microsoft office 365 power user training - key business scenarios that drive o365 adoption - atidan
TRANSCRIPT
Office 365 Power User Training:Key Business Scenarios that Drive O365 Adoption
Note: Not updated with Skype for Business –
Sorry!
David Rosenthal
CEO, Atidan
April 28, 2015
Microsoft Technology Center, New York City
Office 365 Customer Success Centersuccess.office.com
Training Resources: success.office.com/resources
Get it done from anywhere
Get Office on up to 5 devices.
Work together seamlessly.
Make work shine.
Usage Scenarios Positioning and Messaging Framework
Get it done
from anywhere
Open Word,
Excel, or
PowerPoint and
create a new
document
Save, edit, and
share Office
documents
from anywhere
View Office
documents on
a mobile device
OneNote from
anywhere
Getting it done
quickly with
Office Online
Install Office using Office 365 for
Business
Install apps on your mobile devices
Working with Office documents in a browser or mobile app
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Working with Office documents in a browser or mobile app
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Email and calendar on the go
Do more with email.
Take control of your inbox.
Simplify scheduling.
Usage Scenarios Positioning and Messaging Framework
With Office 365, you have easy access to your email and calendar wherever you are—on your computer, tablet, or phone. To view your email or calendar on your computer, you can use Outlook or Outlook Web App. To view your email or calendar on your phone or tablet, you can use Outlook Web App or a compatible app that’s on your device (such as an email and calendar app).
• Outlook is an application that you install on your computer.
• Outlook Web App is the browser-based version of Outlook that you can access over the internet, on just about any device.
For more information, see Compare Outlook and Outlook Web App.
In this training deck, we focus mostly on things you can do in Outlook Web App. However, we also provide links to information about Outlook.
View your
View your
calendar
Change your
theme
Set up an
automatic
signature for
your email
Find or add a
contact
Schedule a
meeting
Share your
calendar with
others
Set up
automatic
replies for
when you’re
unavailable
more
View a shared
calendar
Search your
email or
calendar
Assign tasks for
yourself or
others
Get additional
resources and
information
With Office 365, you can view your email on your computer, tablet, or phone.
• On your computer, you use Outlook.
• On your phone or tablet, you use an app.
• On just about any device, you can access your email in a browser window using Outlook Web App.
Compare Outlook and Outlook Web App
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http://portal.office.com
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• Outlook 2013
• Set up emailView your email
Outlook provides a calendar that you can use to schedule your meetings and appointments. Your calendar will remain up to date across all your devices where you’re using Office 365.
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• Outlook 2013
• Set up emailSee your calendar
You can easily change the theme you use for Office 365. Choose from a wide variety of colors and patterns to make Office 365 your own.
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Change the Office theme
One way to put Office 365 to work for you is by adding an automatic signature to your email. This is useful when you don’t want to type your contact information at the end of every message. It also helps maintain consistency across the messages you send.
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• Create and edit email signatures
• Create a signature
You can set up automatic replies to let people know when you’re unavailable. You can specify a time range for your automatic replies, and even specify different messages for different groups.
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Set up automatic replies
When you first sign into Office 365, it might look like you have no contacts at all. You do have access to people in your organization even if you’re not sure where they are at first.
A good place to start is by finding people in your organization, then you can add them to your contacts list. You can also add external people as contacts.
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• Add and use contacts
• Find a contact
Use your calendar to stay organized by having your meetings and appointments in one place, available across all your devices. In just a few clicks (or taps), you can set up a meeting with someone or an appointment for yourself, and get reminders ahead of time so you don't miss anything.
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6.• Schedule a meeting
with other people
• Create a meeting or appointment
With Office 365 you can share your calendar with anyone inside or outside your organization. When you share your calendar with someone inside your organization, they will be able to add it directly to their calendar view in Outlook or Outlook Web App. People outside your organization will be sent a URL that they can use to view your calendar.
Note that Calendar sharing may not be available for your account, or may be limited to people in your organization.
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• Share an Outlook calendar with other people
• View and share calendars
Others can share their calendar with you, and depending on the permission they give you, you’ll be able to view their calendar, edit it, or act as a delegate for meeting requests.
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• Share an Outlook calendar with other people
• Open a shared calendar
There are multiple ways to search for your email messages, people or calendar items.
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• Search for Calendar items Search for messages
• Find items in Outlook by doing a basic search.
You can use tasks to set up a to-do list for yourself that's available on all your devices. And, if Outlook is installed on your computer, you can assign tasks to other people.
1. Office 365
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Stay focused with My Day.
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• Outlook Web App options on a mobile device
• Learning roadmap for Outlook for Mac 2011
• Training courses for Outlook 2013 for windows
• Working with your email, calendar, and contacts on your Android Phone
• Working with your email, calendar, and contacts on your iPhone
• Working with your email, calendar, and contacts on your iPad
• Working with your email, calendar, and contacts on your Windows Phone
Store, sync, and share your work files
Edit files from anywhere.
Securely share with others.
Find shared documents fast.
Usage Scenarios Positioning and Messaging Framework
Drag and drop
files to
OneDrive for
Business
See your files
from other
devices
Save and open
files
Sync your files
with your
computer
Share files with
others
Work together
at the same
time
Manage your
files in
OneDrive for
Business
OneDrive for Business is the place where you can store, share, and sync your work files and then get to them from anywhere on virtually any device. The first step is to drag some files to OneDrive for Business in a browser.
In this module, you’ll learn how to:
• Drag files to OneDrive for Business
• Upload files to OneDrive for Business
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Sharing files with others
After you upload files to OneDrive for Business, you can see them from other devices by just signing into your Office 365 site in your browser, and then clicking OneDrive.
In this module, you’ll learn how to:
• See your files from other devices
You can work with the files you store in OneDrive for Business right from Word, Excel, PowerPoint, and other Office desktop apps. There's no need to go to your Office 365 site in a browser.
In this module, you’ll learn how to:
• Save a file
• Open a file
• Add a place to save a file
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Working with Office documents in a browser or mobile app
Sync OneDrive for Business to your computer, and then get to your files in File Explorer instead of in a web browser. All your changes sync to OneDrive for Business whenever you’re online.
In this module, you’ll learn how to:
• Sign in to your site
• Sync your files
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download the OneDrive for Business sync app
Sync OneDrive for Business or site libraries to your computer.
After you sync your OneDrive for Business files with your computer, you can manage your files like other files on your computer. You move, rename, and delete your files the same way you're used to, except the changes you make to OneDrive for Business files sync to all your other devices. So if you delete a file here, it's deleted everywhere.
In this module, you’ll learn how to:
• Copy or move a file
• Rename a file
• Delete a file
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When you store your files in OneDrive for Business, you can share with others from any device by going to your Office 365 site. Or you can share right from Office without even going to Office 365 in a separate window. Whichever way you share Office files, you can work with others at the same time they work and see changes as people make them.
In this module, you’ll learn how to:
• Share a file with everyone from a site
• Share a file with individuals from a site
• Share a file from an Office desktop
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When you store and share your files in OneDrive for Business, you can work with others at the same and avoid reconciling multiple versions of your files. Work together from either the online or the desktop versions of Word, PowerPoint, or OneNote. For workbooks, use Excel Online. If someone opens the workbook in the Excel desktop application, the workbook can’t be edited in Excel Online until it’s closed again in desktop Excel.
In this module, you’ll learn how to:
• Work with others at the same time
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For more information about OneDrive for Business, see the following resources:
• Store and Share Documents Quick Start Guide
• Sync OneDrive for Business or site libraries to your computer
Get the OneDrive for Business mobile app for your device
Find more Learning Paths at the Office 365 Learning Center
Run more effective meetings
Meet from anywhere.
One place for meetings.
Present and take notes.
Usage Scenarios Positioning and Messaging Framework
Find and add
people to your
contact list
Check presence
status and send
an IM
Start an ad hoc
Lync Meeting
Schedule a
Lync meeting
Join a Lync
Meeting from
your phone
Share your
screen
Upload and
share a
PowerPoint
presentation
Use video in
your meeting
Join a Lync
Meeting
more
Use OneNote
to create and
share meeting
notes
Record your
meeting
Manage
meeting
participants
Additional
resources
Your Lync contacts are the people you communicate with most frequently. You can add anyone from your company to your contact list, and if your organization allows it, you can also add external contacts:
• External Lync users - Admins in both your and the other person’s company must allow external communications.
• Skype users - Must be signed in to Skype with a Microsoft account (formerly Windows Live ID), such as [email protected].
Add a contact in your organization
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Add contacts and create groups in Lync
Add a contact outside your organization
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Lync is great for keeping you current of everyone's availability. Presence information includes your contacts' availability status, such as Available, Busy, or Away, and a presence indicator that is color-coded, such as green, yellow, or red.
Lync IM is an efficient way to connect with your contacts in real time and on a moment’s notice. Less formal than email and faster than a phone call , IM is tough to beat for speed and ease of use.
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Use presence to help manage your time in Lync
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Use instant messaging in Lync
Start an ad hoc meeting to discuss a subject that requires immediate attention, without having to schedule one in Outlook.
Just select the people you want to meet with and start an impromptu meeting, or simply convert an IM conversation to a meeting.
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Use Lync Meetings to meet and collaborate with your colleagues, no matter where they are. You can set up Lync Meetings in Outlook or Outlook Web App, similar to how you schedule regular meetings.
The meeting link and call-in numbers are automatically added to the meeting request.
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Schedule a meeting in Lync
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Who gets in directly? What happens Recommended when…
Only me, the meeting
organizer
You are the only one who gets
into the meeting directly.
Everyone else has to wait until
admitted.
You have a high security
meeting and confidential
information.
People I invite from
my company
Only people who were invited join
the meeting directly. Everyone
else has to wait until admitted.
You’re discussing
confidential information,
and want to only allow
specific people to join.
Anyone from my
organization
Anyone from your company can
get in to the meeting directly,
even if not invited.
You don’t have external
participants and you are not
discussing confidential
information.
Anyone (no
restrictions)
Anyone who has access to the
meeting link gets in to the
meeting directly.
You’re inviting outside
participants and you’re not
discussing confidential
information.
Other options
• Callers get in directly – People
who call in with a phone get
connected directly.
• Announce when people enter
or leave – Everyone can hear the
names as people come and go.
Who’s a presenter? What happens Recommended when...
Only me, the meeting
organizer
Only you as the
meeting organizer will
have presenter
permissions.
Use when the participants don’t
have to interact with the meeting
content. You can designate
additional presenters during the
meeting if you change your
mind.
Anyone from my
organization
Anyone from your
company will be a
presenter.
Suitable for casual meetings with
your teammates, where all
participants can share and
modify content.
Anyone (no
restrictions)
Everyone you invite will
be a presenter.
Use when you have external
participants and want them to
present.
People I choose You and the people you
choose.
Pick this option when you want
specific people to be presenters.
Choose presenters
• When you select People I choose, select Choose
Presenters and move them from Attendees to the
Presenters side.
• External invitees and distribution lists can’t be
added as presenters with this option, but you can
give presenter permissions to individuals when
you are in the meeting.
Limit participation
• If you are setting up a large event or want to
eliminate interruption, you can mute all attendees
or prevent them from using their webcam.
• These settings apply only to attendees. Presenters
can always share audio and video in the meeting.
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You can join a Lync Meeting from anywhere, such as your office, an airport, a coffee shop, hotel, or your mobile device, as long as you have access to the Internet.
The best option is to use the Lync client if you have it installed, otherwise you can use Lync Web App or just call into the meeting from a phone.
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Set up and test Lync audio
Set up your audio in Lync
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Call into a Lync Meeting Join a meeting using Lync
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If you’re on the go, you can use the Lync app to join a meeting from your phone or tablet.
Once you join, you’ll be able to hear the meeting audio, see the video of other participants (if they’re using video) and, on most devices, view the meeting content.
Lync 2013 for iPhone
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Lync 2013 for iPad
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Lync app
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Lync app
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If you are a presenter, you can show your entire desktop or just selected programs to everyone in a Lync Meeting. If the sharing option is unavailable, ask one of the presenters to give you presenter access.
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Share your desktop or a program
You can open your presentation on your computer and share your screen, which is fast and easy. But if you upload your presentation in the Lync Meeting, you can annotate slides, see presenter notes, switch presenters, let others view the slides privately, or have someone else take over as a presenter to help you during the meeting.
You can even make the slides available for downloading to all attendees to review after the meeting.
1. Point to the presentation (monitor) icon, then select PowerPoint
and upload the file that you want .
2. To move the slides use the arrows at the bottom of the meeting, or
the arrow keys on your keyboard. You can also use the Thumbnails.
3. Select Notes to see your presenter notes, (only visible to you).
4. If a slide contains a video, hover over the slide to unhide the video
controls, such as Play, Pause or Stop to start the video. The audio
plays for participants who used computer audio when joining.
5. Press F5 on your keyboard to go to full screen view, and Esc to go
back to normal view.
6. Use the Annotation tools to draw, stamp, highlight, and so on.
Modify permissions for the participants to annotate, view
privately or download.
1. Select More Options (…) > Lync Meeting Options.
2. Choose the permissions on annotations and view options:
• Who can annotate PowerPoint presentations
• Who can look at content on their own
3. Hover over the presentation icon, and select Manage
Presentable Content.
• Choose an option from the Permissions menu.
• Select More, to take other action, such as rename,
send to OneNote, or Save.
Enhance your meeting experience and keep people interested by adding video to your Lync Meeting. Remember to set up and test your camera before the meeting to make sure it’s all ready.
1. Hover over the camera icon and select Share My Video.
2. To see the video window outside of the meeting, select
Pop out people region.
3. To end video, hover over the camera icon and select an
option:
• Stop Sharing My Video ends your video, but you can
still see other participant’s videos.
• Leave video ends all the videos for you, but you’ll still
have audio.
See the next slide to learn about the video controls.
• Select Pick a Layout, and choose an option, Gallery View , Speaker
View , Presentation View , or Compact view.
• To manage the participants, right-select on their video or photo:
• Mute, Unmute, Remove from the meeting.
• Lock the Video Spotlight – turns off video/photo of everyone
other than the person in the spotlight.
• Pin to Gallery - Keeps a participant visible in the Gallery View until
unpinned.
• Select Pop out people region to see the videos or photos in a separate
window.
• Select Full Screen View, for a large view of the videos or photos.
• Select Pop in people region to go back to normal view
Pick a Layout
Pop out people region
You usually need to take notes in a meeting, whether it’s about tracking attendees, documenting the discussion, or listing action items. Lync lets you take private notes or add shared notes that you can co-edit with participants. When given permission, everyone can access and modify the notes in the shared location.
See Create a notebook on OneDrive to set up and share a notebook.
1. Point to the presentation icon and select the OneNote tab.
2. Select My notes to take your private notes on your computer.
3. Select Shared Notes, and select a section in the note picker, which
shows notebooks previously opened on your computer.
Selecting a section instead of a page lets you create a blank
page in that section. You can also search for a page in the
available Search box.
The page you select docks on your desktop and participants
receive a notification in the meeting about the notebook.
Participants can then open the notes on their local computer
and contribute information if they have permission on the
notebook.
Lync recording captures audio, video, instant messaging (IM), application sharing,
PowerPoint, and whiteboard.
1. Select More options (…)> Start Recording.
2. Use the controls at the bottom of the meeting to pause, resume or
stop the recording.
3. Lync automatically saves the recording in a format that plays in
Windows Media Player and Zune.
4. Select Manage Recordings on the More Options menu, and
play, rename or delete the recording.
5. You can also select Browse to go to the location of the recording
and make a copy of the file to post on a shared location for
others to view.
More options
You can use the meeting tools to manage and collaborate with your participants. Some
options are available with individuals and others apply to all participants.
Manage Meeting ParticipantsPoint to the People icon (hover over, not select) to manage participants
individually or as a group.
• Under the Participants tab, right-select a person’s name and use the
options to mute, unmute, make presenter/attendee, or remove from the
meeting.
• Select the Actions tab then select an option:
• Invite more people to add additional participants.
• Mute Audience to eliminate background noise.
• No Attendees Video to block attendees from starting video.
• Hide Names to hide the names on the pictures.
• Everyone an Attendee if you have too many presenters.
• Invite by email to send email invitations to additional people.
Watch these short videos to learn more about Lync and how it can help you connect and collaborate
with others.
Videos about Lync for Office 365
Work like a network
Communicate across your organization.
Quickly identify expertise.
Break down silos.
Usage Scenarios Positioning and Messaging Framework
Sign in to the
Yammer
network
Edit your
Yammer profile
Accentuate the
positive
Follow along Join a group
Participate in a
group
Find answers
fast
Keep it going More tips &
tricks
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