USER GUIDE - Sutton Coldfield Grammar School for Girls
Contents
1. SUTTON COLDFIELD GRAMMAR SCHOOL FOR GIRLS Office 365 USER GUIDE Table of Contents PE COUN DE eme T 1 What is MY USE OTT 1 ChaBHeInB CEDE CU Ma REUS Ud 1 ERR TEM 1 uo gU o T T T DR 2 xe C Tcr 2 HOW tO AECOSS 98D NM 2 HONTO Eel ern m 2 PV OV E SE ei 3 Me gez I AVS QUO Rem 4 err tate 4 MONIGA TR 4 PES oos tex IR PI PK MERIDIEM IM MEM MEME CMM UE 5 SIX 6 Exiting Online OMCE cessi deo suene 7 SQQ A 8 What is OneDrive T OITICe 365 8 What is the difference between OneDrive for Business and 8 MORIE 9 e ae T ETT H 10 Em 11 11 HR 11 File Folder Management RS Rm Em 12 Security Recommendatio NS 21 Account Details What is my Username To login to any of the 0365 services you must use your Username Principal Name UPN i e your username must be in an Email address format usernam2. audit reports are available 1 Click the gear icon in the upper right corner of the screen and select Site settings from the menu NE Change theme Office 365 settings OneDrive settings Add an app Site contents Site settings Feedback Page 19 2 Click Audit log reports under the Site Collection Administration heading Site Collection Administration Recycle bin Search Result Sources Search Result Types Search Query Rules Search Schema Search Settings Search Configuration Import Search Configuration Export Site collection features Site hierarchy Portal site connection Storage Metrics 3 Click one of the reports listed to access its data View Auditing Reports o 3 Content Activity Reports Q3 Content viewing This report shows all events where a user viewed content in this site Qi Content modifications This report shows all events that modified content in this site Qj Deletion This report shows all events that caused content in this site to be deleted or restored from the Recycle Bin Content type and list modifications This report shows all events that modified content types and lists in this site 3 Information Management Policy Reports Q Policy modifications This report shows all events related to the creation and use of information management policies on content in this site B Expiration and Disposition This report shows all events related to the expi
3. OneDrive Sutton Coldfield Grammar School for Girls Documents Welcome to OneDrive Sutton Coldfield Grammar School for Girl until shared Learn more here Dismiss new upload sync v Name Modified Sharing Mo Shared with Everyone August27 48 1 Book 3daysago amp 1 l Document 3 Q amp Presentation 3 1 Drag files here to upload Page 13 2 Ina separate window open the folder on your computer that contains the files you wish to upload image below illustrates Microsoft Windows 7 file browser QU Libraries Documents My Work v 5 Search My Work File Edit View Tools Help Organize v Burn New folder Ft Favorites Documents library RE Desktop My Work Jd Downloads El Recent Places Arrange by Folder Name Date modified Type 81 File To Upload docx 18 10 201415 57 Microsoft Word D Another file docx 18 10 2014 15 54 Microsoft Word D 19 Libraries Documents Music Pictures B Videos j Computer k 2 items 3 Selectthe file s you wish to upload Click and hold the cursor over one of the selected files drag them to OneDrive in your browser window and release the mouse in the Drop here area OneDrive University of Wisconsin Milwaukee Documents Welcome to OneDrive University of Wisconsin Milwaukee the place to store sync and share you Documents are private until
4. found http Portal Office com home http Portal MicrosoftOnline com home http Portal Office365 com home All of these sites resolve to the same place so any can be used Additionally link can also be found on the school website http www suttcold bham sch uk How to Login 1 There are 2 way to access Office 365 Goto the Office 365 portal website http Portal Office com home b Go school website i http www suttcold bham sch uk ii Click Menu iii Click O365 in the Main Menu 2 Enter your UPN amp Password same password used with network Email login f Office 365 Sign in with your work or school account Keep me signed in Cancel 3 If want to keep yourself signed in so you don t have to login the next time put a Tick in Keep me signed in It is not advised to do this on an unsecured computer on premise school computers are secured 4 Click Sign in Page 2 Homepage The Office 365 Portal Homepage provides quick access to available services and features l SUTTON COLDFIELD Office 365 GRAMMAR SCHOOL FOR GIRLS Let s make a Install Office on your PC Language English Change v Make Bing your search engine difference PLU S homepegt XE 3 d g2 Applies t nternet Explorer Firefox Chrome and Safar Word Exce PowerPoint Outlook OneNote Got a Mac Sign in to Office 365 on your Mac to install Troubleshoot installation today Smartphone or tablet Get O
5. here ond anbe opened Template here can be used to create a new file in OneDrive Scroll down for more templates Note If a previous file was created and not renamed an error may occur and you will be asked to try again or go to OneDrive If this happens go to OneDrive and rename the file to stop the error from happening To open an existing saved file open OneDrive and click on the file name Edit a File on Page 11 Page 6 Exiting Online Office To exit any of the online Office web apps e g Word Online Excel Online PowerPoint Online etc and return back to OneDrive Click your name displayed next to the web app logo in the Top bar You can also use the Office 365 Portal Navigation but clicking on the Tile button to display all the available features and services that you can navigate to Read Only Mode Word Online 14smith1234 Test Student Nul Oy n 14smith1234 Test Student P Edit Document Print e Share comments Edit Mode Word Online 14smith1234 Test S Docume amp Share 14smith1234 Test Student FILE HOME INSERT PAGE LAYOUT REVIEW VIEW Tell me what you want to do OPEN IN WORD Office 365 Portal Navigation Click on here to Display the Features Services available User s Name in Word Online Position of User s Name in Excel Online PowerPoint Online and OneNote Online is the same Page 7 OneDrive OneDrive can be accessed by clicking o
6. put a tick next to file or folder see Selecting a File or Folder on Page 12 for instructions Note If you share a folder you are giving access to everything under that folder i e if edit rights are given then it is possible to create files folders and it will be possible to upload to that folder Access to all files and folders under that folder will be available recursively i e access is granted to all subdirectories includes subdirectories inside of subdirectories and the files inside those subdirectories 2 Click Share tJ share 3 Share window will appear Share Presentation amp Only shared with you 1 2 Invite people Enter names email addresses or Everyone Get a link Shared with Include a personal message with this invitation Optional Require sign in SHOW OPTIONS Page 16 Who to share with Desired Permission Can edit or Can view Message sent to those notified of share Sign in requirement 4 Enter who you want to share the file or folder with Note When you start typing the system will search the address book for known users which you then select to add them i e for staff you can start entering their name or staff code and it will display what it matches For students you can enter their username You can also enter Email addresses both internal and external 5 Set desired permission a Can edit will allow those you share the files with to view and m
7. shared Learn more here Dismiss Drop here Copy 5 Repeat this process anytime to upload files Note This option is not available for Mobile Devices i e does not work with Apple iOS iPad iPhone etc and Android devices Download a File with PC View 1 Select the File or Folder i e put a tick next to file or folder see Selecting a File or Folder on Page 12 for instructions 2 Click Manage 4 manage Note The Manage option is only available after a file or folder is selected but only files can be downloaded and only one file at a time Page 14 3 Inthe Manage submenu Click on Download a Copy 4 The file will either automatically download to the Downloads folder on your computer or a Save As window will appear asking you to choose a location on your computer to save the file to this varies by Internet browser and browser settings 5 Repeat this process any time you need to download a copy of a file to your computer Note This option is not available for Apple iOS Devices iPad iPhone etc Rename a File or Folder with PC View 1 Select the File or Folder i e put a tick next to file or folder see Selecting a File or Folder on Page 12 for instructions 2 Click Manage Note The Manage option is only available after a file or folder is selected but only one file of folder can be renamed at a time 3 Inthe Manage submenu Click on Edit Properties 4 Type the new name in the Name textbox an
8. ablet or mobile device with access to the Internet e Students faculty and staff are likely to access data in a variety of ways including potentially unsecured connections from off site locations e tis not possible for the school to govern how OneDrive is being accessed by non school computers or Internet connections e When files are shared with others from a device that is infected with viruses or malware the data is likely to be compromised as well Online File Storage Alternatives If you have confidential or sensitive data that must be stored and or shared online please consider the following alternatives De identify data before sharing on OneDrive e Use arandom identifier and store both the identifiable data and its encrypted identifier on an internal network drive e De identified data can be stored and shared with others via OneDrive Encrypt and store data that cannot be de identified on a network drive e Ensure the party you are sharing these files with has met the requirements associated with the type of data being shared e g confidentially agreement e OneDrive can be used to share encrypted files if the other party is properly authorized to receive and care for the data the encryption key or password is exchanged over the phone and the file s are removed from OneDrive once transferred How to Use OneDrive Securely Secure the workstation or device you are using to access Office 365 Install virus malwa
9. ake changes b Can view will allow those you share the files with to view only 6 Enter a personal message if desired this will be the message that will be included in the Email that is sent notifying the person that you ve shared the file or folder with them 7 Ifyou want them to have guest access without the need to sign in login with Microsoft ID then untick Require sign in For example you can share a file with an external contact and allow them to access the file or folder without the need to sign in Use this with caution see Security Recommendations on Page 21 8 Click Share Accepting a Shared File or Folder 1 WhenaFile or Folder is shared with you you will be sent an Email notifying you of it 2 You will get an Email saying someone the person who shared with you has shared a document or folder with you 3 Click on Follow if you want to add the file to your OneDrive or click on the or folder s name if you want to open the file but not add it to OneDrive 4 Ifyou clicked on Follow you will be redirected to your OneDrive where you can see that the shared file is now visible Change Share with PC View 1 SelecttheFile or Folder i e put a tick next to file or folder see Selecting a File or Folder on Page 12 for instructions Click Share Click Shared with Click on the dropdown next to the person you want to change share permission Click Can edit or Can View pu M xe Un I9 Click Save changes Stop Sharin
10. cycle bin Page 9 Create a File You can create a file and store it in OneDrive The available file types are Word Documents Excel Workbook Excel Survey and Power Point Presentation 1 In OneDrive Click new Plus Icon new o 2 Choose what type of file you want create image below illustrates PC View X OneDrive su Create a new file Word document Welcome ta y Excel workbook here Dismiss new PowerPoint presentation OneNote notebook Sha Excel survey E New folder 3 This will open load the web app for the type of file you chose e g Word Online for a Word Document 4 Give your file a name Word Online Excel Online and PowerPoint Online will not prompt you for a Name so you will need to change the name of the file after it loads To do this a Inthe top bar you will see the current name of the file located in the middle of the bar m Word Online 14smith1234 Test Student Document FILE HOME INSERT PAGE LAYOUT REVIEW VIEW Tell me what you File Name in Word Online Position of File Name in Excel Online PowerPoint Online and OneNote Online is the same b Click on the File Name this will highlight select the File Name and change the name c Press Enter or Click anywhere in the web app to save the name Page 10 Edit a File 1 Click on the File Name 2 This will open the File in the appropriate Office web a
11. d Upload via Browser in PC View 1 Click Upload t upload 2 Browse for the file image below illustrates Microsoft Windows 7 file browser Open QC gt Libraries Documents My Work v gt Search My Work p Organize v New folder J v e Favorites Doc library ENSE nde WE Desktop My Work 38 Downloads Name Date modified Type Recent Places ay Another file docx 18 10 2014 15 54 Microsoft Word D 53 Libraries ay File To Upload docx 18 10 2014 15 53 Microsoft Word D Documents 2 Music Pictures BE Video Comnuter Md lt i File name AllFiles 3 Select file and Click Open 4 Repeat this process anytime to upload files Note This option may not be available for Mobile Devices e g does not work with Apple iOS iPad iPhone etc Page 12 Upload via Browser with Mobile View 1 Click the Plus icon in the bottom right of the screen a G 2 Click Upload Upload file 3 Browse Select a File Note Apple iOS iPad iPhone etc only grants access to the Photo Library and Camera so you can only upload a Photo or Video in your Photo Library or upload from the Camera by Taking a Photo or Video 4 Click on the Tick icon to Upload change name or select Replace existing file if required 5 Repeat this process anytime to upload files Upload using Drag and Drop 1 Navigate to the folder you want to upload files to
12. d Click Save 5 Repeat these steps any time you wish to rename a file or folder Deleting Files or Folders with PC View 1 Select the File or Folder i e put a tick next to file or folder see Selecting a File or Folder on Page 12 for instructions Click Manage w Inthe Manage submenu Click Delete 4 Click OK in the confirmation window Are you sure you want to send the ttern s to the site Recycle Bin Note Deleted files and folders are placed in the Recycle Bin and it will be stored there for 30 days after which it will be permanently deleted 5 Repeat this process any time you need to delete a file or folder The page at https suttoncoldfieldairis my sharepoint com says Restore a File or Folder with PC View Deleted files and folders are not deleted permanently for 30 day they are sent to the Recycle Bin only available in PC View to switch view see Switch to PC View on Page 9 Files here can be restored 1 Click Recycle Bin Page 15 Search everything D Documents Recent Shared with me Followed Site folders Recycle bin 2 Tick all the files and folders to Restore 3 Click Restore Selection A Restore Selection Share a File or Folder Any file in OneDrive can be shared with anyone i e it can be shared with internal and external people Itis recommended that PC View is used to Share a File or Folder to switch view see Switch to PC View on Page 9 1 Select the File or Folder i e
13. e suttcold bham sch uk For example Username ABC UPN ABC suttcold bham sch uk Changing Password If you wanted to change your password not a requirement for Office 365 use this should be done within school and not within Office 365 1 Login to School computer 2 Oncelogged in press CTRL ALT DEL and select Change Password D Lock this computer Switch User Change a password Start Task Managet Cancel 3 Enter current password in Old Password field 4 Enter new password in New Password and Confirm Password fields 5 Press Enter on the Keyboard or Click the Arrow button to Change your password Old password New password Confirm password Forgot your password If you forget your password please come to the IT Office and a member of the IT team will assist you Page 1 Getting Started Perquisites To access Office 365 you will need an internet connection and for the best experience it is advised to use a supported web browser Office 365 is designed to work with the current or immediately previous version of Internet Explorer or Firefox or the latest version of Chrome or Safari Other versions or other browser are not recommended but may still function These other browsers are likely to affect the quality of the user experience and may only function in part How to Access Office 365 To access any of the Office 365 services you can use the Office 365 portal and the portal can be
14. ffice on your devices Learn how to set up email and Office 365 apps on your device Save your files online for easy access Get schoolwork done across your devices y Collaborate with Office Online with 1 TB of free online storage Use OneDrive for free Office 365 Portal Navigation Click on here to Display the Features Services available Office 356 logo Click on here to return to the Office 365 Portal Homepage Your personal account settings in Office 365 Access to Features Services available Page 3 Portal Navigation Anywhere within Office 365 access to available features services can be found in the Portal Navigation SUTTON COLDFIELD Office 365 GRAMMAR SCHOOL FOR GIRLS P PowerPoint OneNote Excel Online Online Online Office 365 Portal Navigation Click on here to Display the Features Services available to Features Services available When Portal Navigation is clicked this menu is displayed Logging Out 1 Click on the User Menu Lo AA User Menu 14smith1234 Test Student 14smith1234 suttcold bham sch uk change About me Sign out 2 Click Sign Out Mobile Apps We currently do not support the use of mobile apps it is advised to use a web browser and use Office Online Page 4 Newsfeeds Newsfeeds can be accessed by clicking on Newsfeeds in the portal navigation In this section you can monitor the documents and sites you are followin
15. g Also any newsfeed posted in the sites you are following will appear here Share with everyone Start a conversation Search conversations Following Everyone Mentions I m following It s pretty quiet here Follow more people to see activity in your newsfeed or see what Everyone is talking about Newsfeed people About me Blog O Apps documents Tasks A EDIT LINKS sites Page 5 Online Office Online Office offers online editing of documents presentations spreadsheets and notes without the need to install any software app It can be accessed by clicking on the desired app in the portal navigation PowerPoint Word Online Excel Online Online OneNote Online On clicking on the desired web app the online web app will open the following illustration displays Excel Online however the layout is the same for all web apps Excel Online MEM Test Student Recent New IN 4 OneDrive for Business TASK OR TITLE Total a List MAKE A LIST 139 00 Next time you come back here you ll see your list of recently opened documents n oan mom iam New blank workbook Make a List Total a List of Income Spent 59 Track My Tasks Manage My Money Personal Budget Family Budget Payoff Calculator CALCULATOR o Open from OneDrive for Business T li i Li Add a place ILL ANNE oswa Feren sed re deployed
16. g with PC View 7 Select the File or Folder i e put a tick next to file or folder see Selecting a File or Folder on Page 12 for instructions 8 Click Share 9 Click Shared with Page 17 10 Click on the dropdown next to the person you want to stop sharing it with 11 Click Stop sharing 12 Click Save changes Auditing Files with PC View You can keep track of your files as well as monitor who is accessing them and the changes they are making only available in PC View to switch view see Switch to PC View on Page 9 Configure Audit Settings 1 Click the gear icon in the upper right corner of the screen and select Site settings from the menu 1 Change theme Office 365 settings OneDrive settings Add an app Site settings Feedback 2 Click Site collection audit settings under the Site Collection Administration heading Site Collection Administration Recycle bin Search Result Sources Search Result Types Search Query Rules Search Schema Search Settings Search Configuration Import Search Configuration Export ite collection features 3 Check all boxes under the Documents and Items and Lists Libraries and Sites headings and click OK Documents and Items Specify the events that should be audited for documents and items within this site ee collection Editing items Checking out or checking in items Moving or copying items to another location in the site Deleting or restori
17. ge space and the ability to upload a 2GB file This is supported by the school e OneDrive is Microsoft s free cloud file storage available at onedrive com and is limited to 7GB of file storage space OneDrive is a free consumer service and is intended as personal data storage This is not supported by the school Note In the header or elsewhere on Office 365 OneDrive appears as an abbreviation of OneDrive for Business Page 8 Mobile View When a mobile device is detected it will display by default in Mobile View for a better user experience however this view does have limitations elements of File Folder Management may not be supported depended on device so it is possible to switch from Mobile View to PC View and vice versa Switch to PC View Change the View from Mobile to full PC View 1 Click on in the bottom right corner of the screen Click Switch to pc view If you this doesn t work change folders navigate to another folder by Clicking on the folder and repeat 1 2 Switch to Mobile View Change the View from full PC to Mobile View 1 Clicking the gear icon in the upper right corner of the screen 2 Click Mobile View E Change thema Cog 355 seHings Add an app tube conbenes cube sels Feedback 3 If Mobile View is not in the list Click Documents in the left pane and repeat 1 2 Search everything D Documents Recent Shared with me Followed Site folders Re
18. n OneDrive in the portal navigation ia OneDrive What is OneDrive in Office 365 OneDrive in Office 365 is an abbreviation of OneDrive for Business and when OneDrive is stated here it is referring to OneDrive for Business OneDrive for Business is a personal library intended for storing and organizing your work documents As an integral part of Office 365 OneDrive for Business lets you work within the context of our organization with features such as direct access to the school s address book OneDrive for Business is cloud file storage included in our Office 365 service which allows you to store and share files across multiple devices You can also collaborate with users on and off site and simultaneously edit documents in real time using Microsoft Office or Office Online Web Apps Note OneDrive for Business is different from OneDrive which is intended for personal storage separate from your workplace OneDrive for Business is also different from your team site which is intended for storing team or project related documents What is the difference between OneDrive for Business and OneDrive Microsoft offers another storage service called OneDrive You may already be using OneDrive to store documents and other content in the cloud This service is different from OneDrive for Business e OneDrive for Business is included in the schools Office 365 service for students or faculty staff and offers users 1 TB of cloud stora
19. ng items Lists Libraries and Sites ots PIS Specify the events to audit Specify the events that should be audited for lists libraries and sites within this site collection Editing content types and columns Searching site content Editing users and permissions 4 Auditing is now enabled for all actions on all documents items lists libraries and sites in your Office 365 account Page 18 Activating Reporting 1 Click the gear icon in the upper right corner of the screen and select Site settings from the menu Change theme Office 365 settings OneDrive settings Add an app Site contents Site settings Feedback 2 Click Site collection features under the Site Collection Administration heading Site Collection Administration Recycle bin Search Result Sources Search Result Types Search Query Rules Search Schema Search Settings Search Configuration Import Site collection features Site collection audit settings Portal site connection Storage Metrics Site collection app permissions 3 Locate Reporting in the list of features and click its Activate button Activate Re Reporting Creates reports about information in Microsoft SharePoint Foundation 4 Scroll back down to Reporting and verify that its status is now Active Deactivate 5 Reporting is now enabled Viewing Reports After Audit settings are configured and Reporting activated
20. pp in Read Only Mode 3 Depending on kind of file Edit Document or Edit Workbook or Edit Presentation menu is available Click this 4 Inthe submenu displayed Click on Edit in Word Online or Edit in Excel Online or Edit in PowerPoint Online Saving a File When editing online the file is saved while you are working so you no action is required to save Exit a File When editing online see Exiting Online Office on Page 7 to exit to OneDrive Page 11 File Folder Management Selecting a File or Folder When you want to perform an action on a file or folder you can select it only available in PC View to switch view see Switch to PC View on Page 9 1 Find the File or Folder you want to select Select the File or Folder by Clicking next to the File Name Mobile Devices may require 2 Clicks 1 Click will show the grey Tick and another to select v Name Shared with B 5 Bookx 3 When selected the File or Folder will be highlighted and ticked even when you move away from it Additionally Edit Manage and Share are no longer greyed out Upload a File Files can be uploaded to OneDrive so those files are available on the cloud i e available access anywhere and office documents can then be edited online Note Depending on Operating System access to files to upload may be restricted e g on Apple iOS iPad iPhone etc you can only upload from Photo Library or Take a Photo Video to uploa
21. ration and disposition of content in this site 4 Click the Browse button Run Reports Customize Report o File Location ion Specify where to save the report once it has been generated Save location Browse 5 Select Documents to save the report to your My Documents in OneDrive all reports are Excel spreadsheets and click OK in the window si teacher test account Ts Documents ER Form Templates ER Master Fage Gallery MicroFeed IT Social Er Style Library 6 Click OK to run and save report to your My Documents in OneDrive 7 After you receive the success screen below you can access the report by clicking Click here to view this report or return to your Site Settings by clicking OK Page 20 teacher test account Operation Completed Successtully The report has been successfully generated and saved to the location specified Click here to view the report OK 8 If you do not receive the success screen above it is likely there were no actions logged for the type of report you generated Try running another type of report or confirm your audit and reporting settings discussed in the first two sections above Security Recommendations Because OneDrive is a cloud based file storage and sharing utility extra care should be taken when deciding what information to store and share on the system Some points to be aware of are e Data stored in the cloud can be accessed by any computer laptop t
22. re detection software with the latest definitions e Run a firewall that blocks in bound traffic Page 21 e Keep your operating system and software up to date e Password protect your workstation or device and use idle time screen saver passwords where possible e Talk to your departmental IT support for help securing your computers and other devices Use only secure network connections Use the schools wired network or schools Wi Fi when on campus e Advise on using public and home Wi Fi connections be found wireless networks htto www getsafeonline org protecting your computer wireless networks and hotspots pyc Exercise caution when sharing files online e Share files with specific individuals never with everyone or the public Be careful sending links to shared folders because they can often be forwarded to others who you did not provide access to Remember that once a file is shared with someone and they download it to their device they can share it with others Review sharing privileges in OneDrive on at least a quarterly basis Remove individuals when they no longer require access to files or folders e See Share a File or Folder on Page 16 on reviewing sharing privileges for more information Review file access logs in OneDrive on at least a weekly basis e Enable all audit settings Turn reporting features e Review your audit log reports e See Auditing Files on Page 18 on Auditing set
23. tings for more information Page 22
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