us user training office 365 training. our case for change partners in health's new hosted...

US User Training

Office 365 Training

Our Case for Change

Partners in Health's new hosted Microsoft Office 365 solution allows users to access their email from anywhere in the world on any computer or mobile device with a web browser. While the current email

system has attempted to meet PIH requirements for many years, there are significant deficiencies and it is very expensive to maintain. Microsoft Office 365 will provide PIH a reliable and secure toolbox of

communication, storage, and collaboration tools, enhancing our ability to bring the benefits of modern medical science to those most in need of them and to serve as an antidote to despair.

Partners in Health will selectively use Office 365 in the following ways:• Email• OneDrive (Secure, Collaborative

Storage Solution)• Lync (Instant Messaging)

What is Office 365? Office 365 is a suite of programs and services for sending email, storing documents, and collaborating online

This new cloud-based suite allows for a more reliable user experience, easier methods of sharing information, and getting in touch

Why Office 365? • Office 365 cloud capabilities reduce costly, “on-premises”

hardware and maintenance • Office 365 mobility allows users to easily message, email and work

together securely• Since users get a consistent Office experience across devices, they

can move easily from one device to another and then back again

For the first time in PIH history, communications and collaboration will be possible on a unified system

at any internet connected site worldwide

Thus Far….

• We have successfully completed our Office 365 Pilot Program with about 30 participants

• As of today, we have prepped all US User accounts for migration to Office 365

• We will be completing the migration of all US user accounts by the end of September.

• Following the US migration, we will begin with international pilot programs and migrations, one country at a time.

What is new for Users?• Upgrade to Office 2013

o Focus Point: Outlook 2013o Focus Point: Sign-On Assistant

• Lync 2013• OneDrive for Business• Outlook Web App (OWA)• Mobile Devices

What’s New?

There is a lot of new terminology, so here is the what’s what:

What is what?

From your computer:

From your browser:

From your mobile:

Outlook 2013 Overview:• Some new features, but all the same

functionality and usability• Application streamlined to provide faster, more

efficient workflow

Outlook 2013

• Most users already have Outlook 2013 installed. If you DO NOT have Office 2013 installed on your computer, please contact the IT team via [email protected] to set up a time to have it installed.

• Outlook 2013 vs 2010

Outlook 2013

mailto:[email protected]

New Notable Features:• Presence• Quick action functions• Peek function

Outlook 2013

http://office.microsoft.com/en-us/outlook-help/what-s-new-in-outlook-2013-HA102606408.aspx

Sign-On Assistant:• Already installed on most users computers at 888 in Boston• Allows authentication between Office Suite and Office 365 Online

services (Outlook Web App) to allow seamless connectivity• Runs in background of computer, does not require any interaction

Sign-On Assistant

Lync 2013 Overview:• A new platform for Instant Messaging

o After signing in to the app, integrated with outlook in by providing “Presence” and direct instant messaging capabilities from Outlook

o Ability to set your status (Presence) to Available, Busy, Do Not Disturb, Off Work, etc. as well as a location (if desired)

o Status automatically updates based on your Outlook Calendaro The app is installed with your new installation of Office 2013

Lync 2013

Outlook Integration:• Allows instant messaging for quick replies

when email is not effective

Lync 2013

Lync 2013

Outlook Integration:• Presence indicators appear when composing

new emails, replying, or viewing emails or contacts.

Available Busy

OneDrive for Business Overview:• Safe, Secure Enterprise solution for cloud storage• Every user gets 1 Terabyte (over 1000 Gigabytes) of storage• Desktop folder syncing solution available for PC (Mac support should be

coming soon)• Simple and secure file & folder sharing inside and outside of the organization• Ability to create, edit, and collaborate on Word, Excel, and PowerPoint

documents directly from any web browser on any internet connected device.

OneDrive for Business

Safe & Secure• OneDrive for Business is secured with encryption on a per-file basis, providing an

incredibly secure solution• OneDrive for Business complies with Health Insurance Portability and

Accountability Act (HIPAA), ISO standard 27001 (Information Security Management), and SSAE 16 SOC1 Type II (Audit Standard).

That’s one big cloud!• Every user gets a full Terabyte of storage!• That equates to approximately:

o 66,000,000 Average Sized Documentso 8,000,000 Average Sized PDF’so 1,400,000 Average Sized Digital Photoso 215 DVD’s worth of Data


Desktop Syncing• Within the Office 2013 suite that was installed on your computer, is an application called “OneDrive for

Business”, verify it is installed by confirming the shortcut is in Start > All Programs > Microsoft Office 2013 > OneDrive for Business 2013

• To link the program up to your 365 account, we will need to initiate the sync from your 365 OWA Portal. Go to outlook.office365.com and sign in. Once successfully logged in, click the OneDrive tab, you should see a “Sync” Button, then click “Sync Now”. It may ask if you wish to run the OneDrive for Business program, click “Yes” or “Allow”. Then it will prompt you with the dialog box below to choose a location for the folder to reside. The default location will be good unless you desire it elsewhere.

• Once you select the location, any documents already online, will automatically sync to your new OneDrive folder! Placing documents from your computer into the new folder will upload them to the cloud!


Tip:Go to the Notification Area, click the arrow to show hidden icons, and double click the cloud, this will open your OneDrive folder

http://outlook.office365.com/

Saving from Word, Excel, PowerPoint to your Cloud• After the initial setup of OneDrive to your

computer, the office suite will allow you to save easily to your OneDrive, providing you safe, secure, and automatically backed up files!


Sharing your documents with others• You can now share and determine the

permission for your files and folders


In your OneDrive Folder Opens a browser for sharing

Outlook Web App Overview:• The new and greatly improved webmail portal for Office 365• Many more functions are possible in the new Outlook Web App, including offline

functionality of email and calendar (requires one-time setup on each device you wish to enable this function)

• OneDrive integration to allow creation, editing, sharing of new and existing documents• Includes Office Online suite for quick edits, quick creation of documents on-the-go• Users now have ability to forward to another account through OWA. PIH IT will no longer be

responsible for forwarding of email. PIH will stop all forwarding previously setup by IT on December 15th

• ALL USERS NEED TO SIGN IN AT LEAST ONCE!

Outlook Web App (OWA)

Login Portal: http://outlook.office365.com


Initial Sign-In:• Every person with an Office 365 account NEEDS to initialize their

account by signing into the OWA portal (http://outlook.office365.com)

• To sign in, go to the link above, and input your username in the following format ([email protected]) and your current email password

• During the first login, you may be asked for language and time zone selections that are applicable to you






Offline Functionality:• Once enabled on a specific machine, Office 365 offline

mode will allow you to do the following:o Reading and responding to messageso Sending new messageso Viewing and editing your calendaro Responding to meeting requestso Viewing and editing your contacts


Tip:Enable offline mode here!

Forwarding Email to another Email Address:• While in the “Outlook” Tab, click settings “ “, then

click “Options”, click “Account” on the left hand menu, then click “Connected Accounts”, enter the new email address in the “Forward my email to:” field and click “Start Forwarding”


OneDrive on Outlook Web App:• OneDrive on OWA will allow you to view, edit,

and collaborate on-the-go at any internet connected device with a browser.


Sharing of Files/Folders Other Options…

Drag-and-Drop Files in this region

Creating in OneDrive on OWA:• Create a new document or folder from OWA

o Word Document, Excel Workbook, PowerPoint Presentation, OneNote Notebook, or Excel Survey


Click “New” to create a new file in your current folder location

Creating/Opening Files in OneDrive on OWA:• Tip:

o When you create a new document from the list, the new document will automatically be created in the Online version of the applicable program (this program is great for basic functions, but may be limited if you need advanced functionality. If you need more functionality, click the “Open In Word” button, and it will open the same document in your Word program installed on your computer.

o When you open a document from your OneDrive, it will automatically open in the online version of the applicable program. In order to edit the document, you need to choose how you would like to edit it from the “Edit Document” button. Choose the Online version (basic functions, faster), or Installed Program (more advanced, slower).

o To get out of the document, you do not need to save (it is continuously saved automatically), all you have to do is hit the back button.


Click “Open In Word” to open in your installed Word program for more advanced functionality

Creating a New Document Editing a Document from OneDrive

Checking Storage Capacity of OneDrive:• While in the “OneDrive” Tab, Click Settings “ “,

then “Site Settings”, then under Site Collection Administration, click “Storage Metrics”


Your Remaining Capacity

Using Office 365 with Mobile Devices:• With the introduction of Office 365, Microsoft

has developed and deployed apps to allow connectivity to nearly all services right from your mobile deviceso Currently supported Mobile Platforms: Android Phones, Apple

iPhones & iPads, Windows Phoneo Deployed Apps: Microsoft Office Mobile, Lync 2013, OneDrive,

OneNote, OWA Mail

Mobile Devices

Microsoft Office Mobile:• Allows user to create, edit, and collaborate on your

mobile device any Word Document, Excel Workbook, or PowerPoint Presentation saved to your OneDrive for Business or on your mobile device.

Mobile Devices

Lync 2013:• Keep in touch via Instant Message on your phone to

all your contacts in Outlook and OWA, also check on peoples “Presence” at any instant

Mobile Devices

OneDrive:• Upload or download files from your device to your

OneDrive for Business. Open files directly with Microsoft Office Mobile.

Mobile Devices

OneNote:• Take notes on your mobile device now, review and

sort later in OneNote on your computer or in Outlook Web App

Mobile Devices

OWA (Outlook Mobile):• Utilize the native Microsoft app to use your Email,

Calendar and Contacts on your mobile device

Mobile Devices

Educational Resources

Please utilize our Office 365 at PIH Website to review frequently asked questions, gain access to training material, and review updates on the migration!

http://www.365atpih.org

For additional help, please send your questions or requests to [email protected].

http://www.365atpih.org/


Office 365 Training

Questions?