Office 365: Connect and Collaborate Virtually Anywhere, Anytime

337 Pages·2011·21.07 MB·English

by  Katherine Murray

What Your Team Can Do with Office 365
Modifying the Current View 124
Contents Getting RSeaedAay rntoco hUtsiehn Oegfrfi cfWeo 3r6a 5ay Ctoo nCtoa-catu thor in Office 365 22216867
Starting with Athde Ednidn ing M ain dN ew Column to the Document Library 81028
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WhWato’sr Nkienxgt wDithiS sOwpnleiaNtcyohtien iNngog tet bhVoeoiek Tsw esa m Site 22188619230
Setting Up Your Mobile Phone 35
What Is Cloud Computing? xviii
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CrAedatdiningg a a S Npeawce L fiobrr aArnyn Foouldnecre ments 81532
The Big Picture: Online and Off 37
Chapter 9 173What Cloud Computing Means for You xix
Sharing ECmalenaSditalar,s r CSteiacnulergenl ya d aNres,w M Deoectuinmgse,n atn d More 3781632
Talking It Over witOhf fiMceic 3r6o5s oVeftrs Lioynnsc xx
Viewing File Properties 133
Going Mobile TwranistlahtCin grO eCoafnfittiennctg eo n a 3th 6Te eF5lya m Workspace 3888
A QInutricokd Ruociandgm Maipc rosoft Lync x2x3i0
Checking Out and Checking In Files 134
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Instant Messaging, Calls, and Web Meetings with Microsoft Lync
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Setting Your Location 233
Chapter 7 WhCLaarest1’tas-Et MN3inreig7nrx uaat tnted aW M oordd iEfydiintign ga Wone bYosiuter xxiii4193
Setting Up Sound and Voice 234 Microsoft
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Chapter 5 95IntroCdruAecinadgtd iOnifnfigcge a 3C6 C5o Womonrkmtflaoecwnts tGs roup 231781537 Office 365
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Creating a New Workflow 139
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Are You an AdmSineistttraitnorg? Workflow States 43141
What’s Happening wTiatghg tinhge CWonotralcdt so f Work? 241
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Changing Contact Views 243
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Making Simple Editing Changes 192
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Stopping a Workflow 148
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Keep It Simple with the Office 365 Home Page 10
Create a Distribution List 59
Chapter 10 2Ad0di3ngU a sNienwg P aage W hiteboard 251309
Chapter 8 1S5t1ay in Touch with Outlook 11
Add External Contacts 60 KATHERINE MURRAY
WhEant’tse NrSienyxgnt acnd YEdoituinrg CToenatemnt with Microsoft SharePoint 12351410
Email and OrganizMe iwgriatthe OYofufir cEem 3a6il 5 61
Working with Formatting Your Text 110
Real-Time Connection with Microsoft Lync 14
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Work with Office Web Apps 16
Adding Users for SharePoint Online 62
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Designing YoWuhrat ’s Next Assigning User Permissions 1664
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Public Website
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Sharing Your Site 115
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CreatingC Yroeuart iOngffi, cSea v3i6n5g ,A acncdo uCnlot sing a New File 18 157
Applying a Page Background 259
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How Does All This TWaorkk?in g It to the Desktop 26 163
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Ordering Files in Your Document Library 123
Editing in the Browser 166
AdImdipnogr Htinypge Crloinnktas cts 262725
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
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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.

Contents
Introduction xvii
Part I Finding Your Place in the Cloud
Chapter 1 What’s Happening with the World of Work? 3
■ Teams, Teams Everywhere—In the Office and Outside of It 4
■ Worldwide Collaboration Is Here 5
■ Going for the Green—With Groups of All Sizes 6
■ Heads in the Cloud (Computing) 7
■ A Closer Look at Office 365 8
You Can Use What You’ve 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
■ What’s 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
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
v
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
■ What’s 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
Microsoft Lync 40
Behind-the-Scenes Support: Security and Reliability 41
■ What’s 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 and Exchange 57
Create a Distribution List 59
Contents vii
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
■ What’s 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
■ What’s Next 94
viii Contents
Chapter 5 Creating Your Team Site with SharePoint Online 95
■ Planning Your Team Site 96
■ Creating a Simple Team Site—Fast 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
■ What’s 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
Contents ix
Starting a New Document 132
Viewing File Properties 133
Checking Out and Checking In Files 134
Setting Alerts 136
■ What’s 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
■ What’s 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 Can—and Can’t—Do 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