Office 365 workshop intro slides for workshop leaders

Office 365 Workshops for NonprofitsSetting Up Office 365: Hosted Email for Your Domain

Elijah van der GiessenOctober 2015

AGENDA

. © TechSoup Global | All rights reserved3

1. Introductions

2. Review of Workshop Goals

3. What is Office 365?

4. Step-By-Step Setup

5. Overview of Office 365 Email

AGENDA

Source: Johns Hopkins University

THE GOAL


Two hours from now…

Now…

[email protected]

[email protected]

6

You won’t look fly-by-night any more!

Who would you volunteer for? Who would you donate to?



Office 365 Overview

Office 365 Exists in the Cloud• Can be accessed from anywhere

Exchange• 50 GB of storage per mailbox• Shared calendars and mailboxes

Skype for Business• IM, Voice, Video, Presentations

OneDrive (for Business)• Personal storage in the cloud

Newsfeed/Yammer• Social collaboration tool

SharePoint• Document storage/information

portal


Today we will…

1. Apply for the Office 365 donation

2. Claim ownership of domain by modifying TXT records and setup email by modifying MX records

3. Create initial email accounts4. Review Outlook online5. Configure Outlook for desktop

and mobile6. Migrate old email (if there’s

time)

Hosted Email using Office 365


1: Apply for Office 365 donation


2: Verify Domain Ownership


3. Verify, Create accounts, and setup MX email records


Review Exchange Online

Hint: it looks and works just like other web-based email.


Office 365 Email Training


Agenda

IntroductionTopics of discussion• Creating/Sending/replying/forwarding messages• Signatures• Passwords• Calendars ( sharing and setting permissions)• Appointments vs. Meeting Request• Out of OfficeQ & AWrap up


Outlook Web Access Features

Mail• One-click access to filter messages• Inline compose• Drag and drop to add an attachmentCalendar• Merged calendars views


Passwords

Each user has the ability to reset their own password from their Outlook web access (OWA)If you forget your password your administrator will need to reset it for youMicrosoft enforces a strong password policy

Password policy requirements:• 8 -16 characters maximum• Password cannot contain the

username alias (part before @ symbol)

• Must be a strong password which requires 3 out of 4 of the following:• Lowercase characters• Uppercase characters• Numbers (0-9)• Symbols (see password restrictions

above)


Outlook Web Access - Email

1. Create a new message by clicking icon new mail.

2. Folders. The folder list includes the folders in your mailbox and Favorites.

3. Search window. Type what you want to search for here.

4. List of messages in the current folder.

5. The reading pane, where the conversation that you’ve selected is displayed.


Outlook Web Access - Calendar

1. Create a new event by clicking

2. Use the calendars to navigate from one date to another.

3. You can view more than one calendar at a time.

4. This is another area that you can use to navigate from one day to another.

5. The main window, where calendars will be displayed.

6. Select the view you want, and share or print your calendar.


Appointments, Meeting Request and Reminders

Appointments are activities that you schedule in your calendar that don’t involve inviting other people or reserving resources, such a conference roomMeetings includes other people and can include resources, such as conference rooms. You’ll get responses to your meeting requests in your Inbox.Reminders pop-up an alert window so you don’t miss an important deadline. You can add or remove reminders for almost anything in Outlook, including email messages, appointments, and contacts.


Outlook Web AccessCreating An Appointment

1. Enter a short description of the event.2. Add a location if you want.3. Select the starting date and time.4. Select the duration. Select All day for an all-

day event. All-day events appear at the top of the calendar.

5. Use Show as to choose how you want the time to appear on your calendar.

6. Change or turn off the reminder.7. If you have more than one calendar, choose

which calendar to save it to.8. Set a repeating pattern if you want this event to

repeat.9. Mark it as Private if you don’t want anyone

you’ve shared your calendar with to see the details.

10. Use the Notes area to add any other information you want

11. Click Save to save your changes or Discard to cancel


Outlook Web AccessCreating A Meeting Request

1. You can type names directly in the Attendees field to add them.

2. Enter a location, or select Add a room to see a list of available conference rooms from your organization’s address book. Select Scheduling Assistant to show the calendars of attendees. You can also add or remove attendees and automatically schedule resources such as conference rooms.

3. To see the availability of attendees and conference rooms, select Scheduling Assistant. When you’re done, click OK to save your changes or Discard to cancel. Either will take you back to the event form where you can make any other changes you want before sending. If online meetings are enabled for your account, you can add an online meeting link by selecting Online meeting.

4. If online meetings are enabled for your account, you can add an online meeting link by selecting Online meeting.

5. By default, Request responses is turned on, but you can turn it off if you don’t want to know who has accepted or declined the invitation. If you leave request responses on, you’ll receive a message as each attendee accepts or declines your invitation.

6. Click Send to save your changes and send the invitation to the attendees or Discard to cancel


Outlook Web AccessSharing your calendar

1. Enter the name of the person you want to share your calendar with in the Share with box. Outlook Web App will automatically search for them in the address book.

2. After they’ve been found, they’ll be automatically added to the list of people to share with. You can add as many people as you want.

3. Choose how much information you want to share. Full details lets that person see all the information about events on your calendar, except events that you’ve marked as Private. Limited details will show the subject and location. Availability only shows only that you have an event at a particular time, but no other details. Private events will always show only as busy.

4. You can edit the subject if you like.5. If you have more than one calendar, choose which

you want to share. Most people share their default calendar (called Calendar), but you can share any calendar that’s part of your mailbox.

6. Click Send to send the sharing invitation to the people you’ve added Discard to cancel.


Out of OfficeOutlook Web Access

Setting Description

Don’t send automatic replies Select this option to turn off automatic replies.

Send automatic replies Select this option to turn on automatic replies.

Send replies only during this time period

Select this check box, and then enter a start time and end time to control when automatic replies are sent. If you don't set a time period, your automatic reply will remain on until you turn it off, and you’ll be reminded you have automatic replies turned on each time you sign in to your mailbox.

Send a reply once to each sender inside my organization with the following message:

Use this box to create a message that will be sent only to senders who are inside your organization. This option may not be available.

Send automatic reply messages to senders outside my organization

Select this check box if you want automatic replies to be sent to senders outside your organization.

Send replies only to sends in my Contacts list

Select this to limit automatic replies to senders who are in your Contacts folder. Senders who aren't in your Contacts folder won't receive the automatic reply.

Send replies to all external senders Select this to send your reply to all senders outside your organization.

Send a reply once to each sender outside my organization with the following message:

If you've selected Send automatic reply messages to External Senders, enter the reply you want sent

To turn on or modify automatic replies, go to the gear icon then Options > Organize email > Automatic Replies.


A few things to remember

OWA does not allow for images in your signatureOWA is automatically updated no need to hit send/receive to get new emailIf you use OWA in one location it will automatically update in the next location as well as on your desktop, phone or tabletWhen changing your password in OWA the screen will refresh and show blank boxes but will not load a new/different screenIf you shared your calendar with folks prior to office 365 you will need to re-share again.


Q AQuestions?


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Office 365 workshop intro slides for workshop leaders