10/2019 Go Office 365


Figure 1.65

AD

T y p e

library

..,,

Srtc

Jmoort Spread

shi<e

t t

s,

cue Traddng

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et Web

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you would like

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ollow

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name

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.

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PtoJcc.t:r. Web

Soootll

Mi::ebng Survey

0"11tb4'1C Work$[1'10:

2 Click

Create, and

then in the right pane, notice that the text Type y ur question here

selected. To replace the selected text, type Do you use the

Team

Site? Under The type

of

answer

to this question

is:

be sure the

Choice (menu

to

choose from)

option

button

is

selected. Compare your screen with Figure 1.66.

Figure 1.66

S T c ~ m lo;; ldc r 8109 Team Sir Feedba

ck

Survey Sc

nlng

s , New

Qucsne>n

to h

lfVCV,

U<;IC

00

vou u .e tho l

c.:.

m

lN:: type

ol nro 'u

to ttm qo.e:sc.o Ot\

0 S i ~ i t f r .

t o d .

)

Mu:(lt\le

I flC-1 C)f Q.'t

Question

type

selected - - + - : - - - - - - - - - - - - - - - - - - - C h c o o c (menu •oeho=f•oml

Riting sc.1. {i' m .. rex l dlOt ~ o r •

Libn

•)

a ~ n b

O t ( C ) O r ~

-

N1.1mbu (I,

1.0, 100)

D l I C ¥ (5.

'V, C)

' D i t . C i t - w : i T 1 ~

0

3 Scroll down as necessary to view, in the middle pane, the area for

Additional Question

Settings. On the right, under Require a response to this question, be sure the No option

button is selected. Under

Enforce unique values,

be sure the

No

option button is selected.

4 Under Type each choice on a separate line:, select the text

Enter Choice

#1 type Yes

and then

p r e s s

Select the text

Enter Choice #2,

type

No

and

then

p r e s s ~

Select

the text

Enter Choice

#3, and then press De lete

.

5 Under Display choices using: be sure Radio Buttons is selected. Under Allow 'Fill in'

choices, be sure the No option button is selected.

6 Under Default value, be sure the Choice option button is selected, and then in the

box, type Yes Compare your screen with Figure 1.67.

50

GO with

Office

365 I

8/10/2019 Go Office 365


Figure 1.67

Sill Action s •

ct

~ A ll

S t

e

ContBll

Rcqu ir-e a r e s o o n : : - . e t o s ~ ~ r o

I;.

~ n f o r o o uniqoo va'uc:.:

0 Yes

®

Edited choices

~ , :

oi:.play ch-okot u.:ir;g1

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)(

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SIM.Ons

0 (do...-mukip'le

s;e.ectior >5l)

A kM ' 'ill· i

t

' o ~

D Ye;:;. ~ ; )

O c f o

i i ~ l u

' t) C ° 0 Cal1'J V•lue

7 Scroll as necessary to the bottom

of

the page, and then click the Next Question button.

With the text selected in the

Question

box, type

How do

you use the Team Site? Under

The type

of

answer

to

this question

is:,

click the

Multiple lines

of

text

option button.

8 Use the default question settings on the remaining questions, and then scroll down

to the bottom of the page and click

Next Question.

9 In the Question box, with the text selected, type What tools

are

you using instead

of using

the

Team

Site?

Click the

Multiple lines

of

text

option button. Scroll to the

bottom

of

the page, and then click Finish. Compare your screen with Figure 1.68.

The survey questions display at the bottom

of

the page, in the order they

will

be delivered.

f

you need to correct any of the questions, click on the question text to display the Edit

Question dialog box again.

Figure 1.68 ~ - . - -

~ u s s i o o ~

Q

u•sbo

ns

Tr.

f

i=ed le

~ o n Type oi tlMWel' ROQwe SQl'IChino LOO:C

Your survey questions - °"""'""'°'hoT

eom•«

°'°' '

@ tcc..cfo 5 1n ow do vo u 11 "c. t ho I c ' ~ t t JU ti le lirn:.."J

cf

rcl<t

· .All S11c

Content What

tool:;

arc

\lO ll L1 11no

l r u t ~ M ; . J I U ~ mo; Gf tc

>1

1.

of u.:ing tho T

cilm

Sita .,

Activity 1.20 I Adding Branching to a Survey

=

After all the survey questions are entered, you can add branching. For the Choice

question, depending on the answer, an appropriate question should display. For example,

if the individual responding to the survey answers Yes then the next question should be

How do you use the Team Site? f he individual responding to the survey answers No to

this question, then the next questions should be

hat

tools are you using instead

of

using

the Team Site? In this activity, you will set up this branching.


GO with Office 365

8/10/2019 Go Office 365


8/10/2019 Go Office 365


4 Using the technique you have practiced, create a Window Snip click to capture the

snip, and then save the snip s a jpeg file in your chapter folder. Using your own

name, name the file Lastname_Firstname_ B_Survey_Snip

5

Click

Delete Response

and then click OK

ote Corrections to Survey

f

you need to correct anything on the survey, click on the Team Site Feedback link, click Settings,

and

then

select Survey Settings.

6 In the upper left corner, to the right of Site Actions click the Navigate Up button

j]

and then click the name of your Team Site to re turn to the Home page of your Office

365 top-level site.

7

Sign

out

of your site, and then submit your snip files to your instructor

s

directed

•

You

have

completed Project

B

Project lB: Use SharePoint

Online

in

an

Office 365 nvironment GO

with

Office 365

8/10/2019 Go Office 365


8/10/2019 Go Office 365


Content Based Assessments

0 . An application that runs on smartphones or tablets and that requires a mobile

operating system to run.

l . The Microsoft Lyne window on a computer.

2

. AW

eb

site, accessible to those with permission, where a team can organize, author,

and share information.

3 . A storage container similar to a Windows folder but with additional functionality

and which provides for central storage.

4. Additional sites under a team site.

5 . On a SharePoint site, a series of links at the top of the screen separated by,.. symbols

to indicate a path from the current site to the sites that are one level below the current

site in the hierarchy; each link

is

an active control that you can click to move directly

to the location.

Multiple Choice

Circle the correct answer.

1 A technology that provides email, contacts, calendars, and task scheduling to an

organization's employees

is

:

A Exchange Online

B

Lyne Online C. SharePoint Online

2. A technology that provides instant messaging, audio/video calling, and online meetings is :

A Exchange Online B Lyne Online C. SharePoint Online

3. A technology that provides document sharing and team sites to share documents with others ,

manage documents, and publish reports for others to see

is:

A. Exchange Online

B

Lyne Online C SharePoint Online

4. The online companions to the desktop versions of Microsoft Office Word, Excel, PowerPoint,

and OneN ote are known as :

A Office Web Apps

B

Lyne Online C. Office 365

5. A mini-application or module that displays information on a page or performs a special

function

is a:

A Web part

B

blog C wiki

6. A page that stores information by topic

is

a:

A Web part

B

blog

C. wiki

7. An online journal

is

a:

A Web part B blog C. wiki

8. A computer program installed on a hard drive and that requires an operating system

to run

is a:

A. mobile app

B

desktop app

C

Web app

9. An application that you run from the Web instead of your hard drive

is

a:

A mobile app

B

desktop app C. Web app

10. A view that enables you to see email threads in Outlook in a condensed format

is:

A conversation view

B

desktop app C. Web app

Multiple Choice I GO

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8/10/2019 Go Office 365


8/10/2019 Go Office 365


Glossary

App

The shortened version of the word application

At sign {@) The symbol used to separate the user name and domai n

name

of

an email address.

Basic Meeting Workspace A site to plan, organize, and capture the

results

of

a meeting; it provides lists for managing the agenda, meeting

attendees, and documents.

Biogs

Online journals.

Branch In a survey, to ask different questions depe nding on the answers

given to previous questions.

Cloud

computing The ability to access files and software applications

online with multiple devices.

Collaboration

Working together with others as a team in an intellectual

endeavor to complete a shared task or achieve a shared goal.

Contacts Coworkers, customers, suppliers, friends, and family members

with whom you communicate.

Conversation

View

A view that enables you to see email threads in a

condensed format.

Desktop

app

A computer program that

is

installed on the hard drive

of your compu ter and that requires a compute r operating system like

Windows 7 to run.

Document

library A storage container similar to a Windows folder-

but with additional functionality and which provides for central storage.

Domain name The host name

of

a recipient s mail server.

Form An Outlo ok window for displaying and collecting information;

there are forms for messages, contacts , tasks, and appointments.

Free/busy information One

of

four Outlook indicators associated

with your availability for that date and time:

Busy

Free, Tentative, or

Out

of

Office.

IMAP

IMAP

is

a protocol that creates folders on a server to store and

organize messages for retrieval by other computers.

lnbox In Outlook, the folder in which incoming mail

is

stored.

List A collection of similar items such as contact information or inventory

items.

Lyne client The Microsoft Lyne window on a computer.

Microsoft

Exchange

Online

Provides email, contacts, calendars, and

task scheduling to an organization s employees.

Microsoft

Lyne

Online

The instant messaging, audio/video calling,

and online meeting tool in Office 365.

Microsoft

Office

65

A set of secure online services that enables

people in an organization to communicate and collaborate by using

any Internet-connected device.

Microsoft

SharePoint Online

Provides document sharing and

team sites to share documents with others in an organization, manage

documents, a nd publish reports for others to see.

Mobile

app

An application that runs on smartphones or tablets and that

requires a mobile operating system to run.

Office

65 Administrator The person who creates and manages

the account, adds new users, sets up the services your organization

wants to use, sets permission levels, and manages the SharePoint

team sites.

Office

Web

Apps The online companions to the desktop versions of

Microsoft Office Word, Excel, Power Point, and OneNote that enable

you to create, access, share, and perform light editing on Microsoft

Office documents from any device that connects to the Internet and

uses a supported Web browser.

Permissions

Access rights that define the ability of an individual or

group to view or make changes to documents.

Personal information manager An application such

as

Outlook

that enables you to store information about your contacts a nd also

enables you keep track

of

your daily schedule, tasks to complete, and

meetings to attend.

POP3

A common protocol used to retrieve email messages from an

Internet email server.

Quick Launch A column

of

links on the left side of a SharePoint site

with which you can navigate to importa nt content in the curre nt site;

for example lists and libraries.

Secure environment A system that uses controlled servers to

ensure the security and privacy of email, to control the storage

and use of information, and to protect against the loss of

confidential data.

Servers Computers t hat provide services on a network such as an email

server or a

file

server.

Site collection A group of Web sites within your Office 365 installation

that has the same owne r and shares administrative settings such as

permissions.

Subsite

Additional sites under a team site.

Survey A list of questions that you would like to have people

answer.

Team A group of workers tasked with working together to solve a

problem, make a decision, or create a work product.

Team

site

A Web site, accessible to those with permission, where a team

can organize, author, and share information.

Top link bar On a SharePoint site, a series

of

links at the top

of

the

screen separated by symbols to indicate a path from the c urren t site

to the sites that are one level below the current site in the hierarchy;

each link

is

an active control that you can click to move directly to the

location.

Views Ways to look at similar information in different formats and

arrangements.

Web

app Anothe r name for a Web-based application.

Web

browser Software, such as Internet Explorer, Firefox, Safari,

or Chrome, that displays Web pages.

Web Part

A mini-application or module that displays information on

a page or performs a special function.

Web based

application

An application that

is

not installed on

your computer; for the application to run, it requires that you use

Web browser software such as Internet Explorer, Firefox, Chrome, o r

Safari.

Wikis Pages that store informati on by topic.

Windows

Live

SkyDrive A free Web-based application with which

you can save, store, organize, and share files online.

G

8/10/2019 Go Office 365


8/10/2019 Go Office 365


ndex

@ at sign), 14

accounts, c reating Office 365, 7-10

administrator.

ee

Office 365

Administrator

appointments, creating calendar, 19-20

apps applications), 10

at sign @), 14

B

Basic Meeting Workspace, 35

biogs, 46-48

branching, survey, 51-52

browsers, Web, 4

c

calendars.

ee

Outlook Calendar

calls, video,

27-28

cloud computing, 3-4

collaboration, 3

communication. ee also Outlook

instant messaging, 26-27

overview,

5-6

video calls, 27-28

configuring, Microsoft Office 365, 7-10

contacts

Lync,24-26

Outlook, 14 22-23

Conversation Pane, 29-30

Conversation View,

11

corrections

to

surveys, 51, 53

costs

D

IT hosting companies, 5

subscription, 3

data, secur ity/privacy of, 5

desktop apps, 10

desktops

connecting Outlook to, 12-13

sharing, 29-31

discussions, team, 45-46

document libraries

creating folders in, 43-45

defined,33

uploading documents to, 43-45

documents, uploading to

document libraries, 43-45

domain names, 8, 14

E

email, 5.

ee also

Outlook

email addresses

new user,

7-8

parts

of

14

environments, secure, 5

events, adding/editing, 40-43

Excel Web App,

11

Exchange Online.

ee also

Outlook; Outlook

Calendar

contacts,

14

22-23

overview, 5-6, 10

public Web sites, 37

F

folders, creating in document libraries, 43-45

forms, Outlook, 14

free/busy information, 20

G

Give Control button, 30

Group Conversati on dialog box, 27

H

Hiding

Conversation

button,

30

home

page,

team

site,

37-40

IMAP,

10

Inbox, 14

installing

Lyne Online, 12

Office 365, 7-10

SharePoint Online,

37

instant messaging, 26-27

IT Information Technology) hostin g companies, 5

L

licenses,

7-8

lists, 33

logging on, as

administrator,

7

Lyne client, 24

Lyne Online

contacts in, 24-26

installing,

12

instant messaging with, 26-27

overview,

6 24

sharing desktops with, 29-31

status options, 24-25

video calling with, 27-28

M

mail. ee Outlook

messages, instant, 26-27

Microsoft Exchange Online.

ee

Exchange

Online

Microsoft Lyne Online.

ee

Lyne

Online

Microsoft Office 2010, 10-12

Microsoft Office 365.

ee

Office 365

Microsoft Outlook. ee Outlook

Microsoft SharePoint Online.

ee

SharePoint Online

mobile apps, 10

1

8/10/2019 Go Office 365
