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 WhAod dTCRihenreivgsai eBtaiwonnoidgnIGk ngCa I eosasS mnhFttCoadtapr rilrEe lendledtiii gnntSaigpn gt agRTic n aEeeMsx kgacse idlca Wyr Noo rtksoesohw efUet ts VsL eiye Onwcf fifocre Y2o0u1r0 D ocument Library x2vi2i2317186818129 WhWato’sr Nkienxgt wDithiS sOwpnleiaNtcyohtien iNngog tet bhVoeoiek Tsw esa m Site 22188619230 Setting Up Your Mobile Phone 35 What Is Cloud Computing? xviii Chapter 11 Int2rHo2doWuw9ch OWiantfgo’fis rcO kNeifn efi3Wgxc6t e5w o3iMt6hre5 kD etoisn cSugmma elwln Bt iuLtsihbinr eaDrsys oNFielceesud sm ent Libraries xix3168714230 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 Let’s GMHeoatw kSi tnWagSri tSlIlien gYhdso tnaauSn riUtnei sCnegto gtYn iotI naunDcrg t P otw hoAicoth nulL eeTm yewranitmtehsc n MO tfefismc ebw e3r6ist5 h? Your Team x2x3ii31098719436 Instant Messaging, Calls, and Web Meetings with Microsoft Lync AcknoHRweolclWedediihvngaiGgmnt4 g’Oese 0naNnttnlesitdn xi etnS eMgned eiSntignt gaEsmr taeil odn Ywouitr hPh oLnyen c xx2ii3i129710536 ErrataBU arsnoindagd B ctEohaBosentk eiO ntSehfgufi prPicnperien oHdsregut- nb tt aaohtn ioeP Yn-oesSu Orrc snWeoliinnnned eaowsl sN SPhuoopnteep 7 o rt: Security and Reliability xx2ii3i41317929 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 WhaWMt’so Nbeeil xeWt D eavnicet to Hear from You xxiv19842 © ChaApdtdeirn 3g andW4 oMr3kinagS wntiatahyE gC doininintt aiTcgnotsg uiWn caLyh onW cr okrfldo Dwosc u ment on Your Phone xx2iv31683 Chapter 5 95IntroCdruAecinadgtd iOnifnfigcge a 3C6 C5o Womonrkmtflaoecwnts tGs roup 231781537 Office 365 ChAadpmteirn i1s terin3g an OAfcFficoecrpemt i3ant6gt5 ina gAC ocTecnxottau cnt tR equest 231987 Creating a New Workflow 139 Creating Your TeaSmeSt taSivniitgne gP w raivnitadhc Sy Se LhnedavirenelgsP fYooorinu Crto EOndtniatelcidtn ReDe o lactuiomnesnhtip s 241089 Are You an AdmSineistttraitnorg? Workflow States 43141 What’s Happening wTiatghg tinhge CWonotralcdt so f Work? 241 AnPR Oleavvnieenrwivniigne gwY o aounfSr dY T poUeupaermd cAa dSitifimntyegi ni Enisxtcgreal t iTDveaa tTsaa ksk sD etails 4159910642 Connect and Collaborate Changing Contact Views 243 TeaFmirsCs,t rT eTeahatiminnWggs s Ea FvWo SierirrsmEytok:wp dKirlhneekie ytTgri ieeTnnaa —wsmggkIn s Si wttYittohheo eiC—t uOoPhFmfrar fisp tectWlhe es taeeeon ndWr Ockeuflot soraidkwnes od hf IetC eotn tact Cards 24441469911644 Virtually Anywhere, Anytime Making Simple Editing Changes 192 WoInArslddtPadwuniinttdUt gMeisn iaCngengo sSds loala aSM gmWbiaaoneon grvTraa khiwtgnfliooiinotunghgwg I Y hsOfoa otHf urifinne rYc rtTdeoeoe u 3 tarh6Sm P5ee r TUonejseaedcmrts i Snitge D Wesigonr ksheet Changes 25441579917445 GoingC fhoor otshienA gG rade SediCntei—hn TWhegeic tmhUk eGi snreogurps sW of oAlrl kSizfleos w Status 64891945 HeMadaskCT iwihnnaeg tna hakge iiCn nCCaggll o lha twuh PadeiCot hn(TwC eoLegoxyrmmtnPi Lncopa piunygtotli nuePPgtrt e)oa isfne sYngsotwau trai ooP naWr goden os Y rokurfl Phoowne Task 274511849011546 LaMunocbhiilneg E dai tVinidge foo Cr aYlol ur Presentation 241996 Stopping a Workflow 148 A CSVhloaisePrewionrsi MgnLt ioYgnPao rngoDoka Aoa guganmrtiSda n UOaCmgadipfn svWfiad i Pacnainoernntor egd 3kp gU 6flF e5oia rls aewt iesesDn s dWo mSheaantin dY iotnoug ’O vYefofi Gucroe P t3 r6e5se ntation 289555110569013849 AWdhdaitn’sgS Nahnexdat Froinrmgat tYinog uPicrt uDrees sktop 251119095 SettinWgB hUaiSpgt’ hsa- EnNaTdder ixMmiitnt aingena ggSPin ergYo coOuguutrrlroiat oPmyk i acsnt du Exrceh ange 295512701749 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 Chapter 12 2Se5Itnt5itnrOogd Ufupcfi iSnAhgca Odereud Pt2olioinno0tkg 1O W n0Teliben eWAx ptp e Sbty lAesp ps 62120113 Work with Office Web Apps 16 Adding Users for SharePoint Online 62 CheAc kFiinrsgt LaAonodpk Mp aatl nyOaifgnfiicngeg W EMmebaa iAl rpkpsu p Styles 210112452 Designing YoWuhrat ’s Next Assigning User Permissions 1664 CChoInedtcirnkogind fguoc, riR nLegaa ndOgifnufigac,ge ae Wn de bR eAsppposn ding to Your Mail 211012553 Public Website Chapter 2 17CoAndfidgiunrgin Wg CeLbyrn HPeca Oarotnstw liinn eOg fafi cNee Ww eMbe Asspapgse W ork 62170113654 Getting StaSrteeCdt hw WEaitxhne tYbgoeu irnArn Pgpuab plMl icCs W aooeimlbn sV imtYei oeuwunrsi c Pahtoionnes 25626701856 Sharing Your Site 115 Getting Started withM MOaCofkhWfidionicfhogyeas iS intn3 igmYg6o U5paul s eNeC rWea wInne— fbTo harCmenhmdaa nteCig oaenns ’ t—Do with Office 365 25626801956 What’sS NSeeeMxtttt tianinngga gU Uipnp gY D oYiuoarlu- Srin iMt eC aoiln ferencing 25621881160 CreatingC Yroeuart iOngffi, cSea v3i6n5g ,A acncdo uCnlot sing a New File 18 157 Applying a Page Background 259 Chapter 6 A LoMoa1kn A1aWrgo7ionurgnk diYn oStghu ewer StiOtuthfbi fianscnceg r Ei3px 6tiMsi5ot iHnnasog im Fl ielPe P raegef erences 1972011558 CGheototsiningg H ae TlphC ewmriteeh a aOntfdifin cHege 3a 6da5e r MStyelee ting Request 26720116 Setting UCph oaC oPsrhionfiagl enY oguri nTogol st he Site Header 22161160 Posting, SharinWogrk,i nagC wnrietdha Y toMiunr Caga nleSnaedgarrv iinceg RFeiqleusests 72218 LeCveAhlsa donfd Egd aiitni nLggo i nYg Oooffiu ctreo WP Yeabos Asupwpr so Sirtde 22262161 What Is Ca DAhoedcucdmkieninntg gL ib aSrnayry sA (taepndmp Wo hSientreat Imts uIte)s? nt 72141179 ChangViinegw iYnogu Yr oPuror fiFliele P inic tOufrfiec e 365 23 161 CWhohCoarseti’ansSt gNin eaeg xtC attu C iDsnthooEgcmadu mnCiOtoeginlfnoitfinr Lg Sicgbc ehri aneY rm3y o Ye6 uo5ru PCr raWelfeeenbrde Banrrc oeVwsi eswer 2246721362119062 Adding and FASorhmdaadtrtiiinnnggg T e DxYt ooucur mCaelnetnsd ar 261242201 How Does All This TWaorkk?in g It to the Desktop 26 163 Chapter 4 7I9mportFinog ranmd Matantiangigng YYoouru Cro nHtaectas dings 262524 What’Os rYgCoauonr-i aCzSuienrtrghAev oiDcadreiont?dc giDun imwinfgfieteghn rL et O nNLifitsbfi Stecreasewtr uWiep sesC b, D oAipfnfpetsr eanct tSesr vices 22761262212465 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 Microsoft Press books are available through booksellers and distributors worldwide. If you need support related to this book, email Microsoft Press Book Support at [email protected]. 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 author’s 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. 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