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Microsoft Office 365 for Business

Microsoft Office 365 for Business

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Microsoft Office 365 for Business

4.5/5 (3 ratings)
370 pages
4 hours
May 5, 2016


Microsoft Office 365 is Microsoft Office collaboration and productivity tools delivered through the cloud. Everyone can work together easily with anywhere access to email, web conferencing, documents, calendars and more.

You will learn how to use Microsoft SharePoint Online which includes online collaboration, sharing and document editing. Applications include Newsfeed, Blog, Video, OneDrive (file management) and Team Sites.

Also you will learn about Skype for Business which provides communications features including instant messaging, PC-to-PC audio/video calling and online meetings that can include audio, video and web conferencing with application sharing, whiteboards, and other collaboration tools.

You will use the Office Web Apps which are browser-based versions of Microsoft Excel, Word, Outlook, OneNote and PowerPoint that enable viewing and editing of Office documents in Web browsers.

May 5, 2016

About the author

Dave has been teaching for about 28 years now and has been teaching online for about 23. (his first online course was teaching Windows 3.1 on a DOS based system; how primitive)He mostly works out of Loyalist College in Belleville.He is a certified MOS instructor. This is where you are certified by Microsoft to teach Word, Excel, Access, PowerPoint and Outlook. He also does consultation work and belongs to the local Chamber of Commerce. As well he is certified to teach ICDL (International Computer Driving License) and IC3 courseware (Digital Literacy suite of products).He is a course developer (for Ontario Learn which is the collective for all the colleges in Ontario) for the following; Word Specialist, Access Specialist, Windows (10), Office 365 for Business and Microsoft Office (2013 and 2016)He has experience in developing and evaluating training programs for the classroom and online.

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Microsoft Office 365 for Business - Dave Tosh


Chapter 1 - Introduction to Microsoft Office 365


This chapter introduces you to the cloud and Microsoft Office 365. You will get an overview of MS Office 365 components. This will include SharePoint, Skype for Business, Exchange and Office Web Apps.

Learning Objectives:

Understanding Cloud Computing

Features and Benefits of MS Office 365

Learning what SharePoint, Skype for Business, Exchange and Office Web Apps are

Knowing the Difference between MS Office 365 plans

Getting Familiar with MS Office 365 Products

Login to MS Office 365

Set up your Profile

Change your Profile Picture

Set up Outlook

Change your Password

Cloud Computing

Cloud computing is the use of computing resources (hardware and software) that are delivered as a service over a network (typically the Internet). Office 365 is a cloud based group of programs or services that allows users to communicate and share interactively. Typically, the idea of cloud computing is services that are available offsite. For most that means you need to log into a website to access services like email, word processing and file sharing.

For more information on cloud computing you can use this YouTube video:

Introducing MS Office 365

MS Office 365 can be used in a one-person operation or in a business with thousands of employees. As a result, some of the information provided will exceed the needs of the small business person. The link below is a Microsoft page that outlines the benefits of using Office 365:

The main programs that you will be using in this course are SharePoint, Skype for Business and Exchange (Outlook). You will also have access to web based versions of MS Office which will include MS Excel and MS Word. Some plans will also have the full version of MS Office Professional that you would be able to download.


SharePoint is a collection of services and can be used to provide document and file management, collaboration, social networks, and websites. Microsoft SharePoint makes it easier for people to work together. It stores all of your business information in one place enabling people to share knowledge, manage documents and find information more efficiently.

Skype for Business

Skype for Business is a system for unified communications. It includes instant messaging (IM), voice and video calling and Web conferencing both within the organization and externally. The Skype for Business Server uses the address books maintained by Microsoft Exchange Server for communicating.


Exchange is an e-mail messaging system that runs on Windows servers. The server side is Microsoft Exchange Server and the client (user) program is normally Microsoft Outlook, which also includes contacts and calendaring. Exchange Server enables a user to securely access communications like e-mail messages, voice mail, instant messaging and SMS (Short Message Service) text messages from desktops, Web browsers or mobile devices.

Office Web Apps

Office Web Apps are browser-based versions of Microsoft Word, PowerPoint, Excel, and OneNote. Office Web apps allow users to view and edit Microsoft Office documents on any device. Users use Office Web Apps as part of Office 365 on SharePoint

FAQ (Frequently Asked Questions) for Office 365

A very useful Microsoft site is the one below which is an FAQ for MS Office 365 questions, I encourage you to bookmark this link and to refer to it as you work with your own plan.

Office 365 Business vs Home

One thing that causes confusion is how Microsoft uses the term Office 365. There is a Business version and a Home version. This book only refers to the Business version of MS Office 365, which includes programs like SharePoint and Skype for Business that is missing in the Home version. To find out more about this go to and you will see links for Business and Home.

Office 365 Plans

MS Office 365 has different plans for different users to meet their needs. If you do not have your own Office 365 plan, then you can compare plans and check out the most up-to-date information by going to this Microsoft site:

When on this website you will also see links for Education, Government and Nonprofit plans.

Login to MS Office 365

Follow the instructions below to connect with your plan:

Setting up your Profile

You should provide a little information about your preferences and interests. Your profile, similar to ones you’ve probably created on social media sites, lists the basics about who you are, where you live, and what language you use. When you add data to your profile then anyone in your organization can search for and access this information

Note: the basic info about you; your name and address, for example, aren’t editable in the profile screen. That’s because the Administrator of your account is the one responsible for making changes to user accounts. So you need to be logged in as an Administrator to make those changes.

Note: Updating this information should be done by keeping in mind that this is for business. You should only add information that relates to you in a professional way. In Exercise 1-1 I will have you add information to this area.

Basic Navigation in Office 365

Using just four icons on the navigation bar along the top of the Office 365 screen you can access all programs and settings:

Set up Outlook

Your inbox is likely the main location you will be working from in Office 365. Before you can see it you need to perform a small setup.

Change your Profile Picture

You can change or add a picture when you edit your Profile as we covered earlier. Unless there are Security or Privacy issues then most businesses will want you to post a picture. To change your profile picture, follow these steps:

Note: Another location you can change your picture from is Delve .

Change your Password

Your password is important and should be changed on a regular basis. While you were asked to create a new password when you first logged into Office 365 it is still recommended by Security Experts that passwords be changed every three months or so. The default setting to change your password is every 90 days. You will start to be prompted 14 days in advance. If you need to change your password at any time:

Log out of Office 365

You should always log out of Office 365 when done for the day or whenever you leave your computer if it is in a location where others can access it. If you don’t then that becomes a privacy and a security issue.

Exercise 1-1

Helpful links:

Sign into MS Office 365

Setup MS Office 365


to access help. Make sure you become comfortable with the various Help options that are available.


At the end of this Chapter you should understand what MS Office 365 is and what it can do. You should have an idea as to which plan you will want to use. Also you should understand what the cloud is. Terms you should know are cloud, Microsoft Exchange, Office Web Apps, SharePoint and Skype for Business. Also you should be able to log into Office 365 and be able to update your profile, picture and change your password.

In the next Chapter (2) Contacts and Email, you will be learning how to work with Exchange. This will include People (Contacts) and Outlook (email).

Chapter 2 - Using Microsoft Exchange for E-mail and People (Contacts)

Chapter Introduction:

This Chapter, made up of several mini Sections and exercises, introduces you to email and contacts using MS Exchange. For the user that means using Outlook for email. For contacts Exchange uses the term People. The first screen you typically see when you log into MS Office 365 is your Inbox. Much of your time will be spent sending and responding to Contacts’ emails. We will go over creating Contacts first as you need contacts to be able to email. We will also go over how email works in Office 365.

Chapter Learning Objectives:

Create a Contact

Edit a Contact

Create a Contact List

Add Social Network Contacts

Create an Email

Create Folders

Send a message to a Contact List

Create and Insert a Signature

Set up Automatic Replies (Out of Office)

Get a Deleted item back

Create a Rule

Using Outlook Web App (OWA) on a mobile device

People (Contacts)

Contacts hold information about the people, groups and companies that you deal with. Outlook contacts provide flexibility and customization; for example, you can associate birthdays, several types of phone numbers, anniversaries, web site addresses, and other custom information with your contacts. In order to create meetings (Chapter 3) you require contacts to exist. When you want to make an IM (Instant Message), audio or video call using Skype for Business (Chapter 7) you also want

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  • (3/5)
    Nice for those who want to have basic under standing of O365. A brief introduction of each feature is presented in this book.