Office 365 workshop intro slides for workshop leaders

Office 365 Workshops for Nonprofits
Setting Up Office 365: Hosted Email for Your Domain
Elijah van der Giessen
October 2015

. © TechSoup Global | All rights reserved3
1. Introductions
2. Review of
Workshop Goals
3. What is Office 365?
4. Step-By-Step Setup
5. Overview of Office
365 Email
AGENDA
Source: Johns Hopkins University

Two hours from now…
Now…
YourOrganization@gmail.com
You@YourOrganization.org

6
You won’t look
fly-by-night any
more!
Who would you
volunteer for?
Who would you
donate to?

Office 365 Overview
Office 365 Exists in the Cloud
• Can be accessed from anywhere
Exchange
• 50 GB of storage per mailbox
• Shared calendars and
mailboxes
Skype for Business
• IM, Voice, Video, Presentations
OneDrive (for Business)
• Personal storage in the cloud
Newsfeed/Yammer
• Social collaboration tool
SharePoint
• Document storage/information
portal

Today we will…
1. Apply for the Office 365
donation
2. Claim ownership of domain
by modifying TXT records and
setup email by modifying MX
records
3. Create initial email accounts
4. Review Outlook online
5. Configure Outlook for desktop
and mobile
6. Migrate old email (if there’s
time)
Hosted Email using Office 365

1: Apply for Office 365 donation

2: Verify Domain Ownership

3. Verify, Create accounts, and setup MX email records

Review Exchange Online
Hint: it looks and works just like other web-based email. 

Office 365 Email Training

Agenda
Introduction
Topics of discussion
• Creating/Sending/replying/forwarding messages
• Signatures
• Passwords
• Calendars ( sharing and setting permissions)
• Appointments vs. Meeting Request
• Out of Office
Q & A
Wrap up

Outlook Web Access Features
Mail
• One-click access to filter messages
• Inline compose
• Drag and drop to add an attachment
Calendar
• Merged calendars views

Passwords
Each user has the ability to
reset their own password
from their Outlook web
access (OWA)
If you forget your password
your administrator will need
to reset it for you
Microsoft enforces a strong
password policy
Password policy
requirements:
• 8 -16 characters maximum
• Password cannot contain the
username alias (part before @
symbol)
• Must be a strong password
which requires 3 out of 4 of
the following:
• Lowercase characters
• Uppercase characters
• Numbers (0-9)
• Symbols (see password
restrictions above)

Outlook Web Access - Email
1. Create a new message by
clicking icon new mail.
2. Folders. The folder list
includes the folders in your
mailbox and Favorites.
3. Search window. Type what
you want to search for here.
4. List of messages in the
current folder.
5. The reading pane, where
the conversation that you’ve
selected is displayed.

Outlook Web Access - Calendar
1. Create a new event by clicking
2. Use the calendars to navigate
from one date to another.
3. You can view more than one
calendar at a time.
4. This is another area that you
can use to navigate from one
day to another.
5. The main window, where
calendars will be displayed.
6. Select the view you want, and
share or print your calendar.

Appointments, Meeting Request and Reminders
Appointments are activities that you schedule in your calendar that
don’t involve inviting other people or reserving resources, such a
conference room
Meetings includes other people and can include resources, such as
conference rooms. You’ll get responses to your meeting requests in your
Inbox.
Reminders pop-up an alert window so you don’t miss an important
deadline. You can add or remove reminders for almost anything in
Outlook, including email messages, appointments, and contacts.

Outlook Web Access
Creating An Appointment
1. Enter a short description of the event.
2. Add a location if you want.
3. Select the starting date and time.
4. Select the duration. Select All day for an
all-day event. All-day events appear at
the top of the calendar.
5. Use Show as to choose how you want
the time to appear on your calendar.
6. Change or turn off the reminder.
7. If you have more than one calendar,
choose which calendar to save it to.
8. Set a repeating pattern if you want this
event to repeat.
9. Mark it as Private if you don’t want
anyone you’ve shared your calendar with
to see the details.
10. Use the Notes area to add any other
information you want
11. Click Save to save your changes or
Discard to cancel

Outlook Web Access
Creating A Meeting Request
1. You can type names directly in the Attendees field to
add them.
2. Enter a location, or select Add a room to see a list of
available conference rooms from your organization’s
address book. Select Scheduling Assistant to show the
calendars of attendees. You can also add or remove
attendees and automatically schedule resources such as
conference rooms.
3. To see the availability of attendees and conference
rooms, select Scheduling Assistant. When you’re
done, click OK to save your changes or Discard to
cancel. Either will take you back to the event form where
you can make any other changes you want before
sending. If online meetings are enabled for your account,
you can add an online meeting link by selecting Online
meeting.
4. If online meetings are enabled for your account, you can
add an online meeting link by selecting Online meeting.
5. By default, Request responses is turned on, but you
can turn it off if you don’t want to know who has
accepted or declined the invitation. If you leave request
responses on, you’ll receive a message as each
attendee accepts or declines your invitation.
6. Click Send to save your changes and send the invitation
to the attendees or Discard to cancel

Outlook Web Access
Sharing your calendar
1. Enter the name of the person you want to share
your calendar with in the Share with box.
Outlook Web App will automatically search for
them in the address book.
2. After they’ve been found, they’ll be
automatically added to the list of people to
share with. You can add as many people as you
want.
3. Choose how much information you want to
share. Full details lets that person see all the
information about events on your calendar,
except events that you’ve marked as Private.
Limited details will show the subject and
location. Availability only shows only that you
have an event at a particular time, but no other
details. Private events will always show only as
busy.
4. You can edit the subject if you like.
5. If you have more than one calendar, choose
which you want to share. Most people share
their default calendar (called Calendar), but you
can share any calendar that’s part of your
mailbox.
6. Click Send to send the sharing invitation to the
people you’ve added Discard to cancel.

Out of Office
Outlook Web Access
Setting Description
Don’t send automatic replies
Select this option to turn off automatic
replies.
Send automatic replies
Select this option to turn on automatic
replies.
Send replies only during this time
period
Select this check box, and then enter
a start time and end time to control
when automatic replies are sent. If
you don't set a time period, your
automatic reply will remain on until
you turn it off, and you’ll be reminded
you have automatic replies turned on
each time you sign in to your mailbox.
Send a reply once to each sender
inside my organization with the
following message:
Use this box to create a message that
will be sent only to senders who are
inside your organization. This option
may not be available.
Send automatic reply messages to
senders outside my organization
Select this check box if you want
automatic replies to be sent to
senders outside your organization.
Send replies only to sends in my
Contacts list
Select this to limit automatic replies to
senders who are in your Contacts
folder. Senders who aren't in your
Contacts folder won't receive the
automatic reply.
Send replies to all external senders
Select this to send your reply to all
senders outside your organization.
Send a reply once to each sender
outside my organization with the
following message:
If you've selected Send automatic
reply messages to External
Senders, enter the reply you want
sent
To turn on or modify
automatic replies, go to
the gear icon then
Options > Organize
email > Automatic
Replies.

A few things to remember
OWA does not allow for images in your signature
OWA is automatically updated no need to hit send/receive to get new
email
If you use OWA in one location it will automatically update in the next
location as well as on your desktop, phone or tablet
When changing your password in OWA the screen will refresh and show
blank boxes but will not load a new/different screen
If you shared your calendar with folks prior to office 365 you will need to
re-share again.

Questions?

417 N. 8th Street, Suite 203 : Philadelphia, PA 19123
1.888.798.1350 : techimpact.org

Office 365 workshop intro slides for workshop leaders

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