Thursday, June 2, 2011

How to start guide to Office 365 for small businesses

Microsoft Office 365 for professionals and small businesses is an easy-to-use set of web-enabled tools that let you access your email, important documents, contacts, and calendar from almost anywhere and any device.

These tools include Microsoft Office Web Apps, which are web versions of the Microsoft Office desktop apps that you are already familiar with like Microsoft Word, Excel and PowerPoint. With Office Web Apps you can create and edit documents on any PC with a web browser.

This Quick Start Guide will walk you through some common tasks to give you a feel for the everyday use of Office 365.
If you are an administrator of Office 365, see the Introduction for Office 365 Administrators to learn about the tasks related to administration.

The web experience

The Office 365 portal gives you instant access to your email and your company’s shared documents. Whenever and wherever you have access to the Internet, you have access to Office 365.
Before you begin, you need to know your Microsoft Online Services ID and password. If you don’t have them already, ask your company’s administrator for them.

Sign in to the Office 365 portal

  1. Go to the Office 365 sign-in page.
  2. Enter your Microsoft Online Services ID and your password.

Office 365 Portal header

After you sign in to the Office 365 portal, look at the top of the page. The horizontal bar that contains some links is called the header. The header always appears at the top of the page so you have quick access to the features of Office 365. Just click one of the links.

  • Home This is the page you see each time you sign in to Office 365.
  • Outlook Click this link to read your email.
  • Team Site Click this link to share documents.


Your Office 365 account includes email. To help protect your privacy and security, your email is stored on Microsoft servers. You can read your email in the Outlook desktop app, as you’ve done previously, or you can read email in Microsoft Outlook Web App.

Create an email message

  1. In the header, click Outlook.
    Your Inbox appears. If you’ve used the Outlook desktop app, this page will look very familiar to you.
  2. At the top of the middle pane, click New to start a new message.


You can create contacts to store the information about people you communicate with, including their email address, street address, and telephone number.

Create a contact

  1. At the bottom left of the window, click Contacts.

    2. At the top of the middle pane, click New.

    3. In the new contact window, type the information that you want to include for the contact.

    Import contacts in Outlook Web App

    1. At the top of the middle pane, click Import.

      2. Follow the steps in the Import Contacts wizard.
      If you have duplicate contacts, they will be repeated automatically in your new list of contacts. If you want more control over duplicate contacts, seeImporting contacts later in this guide under the “Desktop app experience.”


      Use the calendar to store appointments and set up meetings with your colleagues. When you set up a meeting, you can use the calendar to see your schedule and to find times that your colleagues are available as well. You can then send a meeting request to your colleagues.

      View your calendar

      • At the bottom left of the window, click Calendar.

        Create a meeting

        1. At the top of the middle pane, click New.

          1. On the To and Optional lines, enter the names of the attendees you want to invite to your meeting.
          2. Type a subject.
          3. Type a location.
          4. Next to Start time and End time, select the appropriate dates and times.
          5. Type the purpose of the meeting in the message body.
          6. Near the top of the window, click the Scheduling Assistant tab. You can see if the attendees are free. If they are not free, choose a different time.
          7. At the top left of the window, click Send.

            Instant messaging

            After you've added people to your list of contacts, you can chat with them right from your web browser using Outlook Web App.

            Chat with a contact

            1. At the bottom left of the screen, click Contacts.

              1. Right-click a name in the list of contacts, and then click Chat.
              2. Start typing in the Chat window.

                Sharing documents and information with SharePoint Online

                Office 365 gives you a team site where you can collaborate on documents and share information. The team site is maintained using Microsoft SharePoint Online, where your team stores documents in a single location. Storing documents on SharePoint Online helps maintain security, offers version control, and lets you edit and view the documents in Office desktop apps or Office Web Apps. In addition to collaborating on documents, you can also share images, lists, wikis, blogs, and more.

                View your SharePoint team site

                • In the header, click Team Site.

                Learn about SharePoint 2010

                Using Office Web Apps

                Office Web Apps extend the Microsoft Office programs you already know—Word, PowerPoint, Excel and OneNote—with the added benefits of anywhere-access and easy sharing. The document looks the same in the browser as it does in the Office desktop app. Office Web Apps also allow you to edit documents in the browser, using the familiar look and feel of Office.

                Create a file with an Office Web App

                1. On the Home, page under Team Site, click the icon for Word, Excel, PowerPoint, or OneNote.
                  A new browser window opens and you are prompted to type a name for the new file.
                2. Type a file name and click OK.
                  The Office Web Apps opens and you can start editing your file.
                When you save the document, it is automatically saved up to the team site. Later, when you want to view or edit the document, go to the team site to access it. Your fellow team members can access it from the team site as well.

                The desktop app experience

                You can still use the Microsoft Office desktop apps that you already know and use daily. For the best experience, configure your PC so that it can "talk" to Office 365.

                Configuring your Office desktop apps for Office 365 Beta

                You can access your Office 365 email account directly from your Outlook desktop app. When you’re working in other Office desktop apps, you can save files directly to your SharePoint team site to share and collaborate with your team members.
                To configure your Office settings for these features, run. Microsoft Office 365 desktop setup

                Set up and configure your Office desktop apps

                1. In the header, click Home.
                2. On the right side of the Home page, under Resources, clickDownloads.
                3. From the Downloads page, install the programs that you want on your PC.
                4. When you have finished installing the programs, return to theDownloads page, look under the heading Set up and configure your Office desktop apps, and then click Set up.
                5. Follow the setup instructions.

                  Reading mail in your Outlook desktop app

                  You can read email in either the Outlook desktop app or Microsoft Outlook Web App. You can switch seamlessly between the desktop app and the web app. For example, some people use the desktop app at work and the web app at home and on the road.
                  If you downloaded and installed Microsoft Office 2010, start Microsoft Outlook 2010 to access your Office 365 email account. Outlook will walk you through the initial steps needed to configure your settings.
                  If you have a previous version of Office Outlook 2007 or Outlook 2010 already installed on your computer and you want to access your Office 365 email account, you must first create a new profile to access your Office 365 email account. A profile consists of accounts, data files, and settings that specify where your email messages are saved.

                  Create a profile for Office 365

                  1. If Outlook is running, exit Outlook.
                  2. Click the Windows Start menu and then click Control Panel.
                  3. In the Control Panel Search box, search for Mail.
                  4. In the Control Panel, click Mail.
                  5. In the Mail Setup dialog box, click Show Profiles.
                  6. Click Add to create a new profile.
                  7. Type a name for the profile, and then click OK.
                  8. In the Add New E-mail Account dialog box, type your Office 365 email address.
                  9. Click Next, and then follow the remaining steps in the wizard.
                  10. When you return to the Mail dialog box, you see your new profile listed.
                  11. Click Prompt for a profile to be used and then click OK.
                  Going forward, each time you open Outlook, you will be prompted to choose a profile. To switch between profiles, exit Outlook and restart it.

                  Importing contacts

                  Contacts can be imported into Outlook from other applications or from exported Outlook contacts. These instructions assume that you have already exported contacts from Outlook or another application, such as a web client, Excel spreadsheet, or database application.
                  The instructions for importing contacts in Office Outlook 2007 differ from the instructions for Outlook 2010. Follow the procedure below for the version that you use.

                  Import contacts using Outlook 2007

                  1. In Office Outlook 2007, on the File menu, click Import and Export.
                  2. Click Import from another program or file, and then click Next.
                  3. Click Comma Separated Values (DOS), and then click Next.
                  4. Click Browse to locate your file that contains the contacts you are importing and select it.
                  5. Under Options, select one of the following:
                    Replace duplicates with items imported If an Outlook contact already exists, it is replaced by the information that you are importing.
                    Allow duplicates to be created If an Outlook contact exists, the imported contact is created as a second contact.
                    Do not import duplicate items If an Outlook contact exists, the information for the duplicate contact is not imported.
                  6. Click the Outlook contacts folder where you want the imported contacts to be saved, and then click Next.
                    Many people only have one Contacts folder. However, if you have multiple contacts folders, you should pick the folder where you want your contacts to be saved.
                  7. Click Finish.

                  Import contacts with Outlook 2010

                  1. In Outlook 2010, click the File tab.
                  2. Click Open.
                  3. Click Import.
                  4. Click Import from another program or file, and then click Next.
                  5. Under Select the file type to import, click the type of file that you want to import, and then click Next.
                    The most common file type is Comma Separated Values (Windows), also known as a CSV file. If you are importing contacts that were exported from Outlook to an Outlook Data File (.pst), clickOutlook Data File (.pst).
                  6. Under File to import, click Browse, select the file that you want to import, and then click OK.
                  7. In the Import a File dialog box, under Options, click one of the following:
                    Replace duplicates with items imported If an Outlook contact already exists, it is replaced by the information that you are importing.
                    Allow duplicates to be created If an Outlook contact exists, the imported contact is created as a second contact.
                    Do not import duplicate items If an Outlook contact exists, the information for the duplicate contact is not imported.
                  8. Click Next.
                  9. In the Import a File dialog box, under Select destination folder, click a folder for the imported contacts, and then click Next.
                    Generally, you select the Contacts folder unless you have multiple accounts, or have created multiple contact folders for your account.
                  10. Click Finish.

                  Saving files to SharePoint Online from Office 2010 desktop apps

                  When you create a document in one of the Office 2010 desktop apps, such as Word, you can save the document directly to SharePoint Online. Saving it to SharePoint Online makes it easy to share with your colleagues.

                  Save a file to SharePoint Online

                  1. Start an Office desktop app, such as Word, as you normally would to create a document.
                  2. On the File menu, click Save & Send, and then click Save to SharePoint.

                    3. Double-click the location where you would like to save your file.
                    4. Type a name for your file and click Save.

                    Instant Messaging with Lync 2010

                    Microsoft Lync 2010 is an application you install on your desktop to communicate with others via instant messaging (chat), audio calls, and video calls.

                    Download and run Lync 2010

                    1. In the header, click Home.
                    2. On the Home page, under the heading Lync, click Install Lync 2010.
                    3. Follow the installation instructions.
                    4. After the installation has finished, you can run Lync 2010 from the Windows Start menu.

                    Send an instant message

                    1. Start Lync 2010.
                    2. In the white box at the top of the Lync 2010 window, type the name of someone in your contacts or the email address of a colleague.
                    3. The name or email address appears directly under the white box.

                      1. Right-click the name or email address.
                        A shortcut menu appears listing all the available commands.
                      2. Click Send an Instant Message.

                        The mobile experience

                      You can connect a variety of mobile devices—typically mobile phones that can synchronize information with Windows—to Office 365 and then use the device to send and receive email and access calendar information.
                      For information about configuring your Windows mobile device, Apple iPhone, or BlackBerry® mobile device, see Use email on your mobile phone in Help.

                      Help and the Office 365 Community

                      Want more help with Office 365? You can find answers to many questions in Office 365 Help. We’re also building a community of other users of these services who share their problems, solutions, and other advice. You can look for an answer in all Help articles and community posts at the same time.

                      Find an answer in Help and community

                      1. Go to the Home page.
                      2. In the Search box on the right side of the page, type what you’re looking for.
                        3. The results page lists answers from the Office 365 Community and Help.
                        4. If you can’t find the answer you need, post a question in the Community.


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