Office 365 For Dummies

Rosemarie Withee is President of Portal Integrators and Founder of Scrum Now with office in Seattle, WA and Laguna, Philippines. Ken Withee is a Microsoft Certified Technology Specialist in SharePoint, SQL Server, and .NET. Jennifer Reed is a Microsoft Certified Professional in Office 365 Administration and founder of Cloud611.

• Introduction 1About This Book 1How to Use This Book 2Beyond the Book 3Let’s Get Started! 3Part 1: Keeping Up with the Cloud Computing Environment 5Chapter 1: Understanding Cloud Computing and the Current Threat Landscape 7Understanding Cloud Computing 9Breaking down the cloud deployment models 10Knowing the common cloud service models 12Determining the Right Office 365 Plan for Your Organization 14Choosing between Small Business and Enterprise plans 15Office 365 Small Business 16Office 365 Enterprise 17Taking care of the firstline workforce 18Getting to Know the Security Features in Office 365 18Stepping through the anatomy of a modern attack 19Overview of the built-in security in Office 365 21Managing security and privacy in a single dashboard 22Updating the anti-spam settings 23Chapter 2: Moving to the Office 365 Cloud 25Discovering Office 365 Features and Benefits 26Generating greater productivity 26Accessing from anywhere 26Working with what you know 28Robust security and reliability 28IT control and efficiency 29Getting Familiar with Office 365 Products 29Microsoft Office 29Severing Ties to Your Desk 33Using Outlook Online 33Grouping conversations in your inbox 33Getting organized with Office 365 Groups 34Archiving just got personal 35Collaborating made easy 35Creating communities for the corporate world 36Sharing information with customers and partners with extranet sites 37Going Virtual with Intuitive Communications 37Text/voice/video in a single app and service 38From conversations to ad hoc meetings — yes, it’s possible 39Online meetings unleashed 39Interacting with photos and activity feeds 39Keeping up with your teammates on your own time 40Part 2: Communicating with Exchange Online 41Chapter 3: Unleashing the Power of Exchange Online 43Gaining Flexibility and Reliability 44Deployment flexibility 44Deployment predictability 45Flexible provisioning 46Continuous availability 46Simplified administration 46Accessing from Anywhere 47From your Outlook email client 48From the web 48From multiple devices 49From any email client 49Manage inbox overload 49Efficient collaboration 50Enhanced voicemail 51Protecting Information 51Archiving and retention 51Information protection and control 52Chapter 4: Being Productive, Staying Secure 53Incorporating Bots to Get More Done 54Your very own AI personal assistant 55Time to leave alerts 57Integrating Cortana in Office 365 59Securing Your Email 60Licensing requirements for Office 365 Message Encryption 60Enabling Office 365 Message Encryption 61Sending an Encrypted Email 62Using the Encrypt policy 63Using the Do Not Forward policy 64Making Outlook Work for You 64Filtering out the noise with Focused Inbox 64Diagnosing common Outlook problems with SARA 65Part 3: Exploring Sharepoint Online 67Chapter 5: Collaborating Effectively Anytime, Anywhere 69Touring the SharePoint Landscape 70Getting to know the SharePoint personas 70Landing on the SharePoint Online home page 71Be careful what you share! 72Knocking Down Collaboration Barriers 72Choosing between Team sites and Communication sites 73Creating a Team site 73Sharing and co-authoring documents 75Restoring a previous version of a document 76Getting Social at Work 77Five rules for Yammer success 77Becoming a groupie with Office 365 Groups 78Chapter 6: Going Beyond Websites with SharePoint and OneDrive for Business 81Managing Digital Content 82Document libraries 82Viewing PowerPoint presentations 85Document Sets 88OneDrive for Business 91Using Search Functionality 92Using SharePoint with Office Online 94Excel Online 94Word Online 95PowerPoint Online 95Chapter 7: Integrating the Mobile Experience 97Office and SharePoint Integration 98Creating a SharePoint document library 98Encouraging interaction with ratings 100Sharing documents from Word Online 100Knowing when to use OneDrive for Business 102Office 365 Mobile Apps Keep You Going 104Installing the mobile apps 104Collaborating on a Word document from an iPhone 105The Scoop on External Sharing 109Chapter 8: Demystifying SharePoint Online Administration 111Appreciating the Concept of a SharePoint Farm 112Administering the SharePoint farm and why you don’t want to do it 113Multitenancy explained 114Delegating administration tasks 115Understanding SharePoint Online Administrator Responsibilities 116Turning on external sharing 117Creating a new site collection 118Assigning a new site collection owner to the new site collection 120Managing user profiles 120Importing a new custom taxonomy into the Term Store 121Exercising the Powers Vested on the Site Collection Administrator 123Sharing your site externally 123Creating a new team subsite and/or new document libraries 123About content and content types 124Managing the look and feel 126Managing the web designer galleries 126Managing permissions and groups 128Chapter 9: Customizing SharePoint Online 129Going Over SharePoint Development 129Using a Web Browser as a Development Tool 130Developing SharePoint sites 131Adding apps (lists and libraries) and pages 134Part 4: Diving Into Office Online 141Chapter 10: Introducing Office Online 143Benefitting from Office Online 144Boosting team collaboration, intelligently 144Keeping malicious actors at bay 146Experiencing Office Online 147Getting the most out of Office Online 148Getting your voice heard 149Chapter 11: Getting into Word Online 151Comparing Word Online and Word 151Getting the Basics 153Using the Word Online interface 153Working with documents 156Editing Mode and Reading View 157Working with Advanced Functions 158Styles 159Tables 159Chapter 12: Getting into Data with Excel Online and Power BI 161Comparing Excel Online and Excel 162Covering the Basics 163Using the Excel Online interface 163Working with workbooks 166Editing Mode and Reading View 167Using Advanced Features 167Adding functions 167Manipulating data 169Coauthoring workbooks in the cloud 169Building Reports with Power BI 169Pulling data into Power BI 170Creating reports in Power BI 173Displaying reports in Office 365 174Chapter 13: Presenting Like a Pro with PowerPoint Online 175Starting with Basic Tasks in PowerPoint Online 176Getting started with PowerPoint Online 177Creating a blank presentation 178Taking Your Presentation to the Next Level with AI 179Designing a beautiful presentation with a few clicks 179Adding an image and making your file accessible 181Chapter 14: Staying on Top of Things with OneNote Online 183Exploring Basic Functions 184Introduction to Microsoft OneNote 184Using the OneNote Online interface 185Working with notebooks 187Using Advanced Features 188Viewing and restoring page versions 188Keeping up with your meetings 189Making your notebook fun and social 191Part 5: Using the Right Tool For the Right Purpose 193Chapter 15: Supercharging Your Team with Microsoft Teams 195Benefitting from Teams 196Touring the user interface 196Getting help from the Command bar 199Collaborating in the Teams Hub 200Creating and managing a Teams hub 200Chatting in Teams 202Sharing files in Teams 202Meeting and Conferencing the Teams Way 204Setting up an impromptu meeting 204Scheduling a Teams meeting 205Chapter 16: Choosing the Right Collaboration Tool 207Exploring the New Era of Teamwork 208Trends in today’s modern workplace 209Collaboration questions to ask yourself 209Tools for Teamwork in Office 365 210Office 365 Groups 210Outlook/email 211Teams 211Yammer 211SharePoint 211Picking your tool set 212PART 6: PREPARING TO MOVE 213Chapter 17: Meeting Office 365 Requirements 215Cloud Attraction 216Looking at the Pros and Cons of the Cloud 217Overall Office 365 Requirements 219Geographic requirements 219Software requirements 219Device requirements 220Internet access requirements 220Identifying browser requirements 221Microsoft Teams requirements 221Chapter 18: Planning for Your Office 365 Implementation 223Choosing an Office 365 Plan 224Laying the Groundwork 227Planning phase 228Preparing phase 232Office 365 Online Documentation 234Choosing a Partner 235Chapter 19: Implementing Office 365 237Getting Started with Office 365 For Home Plans 238Getting Started with Office 365 For Business Plans 239Getting Users Ready for Office 365 240Training 240Support 241Migrating to Office 365 242Activating licensing 242Migrating mailbox data (Exchange) 243Migrating portal content and functionality (SharePoint) 245Throwing the switch 247Configuring mobile phones 247Chapter 20: Administering Office 365 249Going Over Office 365 Management 249Managing Exchange 253Managing recipients 254Managing permissions 256More Exchange management 256Managing Teams and Skype for Business 257Managing Teams 258Managing legacy Skype for Business 258Managing SharePoint 259Managing site collections 260User profiles 260SharePoint Term Store 261Managing apps 262Part 7: The Part of Tens 263Chapter 21: Ten Signs It’s Time for You to Move to Office 365 265Your Team Likes to Collaborate 266Your Employees Are Facebook Friends 266You Are the IT Department 266Your Emails Got (Almost) Obliterated 267You Love Paying Only for What You Use 267You’re a Tree Hugger (or Wannabe) 268You Don’t Say “No” to Opportunities 268You Want to Web Conference Like the Boss 269You Freaked Out Over a Lost Phone 269You Don’t Want to Be the Next Hacking Victim 270Chapter 22: Ten Office 365 Value Propositions 271Offloaded Responsibility 272Reduced Infrastructure 272Predictable yet Flexible Costs 273Reduced Complexity 273Anywhere Access 274Synchronized Data 275Integrated Software 275Mobile Access to Enterprise Data 276Increased IT Efficiency 277Enter the Self-Service Software Revolution 277Chapter 23: Ten Tips for Increasing Productivity with Office 365 279Self-Serve from the Service Health Dashboard 280Act Like the IT Guy 281Use the Scheduling Assistant 282Share Your Calendar 283Sync Your Files 284Kill the Email Tree with Teams 284Stay Focused with Focused Inbox 285Accessibility Features Make Everyone Productive 285Send Info to OneNote — Fast 286Automatically Add Subtitles to Your Videos at Work 287Glossary 289Index 293

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