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Microsoft Office 365 Power User Training - Key Business Scenarios that Drive O365 Adoption - Atidan

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Free your teams to work anywhere
Embrace the freedom to live life and work the way that’s best for both teams and individuals. Today’s business users want more intuitive technology, uninterrupted services, and the freedom to work when and where they need to. Office 365 helps take location out of the equation so that your employees can live life on their terms.

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Office 365 keeps people connected to one another, and to documents and data. Intuitive tools for online meetings, file storage and sharing, and team collaboration make it easy to connect and collaborate with colleagues whenever, wherever.

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Microsoft Office 365 Power User Training - Key Business Scenarios that Drive O365 Adoption - Atidan

  1. 1. 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
  2. 2. Office 365 Customer Success Center success.office.com Training Resources: success.office.com/resources
  3. 3. Get it done from anywhere
  4. 4. Get Office on up to 5 devices. Work together seamlessly. Make work shine. Usage Scenarios Positioning and Messaging Framework
  5. 5. Sephora Video
  6. 6. 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
  7. 7. Install Office using Office 365 for Business Install apps on your mobile devices
  8. 8. Working with Office documents in a browser or mobile app
  9. 9. 1. 2. 3.
  10. 10. Working with Office documents in a browser or mobile app
  11. 11. 1. 2.
  12. 12. 1. 2.
  13. 13. 1. 2.
  14. 14. 1. http://portal.office.com 2.
  15. 15. 1. 2. 3.
  16. 16. Email and calendar on the go
  17. 17. Do more with email. Take control of your inbox. Simplify scheduling. Usage Scenarios Positioning and Messaging Framework
  18. 18. 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.
  19. 19. View your email 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
  20. 20. Search your email or calendar Assign tasks for yourself or others Get additional resources and information
  21. 21. 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
  22. 22. 1. http://portal.office.com 2. 3. • Outlook 2013 • Set up email View your email
  23. 23. 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.
  24. 24. 1. 2. • Outlook 2013 • Set up email See your calendar
  25. 25. 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.
  26. 26. 1. 2. 3. Change the Office theme
  27. 27. 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.
  28. 28. 1. 2. 3. 4. 5. • Create and edit email signatures • Create a signature
  29. 29. 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.
  30. 30. 1. 2. 3. 4. 5. 6.
  31. 31. 7. 8. Set up automatic replies
  32. 32. 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.
  33. 33. 1. 2. • Add and use contacts • Find a contact
  34. 34. 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.
  35. 35. 1. 2. 3. 4. 5. 5. 6. • Schedule a meeting with other people • Create a meeting or appointment
  36. 36. 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.
  37. 37. 1. 2. 3. • • • • Share an Outlook calendar with other people • View and share calendars
  38. 38. 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.
  39. 39. 1. 2. • Share an Outlook calendar with other people • Open a shared calendar
  40. 40. There are multiple ways to search for your email messages, people or calendar items.
  41. 41. 1. Office 365 2. 3. 4. • Search for Calendar items Search for messages • Find items in Outlook by doing a basic search.
  42. 42. 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.
  43. 43. 1. Office 365 2. 3. 4. 5. Stay focused with My Day.
  44. 44. 1. 2. 3. 4. 5. 6.
  45. 45. • 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
  46. 46. Store, sync, and share your work files
  47. 47. Edit files from anywhere. Securely share with others. Find shared documents fast. Usage Scenarios Positioning and Messaging Framework
  48. 48. OneDrive for Business
  49. 49. 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
  50. 50. 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
  51. 51. 1. 2.
  52. 52. 1. 2. Sharing files with others
  53. 53. 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
  54. 54. 1. Office 365 2.
  55. 55. https://onedrive.live.com/about/en- us/download/
  56. 56. 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
  57. 57. 1. 2.
  58. 58. 1. 2.
  59. 59. 1. 2.
  60. 60. Working with Office documents in a browser or mobile app
  61. 61. 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
  62. 62. 1. Office 365 2.
  63. 63. 1. 2.
  64. 64. 3. download the OneDrive for Business sync app Sync OneDrive for Business or site libraries to your computer.
  65. 65. 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
  66. 66. 1. 2.
  67. 67. 1. 2. 3.
  68. 68. 1. 2.
  69. 69. 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
  70. 70. 1. 2.
  71. 71. 1. 2.
  72. 72. 1. 2. 3. 4. 5.
  73. 73. 1. 2. 3. 4. 5.
  74. 74. 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
  75. 75. • • • •
  76. 76. 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
  77. 77. Run more effective meetings
  78. 78. Meet from anywhere. One place for meetings. Present and take notes. Usage Scenarios Positioning and Messaging Framework
  79. 79. The Walsh Group
  80. 80. 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
  81. 81. Use OneNote to create and share meeting notes Record your meeting Manage meeting participants Additional resources
  82. 82. 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 someone@outlook.com.
  83. 83. Add a contact in your organization 1. 2. 3. 4. Add contacts and create groups in Lync
  84. 84. Add a contact outside your organization 1. 2. 3. 4. 5.
  85. 85. 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.
  86. 86. • • Use presence to help manage your time in Lync
  87. 87. 1. 2. 3. 4. Use instant messaging in Lync
  88. 88. 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.
  89. 89. 1. 2. 3. • •
  90. 90. 1. 2. 3. • • • 4. 5.
  91. 91. 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.
  92. 92. 1. 2. 3. 4. Schedule a meeting in Lync
  93. 93. 1. 2.
  94. 94. 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.
  95. 95. 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.
  96. 96. 106 1. 2. 3. 4. 5. 6. 7.
  97. 97. 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.
  98. 98. 1. 2. 3. 4. Set up and test Lync audio Set up your audio in Lync
  99. 99. 1. 2. Call into a Lync Meeting Join a meeting using Lync
  100. 100. 1. 2. 3. 4.
  101. 101. 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.
  102. 102. Lync 2013 for iPhone 1. 2. 3. • • here
  103. 103. Lync 2013 for iPad 1. 2. 3. • • here
  104. 104. Lync app 1. 2. 3. • • here
  105. 105. Lync app 1. 2. 3. • • here
  106. 106. 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.
  107. 107. • • Share your desktop or a program
  108. 108. 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.
  109. 109. 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.
  110. 110. 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.
  111. 111. 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.
  112. 112. 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.
  113. 113. • 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
  114. 114. 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.
  115. 115. 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.
  116. 116. Lync recording captures audio, video, instant messaging (IM), application sharing, PowerPoint, and whiteboard.
  117. 117. 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
  118. 118. 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.
  119. 119. Manage Meeting Participants Point 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.
  120. 120. 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
  121. 121. Work like a network
  122. 122. Communicate across your organization. Quickly identify expertise. Break down silos. Usage Scenarios Positioning and Messaging Framework
  123. 123. Red Robin
  124. 124. 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
  125. 125. 1. 2. 3. 4.
  126. 126. 1. 2. 3.
  127. 127. 1. 2.
  128. 128. 1. 2. 3.
  129. 129. 1. 2. 3. 4. 5.
  130. 130. 1. 2. 3. 4.
  131. 131. 1. 2. 3.
  132. 132. 1. 2. 3. 4.
  133. 133. 1. 2. 3. 4.
  134. 134. 1. 2. 3. 4.
  135. 135. 1. 2. 3. 4.
  136. 136. • • •
  137. 137. 1. 2. 3.
  138. 138. • • • •
  139. 139. 1. 2. 3.
  140. 140. 1. 2. 3.
  141. 141. 1. 2. 3.
  142. 142. office365@atidan.com

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