Microsoft® Office 365 Connect and collaborate virtually anywhere, anytime

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Office 365 is Microsofts smart and simple answer to cloud computing. Using the various programs in Office 365, you can do all the tasks youre used to doing in your favorite Office applicationswrite documents, create presentations, check email, manage your calendar, crunch numbers, and moreand then share what you create in real time on a team site, design and publish a website, and even create and host live online meetings while youre traveling on the train, sitting in a coffee shop, or dialing in on your phone. This book shows you how you can use cloud computingand specifically, Office 365to get more done, collaborate more easily, and work more flexibly than you ever have before. From the necessary how-tos about creating and administering your Office 365 account and working with the various Office 365 programs to sharing files with your team, creating a team site, using Office Web Apps, and holding online meetings, youll discover how easy it is to work online and off, accessing and sharing your files whenever you need to. After you learn about each of the core programs, you can try strategies for building successful teams, and get some good ideas on practical ways you can put all this cloud power to work.

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  • Microsoft Office 365 Connect and Collaborate Virtually Anywhere, Anytime KATHERINE MURRAY
  • PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399 Copyright 2011 by Katherine Murray All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher. Library of Congress Control Number: 2011932154 ISBN: 978-0-7356-5694-9 Printed and bound in the United States of America. First Printing Microsoft Press books are available through booksellers and distributors worldwide. If you need support related to this book, email Microsoft Press Book Support at mspinput@microsoft.com. Please tell us what you think of this book at http://www.microsoft.com/learning/booksurvey. Microsoft and the trademarks listed at http://www.microsoft.com/about/legal/en/us/IntellectualProperty/ Trademarks/EN-US.aspx are trademarks of the Microsoft group of companies. All other marks are property of their respective owners. The example companies, organizations, products, domain names, email addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, email address, logo, person, place, or event is intended or should be inferred. This book expresses the authors views and opinions. The information contained in this book is provided without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book. Acquisitions and Developmental Editor: Rosemary Caperton Editorial Production: Waypoint Press Technical Reviewer: Mitch Tulloch; Technical Review services provided by Content Master, a member of CM Group, Ltd. Copyeditor: Roger LeBlanc Indexer: Christina Yeager Cover: Twist Creative.Seattle
  • To all users of technology who are willing to take a chance, make a choice, and try a new way of doing things so that we can nurture and enjoy a happy, healthy planet. K.M.
  • v What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit: microsoft.com/learning/booksurvey Contents Introduction xvii Part I Finding Your Place in the Cloud Chapter 1 Whats Happening with the World of Work? 3 Teams, Teams EverywhereIn the Office andOutside of It 4 Worldwide Collaboration Is Here 5 Going for the GreenWith Groups of All Sizes 6 Heads in the Cloud (Computing) 7 A Closer Look at Office 365 8 You Can Use What Youve Got 9 Big-Time Security 9 Keep It Simple with the Office 365 Home Page 10 Stay in Touch with Outlook 11 Sync Your Team with Microsoft SharePoint 13 Real-Time Connection with Microsoft Lync 14 Work with Office Web Apps 16 Whats Next 16 Chapter 2 Getting Started with Office 365 17 Creating Your Office 365 Account 18 A Look Around the Office 365 Home Page 19
  • vi Contents Setting Up a Profile 21 Changing Your Password 22 Changing Your Profile Picture 23 Setting Office 365 Preferences 24 How Does All This Work? 26 Whats Your Service? Different Setups, Different Services 27 Getting Ready to Use Office 365 28 Installing Microsoft Lync 28 Getting Ready to Use Office 2010 31 Setting Up Your Mobile Phone 35 How Office 365 Meets Small Business Needs 36 The Big Picture: Online and Off 37 Email, Calendars, Meetings, and More 37 Creating a Team Workspace 38 Sharing Documents with Your Team 39 Instant Messaging, Calls, and Web Meetings with MicrosoftLync 40 Behind-the-Scenes Support: Security and Reliability 41 Whats Next 41 Chapter 3 Administering an Office 365 Account 43 Are You an Administrator? 43 An Overview of Your Administrative Tasks 45 First Things First: Key Tasks to Complete 46 Adding and Managing Office 365 Users 47 Adding Users 48 Changing Passwords 54 Viewing Domain Properties 55 Adding a Domain to Office 365 56 Setting Up and Managing Outlook andExchange 57 Create a Distribution List 59
  • viiContents Add External Contacts 60 Migrate Your Email 61 Setting Up SharePoint Online 62 Adding Users for SharePoint Online 62 Assigning User Permissions 64 Configuring Lync Online 67 Set External Communications 67 Modifying User Information 68 Setting Up Dial-in Conferencing 68 Managing Your Subscriptions 70 Getting Help with Office 365 71 Creating Service Requests 72 Checking System Status 74 Whats Next 76 Part II Teamwork in the Cloud Chapter 4 What Your Team Can Do with Office 365 79 Starting with the End in Mind 80 Creating a Shared Space 81 Displaying the Team Site 82 Working with Document Libraries 84 Creating a Space for Announcements 85 Sharing Calendars Securely 86 Translating Content on the Fly 88 Making Instant Contact with Team Members 89 Holding Online Meetings 90 Broadcasting Presentations Online 92 Creating and Modifying a Website 93 Whats Next 94
  • viii Contents Chapter 5 Creating Your Team Site with SharePoint Online 95 Planning Your Team Site 96 Creating a Simple Team SiteFast 96 Putting Some Thought into the Team Site Design 97 Choosing a Site Theme 99 Changing the Text Layout of Your Page 101 Posting an Update 103 Adding and Formatting Pictures 105 Editing Your Picture 107 Adding a New Page 109 Entering and Editing Content 110 Formatting Your Text 110 Adding Text Styles 111 Applying Markup Styles 112 Coding for Language 112 Adding Web Parts 113 Sharing Your Site 115 Whats Next 116 Chapter 6 Posting, Sharing, and Managing Files 117 What Is a Document Library (and Where Is It)? 117 Creating a Document Library 119 Adding Documents 120 Organizing Document Libraries 122 Ordering Files in Your Document Library 123 Modifying the Current View 124 Adding a New Column to the Document Library 128 Creating a New View for Your Document Library 129 Switching Views 130 Working with Document Library Files 130 Adding a New Library Folder 132
  • ixContents Starting a New Document 132 Viewing File Properties 133 Checking Out and Checking In Files 134 Setting Alerts 136 Whats Next 136 Chapter 7 Adding and Managing Workflows 137 Introducing Office 365 Workflows 137 Creating a New Workflow 139 Setting Workflow States 141 Specifying Task Details 142 Editing Your Workflow 144 Using a Workflow for Your Project 145 Checking Workflow Status 145 Completing a Workflow Task 146 Stopping a Workflow 148 Managing Workflows 149 Whats Next 149 Chapter 8 Working with Office 2010 Web Apps 151 A First Look at Office Web Apps 152 Introducing Office Web Apps 153 How Office Web Apps Work 154 Web Apps on Your Phone 156 What You Canand CantDo with Office 365 156 Creating, Saving, and Closing a New File 157 Working with an Existing File 158 Choosing Your Tools 160 Levels of Editing in Office Web Apps 161 Viewing Your File in Office 365 161 Editing in Your Web Browser 162 Taking It to the Desktop 163
  • x Contents Co-authoring with Office Web Apps 165 Editing in the Browser 166 Another Way to Co-author in Office 365 167 Reviewing and Editing Excel Worksheets 168 Working with OneNote Notebooks 169 Whats Next 172 Chapter 9 Going Mobile with Office 365 173 How Will You Use Your Phone with Office 365? 174 Receiving and Sending Email on Your Phone 175 Using the Office Hub on Your Windows Phone 7 179 Last-Minute Word Editing on Your Mobile Device 182 Editing a Word Document on Your Phone 183 Adding Comments 185 Formatting Text 187 Saving and Sending Your Edited Document 189 Reviewing and Updating Excel Data 190 Working with the Worksheet 191 Making Simple Editing Changes 192 Saving and Sending Worksheet Changes 194 Tweaking a PowerPoint Presentation on YourPhone 195 Mobile Editing for Your Presentation 196 Saving and Sending Your Presentation 198 Whats Next 199
  • xiContents Part III Connecting in Real Time Chapter 10 Email and Organize with Office 365 203 Introducing Outlook Web App 203 Checking and Managing Email 204 Checking, Reading, and Responding to Your Mail 205 Creating a New Message 206 Changing Mail Views 208 Choosing a New Theme 209 Managing Your Mail 210 Setting Mail Preferences 215 Creating a Meeting Request 216 Working with Your Calendar 218 Adding an Appointment 219 Changing Your Calendar View 220 Sharing Your Calendar 221 Importing and Managing Your Contacts 224 Adding New Contacts 224 Importing Contacts 225 Searching for a Contact 226 Adding and Completing Tasks 227 Whats Next 228 Chapter 11 Talking It Over with Microsoft Lync 229 Introducing Microsoft Lync 230 Signing In to Lync 230 Getting Started with Lync 232 Entering a Personal Note 233 Setting Your Location 233 Setting Up Sound and Voice 234
  • xii Contents Working with Contacts in Lync 236 Creating a Contact Group 237 Accepting a Contact Request 239 Setting Privacy Levels for Contact Relationships 240 Tagging Contacts 241 Changing Contact Views 243 Working with Presence and Contact Cards 244 Instant Messaging with Your Team 245 Making a Call with Lync 248 Launching a Video Call 249 Sharing Programs and Files 250 Sharing Your Desktop 251 Sharing Programs 252 Using a Whiteboard 253 Whats Next 254 Chapter 12 Designing Your Public Website 255 Getting Started with Your Public Website 256 Making Simple Web Changes 256 Setting Up Your Site 258 Applying a Page Background 259 Choosing a Theme and Header Style 260 Changing the Site Header 261 Add a Logo to Your Site 262 Choosing a Custom Color Scheme 263 Adding and Formatting Text 264 Formatting Your Headings 265 Creating Lists 266 Adding Hyperlinks 267
  • xiiiContents Inserting, Formatting, and Aligning Images 269 Formatting Your Picture 270 Setting the Alignment for Images 271 Adding and Organizing Pages 271 Selecting a Navigation Layout 273 Adding Gadgets to Your Site 275 Optimizing Your Site for Web Search Results 276 Previewing and Publishing Your Site 277 Whats Next 278 Chapter 13 Integrating All Parts of Office 365 279 Using It All TogetherOnline andOff 279 Checking a File Out of Your Document Library 280 Checking a File in After Youre Done Working on It 280 Saving Files to Your Computer 281 Saving Files to Your Document Library 282 Getting Productive with Office 365 284 Creating an Annual Report 284 Thinking Through Your Content 284 Planning for Production 285 How Office 365 Helps Facilitate the Process 285 Tracking a Sales Promotion 287 Thinking Through Your Approach 288 Planning for Production 288 How Office 365 Can Help with Your Sales Promotion 288 Preparing an Online Training Module 290 Thinking Through Your Training 290 Planning for Production 290 How Office 365 Can Help with Your Online Training 291 Happily Ever Afterin the Cloud 292
  • xiv Contents Appendix A Extras for Great Teams 293 Thinking Through Your Group Process 294 Team Contact List 294 Excel Worksheet with Licenses and Permissions 295 Meeting Agenda Template 295 Tips for Your Team Site 296 Proposal Checklist 297 Marketing Checklist 297 Index 299 What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit: microsoft.com/learning/booksurvey
  • About the Author Katherine Murray has been writing articles and best-selling books about Microsoft Office in all its flavors since it was first released. Shes taught hundreds of thousands of Office users how to be productive (and creative) in Microsoft Word 2010 Inside Out, Microsoft Office 2010 Plain & Simple, and Microsoft Word 2010 Plain & Simple, as well as through her many articles on CNETs TechRepublic and in Windows Secrets. Katherine is also a member of the Society of Environmental Journalists and writes frequently about earth care topics. Her book, Green Home Computing for Dummies, was published by Wiley in 2009. Katherines blog and website, BlogOffice, has inspired and educated Office users since 2002. Her new Office 365 companion site, Connect & Collaborate,offers an ongoing source of how-tos, tips, and strategic case studies for Office users and IT professionals who want to efficiently and successfully work in the Cloud. Katherines focus is on delivering essential techniques and insights to help members of virtual teams who may be developing workflow strategies and managing projects, as well as those who are tasked with bringing those projectssimple or complextocompletion. Readers of this ebook, Microsoft Office 365: Connect and Collaborate Virtually Anywhere, Anytime, can sign up for Katherines free monthlyOffice 365 newsletter Connect & Collaborate by clicking here, and can receive Katherines Video Tip of the Month by clicking here.
  • xvii Introduction LETS HEAR IT for freedom. Freedom from your desk. Freedom from those boring managers meetings. Freedom to work anywhere, with anyone, anytime, on almost any device. Sounds good, right? Office 365 is Microsofts smart and simple answer to cloud computing. Using the various programs in Office 365, you can do all the tasks youre used to doing in your favorite Office applicationswrite documents, create presenta- tions, check email, manage your calendar, crunch numbers, and moreand then share what you create in real time on a team site, design and publish a website, and even create and host live online meetings while youre traveling on the train, sitting in a coffee shop, or dialing in on your phone. This book shows you how you can use cloud computingand specifically, Office 365to get more done, collaborate more easily, and work more flexibly than you ever have before. From the necessary how-tos about creating and administering your Office 365 account and working with the various Office 365 programs to sharing files with your team, creating a team site, using Office Web Apps, and holding online meetings, youll discover how easy it is to work online and off, accessing and sharing your files whenever you ne...

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