Overview

(Important Information)

About this Document

This document is intended to help you through the go-live process. Refer to this
document to help you configure your computer and mobile devices, and use Outlook Web
Access.

Common Tasks

Here youll find common tasks that cross all the services included with Office 365.

Accessing the Portal

Most activities with Office 365 are accessed from a single website -- the portal.

1. Log In
Navigate to
portal.office.com and log in
with your new credentials.
Click the "Keep me signed
in" checkbox to speed up
this process in the future.

2. Interface overview
If you click the gear icon
youll see options for the
application youre currently
in, or a shortcut for general
Office 365 settings.

3.
Click the grid icon in the top
left to access the app
drawer. Here you will find
Outlook, Calendar, People,
Newsfeed/Yammer,
OneDrive, Sites
(SharePoint), Tasks, and the
Office Online Apps. (Delve
and Video may not be there
and Admin will not be there)

4.
You have the option to pin
up to 3 apps to the nav bar
which will appear next to
the Gear menu in the top
right. Click the ellipses on
an app to open the context
menu and select Pin to nav
bar for the 3 apps you
access most often.

Changing Your Password

By default, Office 365 requires that you change your password every 90 days.
Once your password has expired you will be unable to access your email, SharePoint
sites, Lync, etc. You'll need to log into the Microsoft Online portal to change your
password before you can access data again.

1 Log In
Navigate to
portal.office.com and log in
with your new credentials.
Click the "Keep me signed
in" checkbox to speed up
this process in the future.

5. Change an Expired Password

If prompted, enter your
existing password and then
a new password. Note that
you'll need at least one
number and upper case
letter.
If you did not get this
prompt, continue to
manually change your
password.

6. Open Office 365 Settings

Click on the gear icon in the
upper right and then select
Office 365 Settings.

7. Change your Password

Click password and then
enter your old password and
confirm your new password.

Download Setup Software

All users should run the setup software on computers with Office 2010 that they intend to
use frequently. This software ensures that your local computer works properly with Office
365, particularly with SharePoint.

1 Log In
Navigate to
portal.office.com and log in
with your new credentials.
Click the "Keep me signed
in" checkbox to speed up
this process in the future.

8. Open Office 365 Settings

Click on the gear icon in the
upper right and then select
Office 365 Settings.

9. Open Software Menu

Click on Software in the
left menu.

10.Run the Desktop Setup

Click on desktop setup
from the left and then click
the set up button.

Using Outlook Web Access

(during the migration)

Accessing OWA

While youre waiting for your desktop to be configured youll use Outlook Web Access.

1 Log In
Navigate to portal.office.com and
log in with your new credentials.
Note: your username is your full
email address and your
password is typically
@password1 unless you have
reset it.
Click the "Keep me signed in"
checkbox to speed up this process in
the future.

2 Open Outlook Web Access

Click on the grid icon in the upper
left corner. Click Mail to open
Outlook Web Access.

3 Set your Time Zone

The next screen that you see will
ask you to select your time zone.
Selecting the correct time zone is
important to ensure that your
mail comes in and goes out with
the correct time stamp.

4 Change your Time Zone

If you accidentally select the
wrong time zone, you can change
it in the options. Click on the gear
icon in the upper right, then click
Options.

5 Change your Time Zone

Expand the General menu by
clicking on General and then
click Region and time zone.
Here you will be able to change
your default language, the date
and time format you use by
default, and your current time
zone.

Email in Outlook Web Access

Pinning and Hiding Apps

1 Open the App Drawer
Click the grid icon in the top left.

2 Click the Ellipses

Click on the ellipses in the top right
corner of an app. You will have the
option to pin the selected app to the
nav bar for easy access (you can
only pin up to 3 apps to the nav
bar), or unpin the app from the app
drawer. You can unpin any apps from
here that you dont use very often.

3 My Apps
If you click on My Apps at the
bottom right corner of the app
drawer, you will be given a list of all
the apps you have access to. If you
unpin an app from the app drawer,
you can still access it from My
Apps, as well as being able to pin it
to the app drawer again.

Display Settings
1 Open Outlook Web Access
Click the grid icon in the top left and
click on Outlook to open Outlook
Web Access.

6 Open Display settings

Select Display Settings from
the gear menu in the upper right.

7 Change message list settings

You can determine if the sender or
subject is listed first for each
message, and if a preview of the
message text is displayed.

8 Change conversation settings

Office 365 shows messages in a
single conversation (replies)
grouped together. You can
determine if the newest or the
oldest message shows up on top of
the list, and if deleted items are
visible.

9 Change reading pane settings

You can also configure if the reading
pane (the section that shows an
individual message) is on the right,
bottom, or hidden entirely.

Opening Another Mailbox

1 Open Outlook Web Access
Click on the grid icon in the top left
and click Mail to open Outlook
Web Access.

10 Review Available Mailboxes

Review the list on the left hand
side. Most mailboxes you have
access to will appear here.

11 Manually Open Another Mailbox

If you have permissions to access
another mailbox, but it is not visible,
you can manually open it by clicking
on your picture in the upper right
and then Open another mailbox
If you need to access a Shared
Mailbox, the process will be the
same.
Type the email address for the other
mailbox and click open.

Writing Email
1 Open Outlook Web Access
Click on Mail to open Outlook Web
Access.

12 Compose a new message

Click the new mail button in the
upper left.

13 Add recipients
Type an email address in the To or
Cc field to add a recipient. If you
want to look up a contact, start
typing, and then click the Search
Contacts & Directory button if the
contact does not appear
automatically.

14 Browse Address Book

You can click the Plus button all the
way at the right of the To line in
order to browse your contacts.

15 Attach a file, image, or signature

Click the Insert button and select
which kind of item youd like to
insert into the email.

Creating Folders
1 Create a new folder
Click on More under Folders to
access the full list of your folders.

2
Click the + next to your name (not
next to Favorites) to create a new
folder. It will prompt you to enter a
name for your folder. Press enter
after entering the name to save the
folder.

Moving Mail into Folders

1 Drag and Drop
Just drag a message into a folder in
order to organize your inbox.

Set Up Mail Forwarding

1. Navigate to Options
Click on the gear menu in the upper
right. Click Options.

2. Go to Forwarding
Click on Account to expand it, then
click Forwarding. Click Start
forwarding to enable mail forwarding.
Enter the email address you would like
mail to be forwarded to in the box. You
can also select whether you would like
copies of the forwarded messages to be
kept in Outlook Web App or not.

Using Out of Office

1 Open Outlook Web Access
Click on Outlook to open Outlook
Web Access.

16 Set Automatic Replies

Select Automatic replies from
the gear menu in the upper right.

17 Configure Automatic Replies

SETTING

DESCRIPTION

Dont 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 youll 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 in this box.

Calendar in Outlook Web Access

Accessing your Calendar

1 Open the Calendar
Click the grid icon in the top left and
click Calendar to open your
calendar.

Open a Shared Calendar

1 Open a Calendar
Right click on My Calendars on
the left and select Open calendar.

2 Enter email address

Type in the email address of the
person whose calendar you wish to
open.
Click open.

Sharing Your Calendar

1 Select the calendar to share
On the left hand side select the
calendar youd like to share with
others.

3 Share the calendar

In the upper right corner click the
SHARE button.

4 Select the user

Type the users email address or
name into the Share with box until
it appears in the list. Click on the
name to continue.
Alternatively you can just enter in
the full email address of the person
you want to share with.

5 Select the Permissions

Indicate which permissions youd
like them to have and click send:
Availability Only: Show them if
you are free or busy, nothing
else
Limited Details: Show them
the title of events
Full details: Show them
everything
Editor: Allow them to edit
events
Delegate: Allow them to
manage your calendar if you
won't have access for any
reason
Note: more detailed permissions
can be set using the full Outlook
client.

Contacts in Outlook Web Access

Accessing your Contacts

1 Open the People App
Click the grid icon in the top left and
click People to open your contacts
and directories.

Overview of Contacts
1 Personal
Contacts under My Contacts
reflect lists that you have personally
created and managed.

6 Directory
Contacts centrally managed by your
organization (including rooms, other
users, distribution groups, and
external contacts) appear under the
Directory heading.

Configuring Devices
(outlook and mobile)

Configuring Outlook for Windows

Office 365 supports both Outlook 2010 and 2013. These instructions were created with
Outlook 2010. The steps are the same for Outlook 2013 but screens may look slightly
different.

1 Open the control panel (with start

menu)

1. Open the control panel (no start

menu)

If you have a start menu, open it

and then click on Control Panel.

If you dont have a start menu

youre running Windows 8. Press the
keyboard shortcut below, or right
click on the Windows logo in the
taskbar, and then select control
panel from the list.
+x
(dont press the + key)

11.Change View to Icons

In Windows Vista, 7, and 8 use the
"View by:" drop down to change to
the Icon view (shown above)
In Windows XP use the "Switch to
Classic View" button in the left of the
window.

12.Open the Mail Control Panel

Open the "Mail" control panel

13.Open Profiles
Click "Show Profiles..."

14.Add a New Profile

Click "Add..." to create a new profile.
Name the profile "Office 365".
Click "OK".

15.Enter your E-Mail Address

Enter your e-mail address and click
"Next".

16.Enter Your Password

If prompted, enter your password,
check the "Remember my
credentials" box, and click "OK".

17.Click Finish
Click Finish.

18.Change Default Profile

From the "Always use this profile
drop down select "Office 365".

19.Complete The Setup

Click "OK".

Configuring Outlook 2011 for Mac

Office 365 supports Outlook 2011 for Mac. These instructions were created with Outlook
2011 for Mac. We do not support Outlook 2008 for Mac.

1 Open Outlook 2011 for Mac

Once Outlook 2011 for Mac is
opened, go to the Tools option and
select Accounts from the menu.

2. Add Exchange Account

Click on the Exchange Account Icon
to add your Exchange (Office 365)
account to Outlook 2011 for Mac.

20.Enter Login Credentials

At the next dialog, enter your email
address. Make sure User Name and
Password has been selected as the
Method.
For the User name, enter your entire
email address, along with the
password.
Lastly, make sure Configure
automatically has been checked off
before clicking Add Account

21.Confirm Prompts
If any other prompts pop up during
this process, click Allow, making
sure to have Always use my
response for this server checked
off.
After this, Outlook 2011 for Mac will
have been setup successfully.

Configuring Your Mobile Device

You can use Office 365 with any device that supports Microsoft Active Sync. Youll need to
check with your device manufacturer to confirm support. Note that different wireless
providers have different versions of the same hardware.
In general, any iOS device and most Android devices support Microsoft Active Sync.
Blackberry devices do not.
Because of the vast array of hardware in the marketplace, we cannot provide
detailed instructions for all devices. However, Microsoft provides instructions
for many mobile devices. You can find these instructions at the following
location. Use the Set up Exchange ActiveSync instructions for your device.
https://support.office.com/en-au/article/Set-up-a-mobile-device-using-Office-365-forbusiness-7dabb6cb-0046-40b6-81fe-767e0b1f014f
In General, use the following settings when configuring your mobile device:
Server: outlook.office365.com
o

NOTE: If this does not work, refer to Error: Reference source not found on page
Error: Reference source not found for instructions on manually retrieving your
server name.

Username: your full email address ([email protected]).

o

NOTE: If this does not work try <yourdomain>\<youraddress> (ex:

npcloud.org\[email protected])

Password: Your Office 365 password

Use SSL Encryption: Yes