Microsoft 6GQ-00024 User Manual

Microsoft Office 365 for professionals and small businesses | 1

Microsoft Office 365
for Small Businesses

Introductory User Guide

Microsoft Office 365 for Professionals and Small Businesses | 2

This guide provides a
step-by-step overview
of Microsoft Office 365
for professionals and
small businesses.

Contents

Introduction ..................................................................................................... 3

Why Office 365 is Right for Your Organisation ............................................................. 3

Overview of Services Provided by Office 365................................................................. 4

About My Office 365 ................................................................................................................ 6

1: Sign Up and Get Started With Your Office 365 Account ...................................... 7

2: E-Mail, Calendar and Contacts ...................................................................................... 17

3: Storing and Sharing Documents With SharePoint Online Team Sites .......... 19

4: Exploring Office Web Apps and Using Team Sites With Microsoft Office... 31

5: Databases .............................................................................................................................. 36

6: Public Websites ................................................................................................................... 40

7: Instant Messaging, Video Chat and Online Meetings ......................................... 45

Microsoft Office 365 for Professionals and Small Businesses | 3

Introduction

1

Microsoft Office 365 for small businesses is a set of Web-enabled tools that lets you
access your e-mail, important documents, contacts and calendars from virtually
anywhere and on almost any device. Designed for organisations with 5 to 50 staff, the
service brings together online versions of the best communications and collaboration
tools from Microsoft plus Microsoft Office Web Apps at a price that small businesses
can afford. Office 365 works seamlessly with the programs you already know and use
— Microsoft Outlook, Microsoft Word, Microsoft Excel and Microsoft PowerPoint. This
is the much-anticipated cloud service that gives small businesses the capabilities and
efficiencies to grow and target more rapid success.

Powerful security features from Microsoft Corp. help protect your data, and when the
service is released for general availability, it will be backed with a 99.9 percent uptime
guarantee. Office 365 was designed to be easy enough for small businesses to run
without specialized IT knowledge.

Why Office 365 is Right for Your Organisation

Virtually Anytime, Anywhere Access

Office 365 helps you access your e-mail, important documents, contacts and calendar
on nearly any device from almost anywhere. It frees you to work where and when you
choose, allowing you to respond to important requests right away, no matter where
you are. Because you can use your mobile device to access e-mail and documents,
you won’t have to hurry back to the office (or look for a Wi-Fi hot spot if you are
using your computer). When traveling, you can access your e-mail and even edit
online documents from most popular Web browsers.1

Easy to Use

Office 365 is easy to try, simple to learn and straightforward to use. It works
seamlessly with the programs you know and use most, including Outlook, Word, Excel
and PowerPoint. With Office 365, you can choose which tools to use.

Improved Collaboration

With Office 365, you can create a password-protected portal to share large, hard-to­e-mail files both inside and outside your organization, giving you a single location to
find the very latest versions of files or documents, no matter how many people are
working on them.

Security and Reliability

Powerful security features from Microsoft help protect your data, and Office 365 will
be backed with a 99.9 percent uptime, financially backed guarantee when
commercially released (general availability). Office 365 helps safeguard your data with
enterprise-grade reliability, disaster recovery capabilities, data centers in multiple
locations and a strict privacy policy. It also helps protect your e-mail environment with
up-to-date antivirus and anti-spam solutions.

Access from mobile devices requires Wi-Fi capability or depends on carrier network

availability.

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Office 365 Services Overview

2

3

E-Mail, Calendar and Contacts

Office 365 provides you with access to e-mail, calendar and contacts from virtually
anywhere at any time on desktops, laptops and mobile devices — while helping to
protect against malicious software and spam.

 Easily manage your e-mail with 25GB mailboxes, and send e-mails up to

25MB in size.

 Work from almost anywhere with automatically updated e-mail, calendar

and contacts across devices you use most, including PCs, Macintosh
computers, iPhone, Android phones, Blackberry smartphones,2 Microsoft
Windows Mobile, and Windows Phones3

 Connect with Microsoft Outlook 2010 or Office Outlook 2007 and use all the

rich Outlook functionality you already know and use, whether you are
connected to the Internet at home or in the office or are working offline.

 Access your e-mail, calendar and contacts from nearly any Web browser

while keeping a rich, familiar Outlook experience with Outlook Web App.

 Use your existing domain name to create customized e-mail addresses

powered by Exchange Online (e.g., [e-mail]).

 Easily schedule meetings by sharing calendars and viewing them side by

side, seeing your colleagues’ availability and suggested meeting times from

your calendar.

 Help protect your organization from spam and viruses with Microsoft

Forefront Online Protection for Exchange, which includes multiple filters and
virus-scanning engines.

Team Sites and Public Websites

SharePoint Online helps you create sites to share documents and information with
colleagues and customers. It lets you do the following:

 Work together effectively by sharing team documents and tracking project

milestones to keep everyone in sync

 Keep your team’s important documents online so the latest versions are

always at hand

 Provide all team members with online access to critical business information

whenever and wherever they need it

 Easily protect critical business information by controlling who can access,

read, and share documents and information

 Design and maintain a simple professional-looking public website with a

custom domain name (e.g., www.contoso.com)

Users of Blackberry Internet Service get push e-mail and can add calendar and contacts to their

Blackberry device through a wired sync with Outlook on the PC.

Access from mobile devices depends on carrier network availability.

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Office Web Apps

Office Web Apps are convenient online companions to Word, Excel, PowerPoint and
Microsoft OneNote that offer you an easy way to access, view and edit documents
directly from your Web browser.

 Simultaneously edit Excel spreadsheets and OneNote notebooks with others

in real time and see exactly who is editing and viewing your documents.

 Access and view files from your mobile device.

 View documents in high fidelity.
 Ensure that viewers see files with consistent formatting when moving

between Office Web Apps and desktop Office applications.

Instant Messaging and Online Meetings

Microsoft Lync helps you find and quickly connect with the right person from within
the Office applications you already use.

 Find and connect with colleagues and customers from virtually anywhere via

rich presence, instant messaging, audio-video calls and online meetings.

 Use the presence indicator to see when co-workers and partners are online

and available.

 Make PC-to-PC voice and video calls with colleagues and customers.
 Conduct rich online meetings — including audio-, video- and

webconferencing — with people both inside and outside your organization.

 Share your desktop, online whiteboards and presentations with colleagues

and partners inside and outside your organization.

 Click to communicate with other users of Office 365, Microsoft Windows Live

and MSN Messenger.

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About My Office 365

Office 365 Help

Help and how-to information for Office 365

Office 365 Quick Start Guide

Get started with mail, contacts, calendar, instant
messaging and document sharing

Office 365 Community

Forums where you can receive answers to
questions, report service issues, bugs and
suggestions and the Office 365 Beta blog and wiki.

Phone: [phone]

Web: www.my-office-365.com email: [e-mail]

My Office 365 is brought to you by Microsoft Gold Partner Ballard Chalmers ­recognised as Microsoft Online Services delivery experts. Our aim is to
provide small and medium sized organisations with end-to-end services, to
ensure they can capitalise on the revolutionary Microsoft Office 365 'cloud'
service, delivered over the Web.

We mainly focus on new clients that are seeking a comprehensive, secure and
low-cost solution to their IT needs, so they can avoid the time, cost and
hassle of maintaining their own IT, software and servers.

 A range of Microsoft Office 365 product packages to suit all needs,

budgets and organisations

 Costs from just £4.25 per user per month with pay-as-you-go Office 365

subscription licensing

 Try before you buy - FREE 30 day trial on the entire range of Microsoft

Office 365 packages

Click here for your FREE 30 day trial - explore all the features in

Microsoft Office 365 ‘Plan P’ designed for small businesses.

You can easily continue using Office 365 beyond the 30-day trial
period if you choose to purchase.

Help Resources

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1: Sign Up and Get Started With Your Office 365 Account

Sign Up and Access Your Office 365 Account

Sign up for an account by accessing the URL that My Office 365 has provided to you. Please note that this URL can only be used
to create a single Office 365 for professionals and small businesses account.

Note: You will need a separate URL to create an Office 365 for enterprises account should you want to do so.

Once you have accessed the URL, enter your country or region, language, name, organization name, e-mail address, and the
name you want for your new subdomain on the Office 365 beta service:

Click on Check Availability to confirm that your preferred subdomain name is available. Office 365 also enables customers to
add a professional domain (such as cohovineyard.com) that they own. The professional domain can be used with e-mail and
Web addresses. You may consider this a temporary address.

Next, enter a name for your Microsoft Online Services ID and select a strong password:

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You will be prompted to enter verification text from a picture depicting numbers and/or letters. Next, decide if you want to
receive offers from Microsoft and Microsoft partners and then click on the I accept button at the bottom of the page to create
your account.

After you successfully sign up, you will receive a welcome e-mail that will tell you how to access your Office 365 account.

If you have any problems during the sign-up process, please contact Mike Mitchell ([e-mail]) and Joel
Steinfeld ([e-mail]). You can also call the Sign Up Support team at [phone] between 9 a.m.
and 5 p.m. Pacific Time.

Office 365 Prerequisites install these in order:

1. Microsoft Office Professional Plus (Recommended)

IMPORTANT: Read all the notes below before installing.

Microsoft Office 365 is designed to work seamlessly with Microsoft Office 2010 and 2007. For the best experience,
we recommend installing Office Professional Plus, which is available for subscription purchase through the admin
portal.

 Be sure to back up all your important data before participating in this beta program.
 It is not required to uninstall versions of Office before Office 2010, such as Office 2007 or 2003, before

installing Office Professional Plus. Office 2010 will need to be uninstalled to use the Office Professional Plus
full product.

 If you are offered an upgrade upon installation, Office Professional Plus (with the exception of Microsoft

Outlook and Microsoft SharePoint Workspace) can co-exist with previous versions of Office by selecting that
option from within the Customize menu. Microsoft Outlook and Microsoft SharePoint Workspace cannot
co-exist with previous versions, so you will need to select one version of the program to have installed on
your computer.

 Before installing Office Professional Plus, please be sure you have the CD-ROMs/DVDs and product keys

necessary should you later choose to reinstall your current version of Office.

 If you choose not to install Office Professional Plus, you can still participate in the beta; however, you will

not be able to complete all the walkthroughs that involve using the Office applications with Office 365.

 Please review Microsoft Office Professional Plus system requirements.
 See additional information in our Frequently Asked Questions.

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2. Using Office Desktop Applications

For the best experience with Office 365, a set of required components and updates must be applied to each
workstation. To simplify the installation and maintenance of these components and updates, Microsoft provides an
installable piece of software — called Office desktop setup — at no charge. These updates are required for all
workstations that use rich clients (such as Microsoft Office 2010) and connect to the Microsoft Online Services.
Office desktop setup provides multiple benefits:

 Preparing PCs to connect to Office 365 by applying required updates
 Configuring Outlook and Microsoft Lync for use with Office 365

See also: Troubleshoot installation issues for Services Connector

3. Microsoft Lync

With Lync, you can exchange instant messages, initiate audio and video webconferences, and see presence
information for your colleagues. You can also set up Lync to enable users to communicate with others outside your
organization who use Office 365 or Windows Live Messenger.

Getting Started with Office 365

Explore the Admin and Home pages

The Office 365 Admin page will help you navigate many of the important administrative functions of the service. The Home
page, available to both admin and nonadmin users, will help you navigate many of the services included in Office 365. Please
familiarize yourself with these pages because they are the starting point for completing many common tasks in the service.

Log on to the Office 365 service, and click on the Admin and Home links at the top of your screen:

Note: If the Outlook and Team Site links are dimmed as shown above, these features are still being configured. Check back or
reload the page in a few minutes. For a complete list of known issues, please view the Release Notes for Office 365 Beta for

small businesses (English).

Verify That You Have Access to Your E-Mail, Team Site and Microsoft Lync

E-mail

Access your new Microsoft Office 365 e-mail inbox in your browser through the Microsoft Outlook Web App, a Web-based
version of Microsoft Office Outlook. In Walkthrough 2 (below), you will learn how to access your Office 365 e-mail through your
Outlook desktop application. All users will have a free noncustom e-mail address (e.g., [e-mail]).
Customers will have the option to use their existing domain name to create professional e-mail addresses (e.g.,
[e-mail]).

1. Click on Inbox on the Home page:

2. You will be prompted to select your language, time zone, and whether you want to use accessibility features.

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3. Make your selections, and click on OK to access your Inbox.

Team site

The Office 365 Microsoft SharePoint Online-based team site makes collaboration easier with a password-protected portal to
share large files both inside and outside your organization. Please verify that you can access your team site from within the
Web browser.

Click on Team Site on the Home page.

Note: If the Team Site link is dimmed, this feature is still being configured. Check back or reload the page in a few minutes.

Microsoft Lync

With Lync, users can send and receive instant messages, conduct PC-to-PC audio and video calls, conduct online meetings with
up to 50 participants, and view presence information for their colleagues.

Launch the Microsoft Lync 2010 desktop application, and sign in to the service. Please note: If you have not installed
Lync, please follow the instructions in Office 365 Beta Pre-Requisites above.

Add a new user to your account

Create a new user on your account. Save the information for the new user, making a note of the ID and password assigned to
the user. We recommend that you set up a new user as a test, but you should also feel free to create new users for colleagues
in your organization who would like to test Office 365.

1. On your Admin page, click on Users under Management on the left side of your screen.

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2. Now click on the New button and select User.

3. Next enter the name, display name and user name for the account you're creating.

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4. Optionally, you can add any of these Additional properties by clicking on the blue arrow to expand the entry fields

list.

5. When you are done, click on Next to review Settings.

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6. Leave Assign permissions set to No unless you want to grant this user administrator privileges. At minimum, you

need to select a user location here and then click on Next to review Licenses.

7. To provide the new user with access to e-mail, SharePoint and Lync, you must check the box next to Microsoft Office

365 Beta for small businesses to assign license. Optionally, you can also grant access to a purchased license of
Microsoft Office Professional Plus. Click on Next to assign a password.

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8. Here you can enter up to five e-mail addresses to send the new user's temporary password. By default, your e-mail

address is prepopulated so that you will receive a copy to provide to the user. Add any additional e-mail addresses
separated by semicolons (up to five recipients), make sure the Send e-mail box is checked, and click on Create. This
will open a summary page confirming that the account was created and showing you the temporary password.

Note: If you have a number of users to add, you can use the Bulk add users option. This will prompt you to download
and populate a comma-separated values text file containing all your user data that you then upload and configure.

Edit the new user’s settings, and reset the user’s password

Make edits to the user that you created in the previous task. Assign administrator permissions to the user, and add an office
phone number to the user’s properties. Also, try resetting the user’s password. Be sure to make a note of the new password.

1. On the Admin page, click on Users under Management on the left side of your screen. Locate the user that you want

to manage.

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2. Click on the user's name to make changes to properties, licenses and other settings. To make the user an

administrator, go to the Settings section, click on the Yes radio button under Assign permissions and confirm the e­mail address for service notifications.

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3. To add details such as an office phone number, click on Properties.