[Document Title] [Document Subtitle]

Communications Design

Going Live with Office 365 Word, Excel, PowerPoint, OneNote, and OneDrive

Use cloud computing to complete tasks on any computer regardless of installed software

Store documents in the cloud by using OneDrive

Collaborate with others within the same document in real time.

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Educational Technology: 817-814-3100

For more information visit the Educational Technology Website:

http://www.fwisd.org/pages/FWISD/Departments_Programs/Departments

LZ_/Technology/Educational_Technology

Help Desk: 817-814-4357

For additional assistance with service requests, the Customer Service Website:

https://portal.fwisd.org/helpdesk/Pages/default.aspx

Copyright & Acceptable Use For additional information regarding copyright and

acceptable use, visit the Library Media Services Copyright and Acceptable Use page:

http://library.fwisd.org/common/servlet/presenthomeform.do?l2m=Home&tm=Home&l2m=Home

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Table of Contents Office 365 Introduction ........................................................................................................................................... 3

Accessing and Logging into Office 365 .................................................................................................................. 3

Navigating the Portal Page .................................................................................................................................... 4

Creating and Saving Office 365 Documents .......................................................................................................... 6

Tell Me Box ............................................................................................................................................................ 6

Sharing Office 365 Documents .............................................................................................................................. 8

Sharing a Document by Invitation ....................................................................................................................................... 8

Stop Sharing a Document with Invited Individuals ............................................................................................................ 10

Sharing a Document by Link............................................................................................................................................. 11

Stop Sharing a Document by Link .................................................................................................................................... 12

Collaborating in an Office 365 Document ............................................................................................................ 13

Opening Office 365 Documents in Office 2013 .................................................................................................... 13

OneDrive.............................................................................................................................................................. 16

Content Sections .............................................................................................................................................................. 19

Documents ................................................................................................................................................................... 20

Shared with Me ............................................................................................................................................................ 26

Followed ....................................................................................................................................................................... 26

Site Folders .................................................................................................................................................................. 27

Recycle Bins ................................................................................................................................................................ 27

Saving Office 2013 Documents Directly to OneDrive........................................................................................... 28

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Office 365 Introduction

The Microsoft Office suite you know and love is now digital. Office 365 allows teachers to create dynamic

learning experiences in and out of the classroom by using favorites such as PowerPoint and Word while

harnessing the power of the cloud in OneDrive. Administrators, teachers, and students can collaborate on

documents from just about anywhere at any time using Office 365.

While Office 365 offers many web applications, this manual will address the following applications: Word Online,

Excel Online, PowerPoint Online, OneNote Online, and OneDrive.

Accessing and Logging into Office 365

Office 365 can be accessed by going to office365.fwisd.org or portal.microsoftonline.com.

Provide your Fort Worth Independent School District Active Directory username and password on the log-in

screen:

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Navigating the Portal Page

After logging in, the Portal Page will be displayed:

The Portal Page is the central hub for navigating the Office 365 applications. It is comprised of the following:

1. Office 365 logo button

Clicking this button will navigate the user back to the Portal Page.

2. Link Bar

Clicking any of the listed applications will open that particular application in the current window.

3. Profile, Settings, and Help

Clicking your profile picture will provide access to your profile information. To log out of your Office 365

account, click your profile picture and then click “sign out.”

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Clicking the gear will provide access to the account theme and settings. The user can also provide

Microsoft with feedback about Office 365 through this menu.

Clicking the question mark will display several support resources.

4. Web Application Tiles

Clicking any of the tiles will open that particular application in a new browser tab.

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Creating and Saving Office 365 Documents

To create an Office 365 document, click on the web tile of the particular application on the Portal Page.

The document will open in a new tab. To close the document, simply close the tab. The Portal Page will remain

open on the first tab.

Office 365 documents automatically save to the online storage space, OneDrive, so there is no need for a save

button in Office 365.

The status bar, located at the bottom of open documents, will display “saving” when the document is syncing to

OneDrive and “saved” once the document is fully synced.

Tell Me Box

The Tell Me Box is located at the top of Office 365 documents. Its purpose is to increase productivity by helping

users find functions and commands quickly.

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To use the Tell Me Box, open an Office 365 document, type the desired function or command in the Tell Me Box,

and choose the appropriate option from the dropdown menu.

In this example, a Word Online document with preexisting text has been opened:

The user wants to increase the indent on the preexisting text, so the user highlights the text to be indented:

Then the user types the desired task in the Tell Me Box. Knowing the exact wording of the command is

unnecessary because the Tell Me Box will generate results as you type. In this example, typing the word “indent”

in the Tell Me Box generated a list of commands related to indenting text:

The user chooses “increase indent” from the dropdown menu and the command is applied to the selected text:

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Sharing Office 365 Documents To share a document in Office 365 while working in the document, click “Share” in the upper-right corner. The

share feature can also be accessed through File > Share > Share with People.

After clicking the Share button, the Sharing Window will pop up.

Sharing a Document by Invitation

1. While on the Invite People tab of the Sharing Window, begin typing an individual’s name or email

address in the text field. The field will search for the individual in the Active Directory as you type.

Choose the individual’s name from the Active Directory list or finish typing the individual’s email address.

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The document can be shared with multiple individuals by adding additional names or email addresses to

the text field. Names can be removed from the list by clicking the “X” to the right of the name in the list.

2. Click the drop-down menu to determine if the listed individuals can edit or view the document.

Editing permissions will allow the individuals to make changes to the document while viewing

permissions only allows the individuals to read the document. Changes made while in editing mode will

affect the document for everyone with whom the document is shared.

3. Add a message to be included in the invitation email by typing in the appropriate text field. Choose if the

individuals should sign-in to Office 365 before being able to edit or view the document; note that

requiring sign-in will restrict the access to only individuals will Office 365 accounts.

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4. Click “Show Options” to change whether or not an email is sent to the listed individuals. The individuals

will still be able to access the document through their OneDrive even if an email is not sent.

5. To finalize the sharing process, click the blue “Share” button in the bottom-right of the Sharing Window.

6. The Sharing Window will close, and a notification will briefly pop up in the document to confirm the

invitation(s).

Stop Sharing a Document with Invited Individuals

1. Click “Shared with” on the left-hand side of the Sharing Window.

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2. Beside the appropriate individual’s name, choose “stop sharing” from the dropdown menu.

3. Save changes.

Sharing a Document by Link

1. In the Sharing Window, click “Get a link” on the left-hand side.

2. Click “Create Link” below the type of link you want to share.

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There are two different types of links that can be shared:

View Only: individuals with this link will only be able to view the document.

Edit: individuals with this link will be able to make changes to the document. Changes made

while in editing mode will affect the document for everyone with whom the document is shared.

3. Copy the link and paste it into an email, document, etc., or click the cellphone icon to create a QR code

that will allow individuals to access the document be scanning the code with their cellphone or tablet.

Stop Sharing a Document by Link

1. In the “Get a link” tab of the Sharing Window, click “Disable” beside the appropriate link.

2. In the warning pop-up window, click “Disable link.”

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Collaborating in an Office 365 Document

Invite others to collaborate in a document by granting editing capabilities through a sharing invitation or through

an editing link.

If another individual with editing capabilities is in the document at the same time you are in the document, a

notification will appear in the upper right-hand corner of the screen.

Notification if the individual is recognized through the Active Directory:

Notification if the individual is not recognized through the Active Directory (individual did not sign-in to

view the document or the individual did not access the document through a Fort Worth Independent

School District email invitation):

Click on a contributor’s name to jump to where they are working in the document. Changes made by others will

be automatically applied and seen by all contributors.

Opening Office 365 Documents in Office 2013

To access more advanced editing tools, Office 365 documents can be opened in the Office software installed on

your computer and then the changes can be seamlessly synced to the online document.

1. In an Office 365 document, click “Open in Word/Excel/PowerPoint/OneNote” or go to File >Info >Open

in Word/Excel/PowerPoint/OneNote.”

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2. Depending on your particular set-up, you may have to allow permission for the document to open.

3. If it’s the first time you’ve opened an Office 365 document in the Office software, you’re using a new

computer, or it has been a while since you’ve opened an Office 365 document in the Office software,

you may be prompted to log into your account.

4. Once the Office software is open, click “enable editing” to allow access to the document.

If you intend on returning to the online document after editing in the software version, leave the Internet

window you used to access the document open while you work in the software.

5. Edit the document in the Word/Excel/PowerPoint/OneNote software.

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6. Save the document by going to File > Save or by holding down “Ctrl” and “S” on your keyboard. In the

bottom-center of the document, an upload status bar will appear. The document will save to SharePoint

and be available in your OneDrive once the status shows fully uploaded.

7. Close the Word/Excel/PowerPoint/OneNote software.

8. Return to the Internet window where the online document is located. Click “Continue editing …Online.”

9. The online document will pick up where you left off in the software version.

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OneDrive

OneDrive is the cloud storage for Office 365. OneDrive allows users to create, edit, and share documents using

any device with a web browser.

Access OneDrive through the Portal Page or by clicking “OneDrive” on the Link Bar:

OneDrive will open to its default page:

A. Browse, Files, Library tabs

The Browse tab minimizes tools at the top of the page for easy viewing of content.

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B

C

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E

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The File tab allows access to tools pertaining to files such as creating new documents, downloading

files, and set alerts when changes are made to a document.

The Library tab allows access advanced library tools.

B. Search Bar

Use the search bar to quickly find documents. Type in key word(s) in the search bar and your

OneDrive library will be scanned for documents that include the key word either in the title or

content of the document.

C. Content Links

Use the content links to access different sections of OneDrive. Learn more about these divisions in

the individual content sections portion of this manual.

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D. Recent Documents

This section will keep a list of five of the most recent documents you viewed or edited in OneDrive.

Click on a document’s name to open it in its online application. Click “Show More” to view a list of

the fifteen most recent documents.

E. Content

Content will display depending on which content link (C) was chosen. The type of content will be

labeled at the top of the content field. In this example, “Documents” is the content being displayed:

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F. Focus on Content button

Clicking the Focus on Content button will toggle the OneDrive display. When focusing on content,

the links on the left-hand side of OneDrive minimize. See the examples below:

Expand content:

Focus on content:

Content Sections

In OneDrive, there are five content sections. To open a particular content section, click on the appropriate

content link. Each content section is detailed below.

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Documents

The Documents content section is the storage place for the documents you create in Office 365 applications or

documents you upload to OneDrive.

Use the button to create new Office 365 documents or folders to organize documents in

OneDrive. After clicking the button, a dropdown list will appear. To make your selection, click on the type

of document or folder from the list:

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Use the button to upload documents to OneDrive. Office 365 accounts have unlimited

cloud storage.

Use the button to download local copies of your OneDrive files to your computer. These

local files can be edited offline and will update your OneDrive copies when an internet connection is

established.

The first time the sync button is clicked, the files on your OneDrive will download to your user folder on

the computer you are using.

1. Click the “Sync” button

2. Click “Sync Now.”

3. Click “Sync Now” to begin the document download process.

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Copies of your OneDrive documents will begin to download to your user folder on the computer.

Click “Show My Files” to see the documents downloading in real-time:

The OneDrive files will make local copies that can be accessed in your user folder:

The document icons (Word, Excel, PowerPoint, OneNote) will display its own upload status:

A green checkmark indicates a fully synced file; the local file and the OneDrive file are

identical.

Blue arrows indicate syncing in progress; either the local file or OneDrive file has been

updated and the syncing process is still underway.

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The Edit, Manage, and Share buttons will be enabled when a specific document is selected.

Use the button to open the document in the installed Office software on your computer.

For more information, reference the Opening Office 365 Documents in Office 2013 portion of this

manual.

Use the button to access options for opening, following, and deleting the document.

Use the button to view and edit the sharing properties of the document. For more

information, reference the Sharing Office 365 Documents portion of this manual.

In the documents list on OneDrive, each document’s sharing properties is represented by an icon:

The icon indicates the document is only accessable to you.

The icon indicates the document is shared with one or more other people.

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The document list displays the documents you have created online with Office 365 or the documents you have

uploaded to OneDrive:

The document list is formatted in the following order:

Folder or document icon:

Document name:

o This icon will be displayed next to the names of newly created documents:

Ellipses:

o Clicking on the ellipses for a particular document will bring up a preview of the document and

allow access to options such as editing or sharing the document:

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o Clicking the ellipses in the document preview window will bring up additional options such as

downloading a copy to the computer or deleteing the document:

NOTE: Clicking “Edit” in the document preview window or double-clicking the document name in OneDrive will

open the selected document in reading view. Reading View will only allow a user to look at the document’s

content. In order to edit the document, click “Edit” in the Reading View and then choose to either edit the

document in Word or in Word Online.

To return to OneDrive from the Reading View or Editing View of a document, click your name in the top bar next

to the applicaton name:

The last date the document was modified:

Icons indicating the documents’ shared status:

The last person to edit the document:

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Shared with Me

The Shared with Me content section is the storage place for Office 365 documents for which others’ have given

you viewing or editing permissions.

The name of the last person to edit the document will appear in the “Modified By” column:

Followed

The Followed content section is the storage place for Office 365 documents you have followed; Following a

document is the equivalent of bookmarking a document. Follow documents you want to quickly find in OneDrive.

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Site Folders

The Sites Folders content portion is the storage place for documents links to the Sites application of Office 365.

Documents for your blog, etc. are stored in this location.

Recycle Bin

The Recycle Bin is the storage place for deleted OneDrive documents. The name of the document, date it was

deleted, and other information can be viewed on this page.

Deleted documents can be recovered by checking each document to be saved and then clicking

“Restore Selection.”

Clear the deleted document list by clicking “Empty Recycle Bin”

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Documents that have been cleared from the Recycle Bin are stored in the Second-Stage Recycle Bin for

93 days.

Saving Office 2013 Documents Directly to OneDrive

Documents can be created in the Office software installed on your computer and then saved directly to

OneDrive.

1. In the document, click “File.”

2. Click “Save As.”

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3. If you have not synced OneDrive to your computer, click “Add a Place.” If you have synced OneDrive to

your Computer, skip to step 4.

Type your FWISD email address. Click “Next.”

Type your FWISD password. Click “Sign In.”

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4. “OneDrive Fort Worth ISD” will now be a possible “save as” location. Click “OneDrive Fort Worth ISD.”

5. Click “Browse.”

Click “Documents” and then “save.”

Your document will then begin to upload to OneDrive and will be accessible online. Additionally,

“OneDrive Fort Worth ISD Documents” will now be a “save as” location for your Office documents.