1. A Short Guide to Office 365
Full Roll out:August1, 2015
Basics we will cover:
• GettingAround Office 365
• SendingEmails
• Sorting receivedemails
• UsingInstant Messaging
• Usingthe Office 365 Calendar
• OneDrive and Other Useful Apps
Getting Around Office 365
Today, we will explore yournewOffice 365 account,a centralizedgroupof software programsthat
allowyouto manage email,keep trackof events onyourcalendar,InstantMessage yourcoworkers,
create and share filesacrossmultipledevices,andcollaborateondocumentcreationusingscaled-down
versionsof familiarMicrosoftOffice programs .Let’sdoit right!
Log in to your Office 365 account
1. Go to the loginscreenonline, http://www.owa.okfb.com ,andenteryournew username and
password.
2. The online screenloads toyourOffice 365 home screen, completewithappicontiles depicting
all of the programsincludedinthe Office 365 package.We will be focusing primarilyonthe
online email account(Outlook365) and the Calendarapp.We will touchonOnedrive andother
apps inOffice 365.
Your Office 365 Navigation Bar Online
All screens have atop toolbar,or navigationbar,thathelpsyoujumpfromone Office 365 productto
another,andaccess universal functionsof youraccount.Let’sexplore thispart,first.

2.  Notifications—Bell-shapedbuttonthatchimestoremind youof appointments,etc.
 Settings—Cog-wheel shapedbutton;Adjuststheme,password,profile,and otherfunctions.
 Helpand support—Questionmarkshapedbutton
 IM Availability—Narrow vertical barthatindicatesbycolorwhetheryouare loggedinto
messengerandwhatyourstatusis,i.e.Available,Busy,InaMeeting,etc.
 Profile picture—Putsaface to a name in emailsandIM,accessesthe IM service insome of the
Office programs,SelectsIMstatussettings,andletsyousignoutof Office 365.
 GridButton—Quicklyaccessotherproductsinthe Office 365 package witha drop-downmenu.
 Office 365—Takesyou to a home screenwithaccessto all of the Office 365 products,whichappearas tile
iconsinrows across the bottomof the screen.Youwill alsofindnews,advertisements,andother
informationonthis page.
 Program Name—Tellsyouwhichproductyouare currentlylookingat;isnot a clickable link.

3. Activity1—AddProfileImage
1. Clickon the greyed-outprofileimage iconinthe upperright.
2. Clickthe Change buttonunderthe profile image icon.
3. Selectanimage fromyour computerfilesusingthe file folderbutton.
4. ClickSave to choose the image andmake it public.
Using Outlook365 Online
Outlook365 isyour newemail account
1. On youronline Office 365home screen,locate the Outlook365 Icon
and click itto openthe email account.
2. The Navigationbarat the topof the screen isessentiallythe same,
exceptthatthe SettingsandProfile Picture buttonsnow have some
email- andInstantMessenger-specific functionsintheirmenus.
3. Outlook365 has three workingcolumns:The inbox andfolderson
the left,receivedemailsinthe centercolumn,and space forreadingor
composingemailsonthe right.
Left Vertical Column (from the top)
4. NewEmail Button—Otherwiseknownasthe compose button.
5. Search Mail and People—Anadvancedsearchengineforyourinbox.
a. Searchyour inbox and specificfoldersbywordsinthe title and
bodyof the email.
b. Searchfor people you’ve emailed,orsearchthe company’s
directory.
c. Search bytime frame.
d. Whenyou are done searching,clickthe Xnexttothe magnifying
glassiconto close it.
6. Folders—Besidesthe familiarInbox,Drafts,andSentfolders,
youcan create otherfolders tosort savedemails.
a. The New Folderbutton+ is onlyvisibleonhover(if
your mouse isinthe vicinityof the Folderbutton).
b. Favorite Foldersvs. FoldersUnder[Your Name]—Under
the Foldersheading,there are twosubfolderscalledFavoritesand[YourName]. If you
have manyfolders, all foldersappearunderyourname,but some can be hidden until
the rare instance whenyouneedthem.Inthatcase,you can favorite foldersyouwant
to see,andtheywill display underthe favoritessubfolder.More onthat ina moment.
c. Read vs. Unread—Afterthe namesof the folders,there will oftenbe atinynumber,
indicatinghowmanyunreademailsare inthisfolder;this isnotthe total numberof

4. emailsinthe folder,butisuseful if youare lookingfornew emailsthathave beensorted
to a folderautomatically.
d. Deleted—Thisfoldercontainseverythingyouhave everdeleted(inotherwords,it
wasn’tcompletelydeleted).If youwanttopermanentlyandirretrievablydelete an
email,youwill have toopenthisfile folderand individuallyorcollectivelydelete emails.
7. Groups—Create groupsof people youcanemail atone time.The companyhasoffice group
email addresses,butyoucan make a group of individualsyouare workingwithona projector
committee forinstance,andemail themall atonce.
a. Create or Browse Groups—These buttonsallow youtosetupa new one witha name
and othersettingsyouassign,orbrowse throughgroupsothershave createdinthe
system.
b. My Contacts—Showspeopleyouhave inyouraddressbook,althoughthismaynotbe
all the people youemail regularly.
c. Directory—Showsthe entire organizational emaillist(includingpeopleyoudon’tknow),
withsortingandnarrowingsearchfunctions. AlsocalledPeopleonthe Home menu.
d. To Exit Groups—Once youare inside Groups,the onlywaytoescape isto clickthe Grid
buttoninthe topleft,andthenthe Outlookicon.
Central Vertical Column (from the top)
1. Conversationsby date—Thissmall drop-downmenuallowsyoutoresortthe emailsinthe
folderyouare lookinginbydate (oldesttonewestandvice versa),sender,size,etc.
2. All,Unread,To Me,Flagged—Anadditional sortforemailsinthe folderyouare currently
lookingin.
3. Check boxesbeside emails—Allowsyoutoselectmultiple emailstosortintofolders,delete,
etc. Delete onlymovesittothe deleteditemsfolder.
4. Paperclipicon on email—Indicatesthatthatone containsan attachment.
5. Flag and trash can icons—Onlyvisible on hover.Allowsyoutoflagor sendto trash without
evenopeningthe email.
6. Drag and Drop—If you wantto manuallymove one email oragroup of emailsyouhave
checkedintoa folder,youcandrag and drop themintothe foldertothe left.
Right Vertical Column (from the top)
1. NestingArrows Icon—(Topright) Expandsorhideschainedemail conversationswhentheyare
open.
2. Reply,Reply All,Forward—These functionsare fairlyself-explanatory.If youforgethow many
curvedarrows meanswhichthing,theyare explainedonhover.
3. Three dots—Givesyoumore options.
a. Reply/ReplyAll byIM
b. Delete
c. Categorize (acolorsortingfunction)
d. Mark as Junk
e. Openinseparate window

5. f. Create SortingRule
g. Viewmessage Details
4. Mark as Unread (helpswithsortinginthe central column)
5. Email To/From, recipientslist,and attachments are at the topof a receivedemail
6. Logged intoIM—Youwill see acoloredstripbeside the Sender’s profile imageindicatingtheir
status
Create an Email
1. Findthe compose button, onyour far left.Thisopensthe email onthe farright.
2. Alternatively,click onanopenemail onthe far right.
3. The top part of the compose pane onthe rightnow has several icons
a. —sendsthe email
b. —Throwsawaythe email youwere workingon.Please note,itappearsinyourdraft
folderevenafteryoudiscardit.
c. —Addsanattachmentfromyour computeror OneDrive
d. —Apps.Inthiscase,it accessespremade template emails,andyoucan setup your
ownby clickingonthisbuttonand fillingone out.
e. —Your“more options”button.Thisone accessesBcc,setsimportance,andwith
the showemail optionsbutton,youcanencryptemailsorsetthemto senda deliveryor
readreceiptto yourinbox.
Activity2—Createa Signatureline
1. Clickthe cog wheel onthe navigationbarat the top of the screen.
2. ClickOptions.
3. Scroll downon the leftcolumnuntil youfindEmail SignatureunderLayout.
4. Write up yoursignature line.
5. If you wantyour signature line inboxes,youcaninserta table andformatthe textinthe cells.
6. Addan image (suchas the Farm Bureaulogo) by dragginganddroppingitintothe box.
7. Is the image toolarge?Clickon itand choose Small or Bestfitand see if thathelps
8. Whenyouare done,clickSave.
Activity3—Email aCoworker
Email someone else inthislabwiththe followinginformation:
 Title mustinclude the wordTest
 Bodyof the email mustinclude the wordElephant
 Must have an attachment
 Must Bcc the instructor

6.  Must be of elevatedimportance
 Must have a signature line of some kind
Activity4—IM a Coworker
1. Turn on IMby clickingonyourprofile image andsigningin/markingyourself available.
2. Openthe email youjustgot froma coworker
3. Clickon thatperson’sprofile picture
4. Clickthe speechbubble iconwhichsaysSendanInstantMessage
5. IM thisperson.
6. Nowuse the search functioninthe upperlefttolookforanothercoworkerinthisroom
7. IM them.
Activity5—AddIndividualsto yourContactlist
1. Findsomeone youwanttoadd to your addressbookbysearchingthe organizational directoryin
the upperleft.
2. ClickAddto Contactson the upperright inthe dialogbox that appears.
3. Fill outany additional informationyouwanttoadd,thenclicksave.
Accessing the Directory Throughthe People App
1. Clickthe Grid buttonon the Navigationbarinthe upperleft
corner of the screen.
2. Choose People.
3. You can use thisscreento sort and findindividualsinyour
personal contactslist.
4. ClickDirectoryonthe left.
5. ClickAll Users.Thisopensthe Organizational Directory.
6. Searchfor anotherpersonyouwantto add to your personal
addressbook.
7. Clickon thatperson’sname,thenclickAddtoContacts.
8. Clicksave.
Using the Online Office 365 Calendar
Nowthat we’ve familiarizedourselveswithOutlook365, let’stake a look
at the calendarapp,where we canschedule meetingsandevents,invite
otherpeople toviewourcalendar,andmore.
1. Navigate tothe Calendarbyclickingthe Gridbuttonin the upper
leftonthe Navigationbarand clickingthe CalendarApptile icon.

7. ChangeViews—SegmentsofCalendarsandHiding Calendars
2. The Office 365 calendartypicallyloadstoshow youthe currentmonth,but youcan switchthe
viewinthe upperrightcornerof the screento Day, WorkWeek,Week,orMonth.
3. Office 365 allowsyouto create several calendars,whichare
displayed overlaidoneachother.
4. Look at the leftside of the screenfor“My Calendars”and
“OtherCalendars.”Yourcalendarsare the ones onlyyoucan
see,andOtherCalendarsare the onessharedwithyouby
others.
5. Create a newcalendarbyclickingthe plussignbuttonto the
immediate rightof either“MyCalendars”or “OtherCalendars.”Name itandpopulate it. Itwill
nowappearon the leftside of yourscreen,andas a colorediconabove yourcalendar.
6. All calendarsare openat once unlessyouhide them.Hide thembyclickingthe checkbox that
appearsbeside the calendarwhenyouhoveroveritsname onthe left.
Activity6—Adding Eventsto the Calendar
1. Selectthe Calendaryouwantto addan eventto. This will insure thatyoureventispostedon
the correct one (a commonmistake).
a. The namesof calendarsthatare currentlyshowingwillbe listedandcolorcodedacross
the top middle portionof the screen.Clickonthe one youwant.
b. You can alsodo thisby making sure all calendarsare hiddenexceptthe one youwantto
add an eventto.
2. Eitherdouble clickthe date of the eventonthe calendar,or clickthe buttononthe
upperleftside of the screen.
3. The calendarloadsa formto be filledout.Youcan be as specificoras vague as youwant to be,
but be sure to at leastsetthe time,duration(1hour,3 hours,All Day,etc.) and name the event.
4. You can alsoset the eventtobe private,or setitup to be a repeatingevent.There are lotsof
optionsfordifferentkindsof repeatingevents(everyday,ThirdWednesday,etc.).
5. You can invite otherpeopletothe eventusingthe plussignonthe rightendof the Attendees
blank.Theirnamescome fromthe email/organizational directory.
6. To attach an agenda,clickthe 3 dots iconat the top of thispage and click Attach.
7. Checkfor schedulingconflicts(ifneeded),andfinallyclickSave.
Checking forSchedulingConflicts
1. Checkfor schedulingconflictsusingthe buttonatthe top of the
screen.Thiswill compare yourcalendarwiththe otherAttendees’sharedcalendars.

8. 2. ClickOKon the SchedulingAssistanttoreturnto the Eventscreen.ClickSave whenyouare
finishedfillingout oreditingthe eventdescription.
Editinga SavedEvent
1. Double clickonthe name of the Event.Thisopensa small informational window on the right.
2. Clickthe Editpencil buttoninthisscreen.
3. Change anythingonthe screen.Youcan evenchange the date of the eventhere,if necessary.
4. ClickSave to save changes.
SharingCalendarswithOthers
1. Make sure youhave selectedthe correct calendarbefore youproceed.Youcannotshare more
than one at the same time (thisisOffice 365’s safeguardagainstaccidents).
2. Clickthe buttonon the upperright cornerof the screen.
3. Enter the personor people’snames.Theywill be drawnfromthe OrganizationalDirectoryor
your addressbook.
4. Change the Subjectfieldorleave itthe same.
5. ClickSend.Thiswill sendanemail tothe recipients.
6. Theycan click ona linktoaccept the invitationandyourcalendarwill immediatelyshow upin
OtherCalendars forthem.
SharingEventsasEmails
1. Clickon the eventandselectedittoopenit.
2. Clickthe three dotsiconat the top of the Edit screen.

9. 3. ClickForward.Thisopensan email screen,whichcanbe filledoutjustlike anyotheremail,
includingsettingup BCC,importance,readreceipts,etc.
4. Clicksendtocomplete thisaction.
Viewingcalendarreminders
1. If an eventhada remindersetonit,Outlook365
will chime whenyouare loggedintoremindyou
aboutthe event. A numberwill alsoshow up
nextto the bell iconinyourtop navigationbar.
2. Clickthe bell icontoread the reminder.
3. You can Dismissthe reminder,Dismissall
reminders,orsnooze themindividually.
4. Clickon the eventanditwill openina pop-out
screen,ratherthan navigatingawayfromwhat
youare doing.
5. You can setonlyone reminderonthe calendar
for eachevent,soif it isurgentthat people
remembertoattend,don’tsetthe reminderup
too far outfrom the eventitself.
OneDrive and Other Useful Apps
Office 365 has several otheruseful apps,including
scaled-downversionsof the leadingOffice products,
Powerpoint,Excel,andWord;andOneDrive,acloud
storage app.
The primaryfocus of OneDrive andthe scaled-downOfficeproductsissharing,collaboration,and
universal access.
SomeBenefitsofUniversal AccessApps
• These productsmaynot be as fancy as theirfamiliardevice-basedsoftwarecounterparts,but
theyare flexibleandworkonthe go.
• You can share and co-editdocumentswithotherpeople inreal-time,withoutthe delayed
response waitingforareplyemail.
• Download adocumentcreatedin Office 365 to the desktop-installedversionof thatprogramto
gainaccess to the more complex functionalityof the full software.

10. • OneDrive,the cloudstorage partof Office 365, acts like a hard drive thatisaccessible from
anywhere online.Thismeansthatyoucanview documentssavedinyourOneDrive fromany
computeror WiFi accessible device. Youcan eveninstall itasan app on your phone.
• Install OneDrive onyourdesktoptobe able tosave documentsdirectlytothe cloudwhile you
are workingona project.Nolostdata due to hardware computerproblems.Youcansync your
file acrossseveral devices.
• In the OneDrive app,youcan start new filesfromeachof the Office software products,share
fileswithothers,setupeditingpermissions,andevencreate sharablelinkstoyourdocuments
that allowread-onlyoreditingpermission.
SomeConsthat Comewith Universal Access
• Obviously,inordertomake thissoftware universallycompatible,some advancedfunctionality
was lost. Forinstance,youcannotuse a formulainExcel 365 that carriesdata between
worksheetsinaworkbook.
• There isalso greaterpotential forhacking,security,andlegal issueswithcloudstorage,versus
local discstorage.

11. Activities in this Worksheet
Activity1—AddProfileImage
5. Clickon the greyed-outprofileimage iconinthe upperright.
6. Clickthe Change buttonunderthe profile image icon.
7. Selectanimage fromyour computerfilesusingthe file folderbutton.
8. ClickSave to choose the image andmake it public.
Activity2—Createa Signatureline
9. Clickthe cog wheel onthe navigationbarat the top of the screen.
10. ClickOptions.
11. Scroll downon the leftcolumnuntil youfindEmail SignatureunderLayout.
12. Write up yoursignature line.
13. If you wantyour signature line inboxes,youcaninserta table andformatthe textinthe cells.
14. Addan image (suchas the Farm Bureaulogo) by dragginganddropping itintothe box.
15. Is the image toolarge?Clickon itand choose Small or Bestfitand see if thathelps
16. Whenyouare done,clickSave.
Activity3—Email aCoworker
Email someone else inthislabwiththe followinginformation:
 Title mustinclude the word Test
 Bodyof the email mustinclude the wordElephant
 Must have an attachment
 Must Bcc the instructor
 Must be of elevatedimportance
 Must have a signature line of some kind
Activity4—IM a Coworker
8. Turn on IMby clickingonyourprofile image andsigningin/markingyourself available.
9. Openthe email youjustgot froma coworker
10. Clickon thatperson’sprofile picture
11. Clickthe speechbubble iconwhichsaysSendanInstantMessage
12. IM thisperson.
13. Nowuse the search functioninthe upperlefttolookforanothercoworkerinthisroom
14. IM them.
Activity5—AddIndividualsto yourContactlist
4. Findsomeone youwanttoadd to your addressbookbysearchingthe organizational directoryin
the upperleft.
5. ClickAddto Contactson the upperright inthe dialogbox that appears.
6. Fill outany additional informationyouwanttoadd,thenclicksave.

12. Activity6—AddEventsto the Calendar
7. Selectthe Calendaryouwantto addan eventto. This will insure thatyoureventispostedon
the correct one (a commonmistake).
a. The namesof calendarsthatare currentlyshowingwillbe listedandcolorcodedacross
the top middle portionof the screen.Clickonthe one youwant.
b. You can alsodo thisby makingsure all calendarsare hiddenexceptthe one youwantto
add an eventto.
8. Eitherdouble clickthe date of the eventonthe calendar,or clickthe buttononthe
upperleftside of the screen.
9. The calendarloadsa formto be filledout.Youcan be as specificoras vague as youwant to be,
but be sure to at leastsetthe time, duration(1hour,3 hours,All Day,etc.) and name the event.
10. You can alsoset the eventtobe private,or setitup to be a repeatingevent.There are lotsof
optionsfordifferentkindsof repeatingevents(everyday,ThirdWednesday,etc.).
11. You can invite otherpeopletothe eventusingthe plussignonthe rightendof the Attendees
blank.Theirnamescome fromthe email/organizational directory.
12. To attach an agenda,clickthe 3 dots iconat the top of thispage and clickAttach.
13. Checkfor schedulingconflicts(ifneeded),andfinallyclickSave.