Office 365 - FreeLearningOffice 365 is the umbrella for everything else. The online portal can be reached at office.com (or clicking on the Office 365 button on our landing page),

Office 365

Beginner’s Guide

LEARN, LEAD, MAKE A DIFFERENCEwww.freemens.org @HelloFreemens © City of London Freemen’s School 2017. All rights reserved.

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What Office 365 will provide

Benefits:• Greater flexibility• Collaboration and easy sharing• Enriching delivery of teaching and learning• Efficiency• Still able to use familiar apps

Possible drawbacks:

• May only use 20% of what’s on offer• Outlook 365 not in use (yet)• Initial confusion with existing cloud services

http://www.freemens.org/


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Widely used Cloud services



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What we will be using



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What are those services?

A service that comprises of several components, including OneDrive, SharePoint and web apps. Office 365 can be accessed and managed through an online portal, reached through office.com

Cloud based storage, personal to the user. All files are located on a cloud server, allowing them to access the files wherever they are with an internet connection. Users can also sync files to their local devices and share files to others using OneDrive.

Like OneDrive, SharePoint is a cloud based storage service but is focused on sharing files amongst groups/teams of people to allow for joint collaborations or shared resources.Files can also be synced to local devices.



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Working online and locally

• Work online, needing only a web browser to complete most tasks• Sync OneDrive to device

– Stores files local on device’s hard drive• Install Office 365 desktop apps on up to 5 personal devices, plus

mobile apps– Allows files to be edited and created with or without an internet

connection• Files will sync automatically

– Whenever the device establishes an internet or network connection, files will sync keeping everything up-to-date

• Only sync OneDrive to school devices– Do not sync to personal devices due to GDPR



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What will staff need to do?

• Visit office.com and login using your @freemens.org email address and three-phrase password

• Set-up OneDrive to your device using the OneDrive desktop app– This process will sync your cloud's OneDrive to your device’s hard

drive• Turn on 'Files on Demand' to free up hard drive space quickly and

easily



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Office 365 is the umbrella for everything else. The online portal can be reached at office.com (or clicking on the Office 365 button on our landing page), login using your @freemens.org email address and password.

Access the online web apps, as well as your OneDrive and SharePoint accounts.Overview of recent documents, and OneDrive & SharePoint activity.

Web office apps (Word, PowerPoint, etc) have a similar look to their desktop apps but will have some limited functionality.Files can be opened up in desktop counterpart directly from web app, turning the file ‘local’.



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Our license allows the install of the Office apps on up to 5 devices (PCs or Macs), plus mobile devices. This is easy to do, and there is an 'Install Office' button on the office.com portal.

Allows for working locally, and with OneDrive synced to device, files will update automatically.

No desktop apps on device? No problem



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Office.com



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Office.com



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Office.com



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Office.com



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Office.com



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OneDrive

OneDrive is a cloud based storage services, just like Dropbox, iCloud and Google Drive.

To get the most out of OneDrive, and for general ease and flexibility, sync your OneDrive to your device.This will create a link between your OneDrive cloud server and your device.

Your OneDrive cloud and device will constantly communicate, making sure everything matches and updates.

You can also manage your OneDrive using the Windows 10 File Explorer.



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OneDrive – Files on Demand

A very important aspect of OneDrive is the 'Files on demand' feature. This helps save space on the device, where only files that are being worked on are stored locally.

The status icon of each OneDrive file indicates whether the file is in the cloud or also stored locally. With 'Files on Demand' turned on, we can quickly set all files to be cloud only, taking them off the device's hard drive.



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OneDrive – Replaces Home drive

Eventually your OneDrive will completely replace your current Home drive (H) on our internal server. Staff will be informed of switch-off date with plenty of notice.

OneDrive will allow for much more storage than current internal servers. Good opportunity to prune your current storage and only move files that you need.



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Setting up OneDrive

1. 2. 3.

Open the OneDrive desktop app by typing 'OneDrive' in Cortana and select the 'OneDrive desktop app' icon that appears in the search (DO NOT select the 'OneDrive for Business' icon).

Enter your @freemens.org email address and, if prompted, three-phrase password.OneDrive will map a location for the OneDrive folder, which is where the files will be stored locally onto the device. This can be changed, but it's recommended to keep the pre-selected mapping. Click 'Next'.



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Setting up OneDrive

Select exactly which folders and files you wish to sync to the device. By default, everything is ticked. It is recommended to keep these ticked for this initial set-up.

Once all files have been synced, you can access the OneDrive folder from File Explorer; a new section entitled 'OneDrive – City of London Freemen's School' will now be present in the left-side window pane.

4. 5. 6.



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Setting up OneDrive

Once OneDrive has been successfully set-up and synced to the device, a small OneDrive icon will also appear on the right-side of the Taskbar along the bottom.

By clicking on this icon, a status window will pop open, telling you of OneDrive's most recent activity.Various other settings for OneDrive can also be accessed from this icon, such as turning on 'Files on Demand'….



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Files on Demand

To turn on 'File on Demand', select 'More' and then 'Settings' from the pop-up menu. Next, select the 'Settings' tab along the top and tick the check box in the 'Files on Demand' section.

1. 2. 3.



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Status icons

File is on the OneDrive cloud server ONLY

File is on the OneDrive cloud server AND stored locally on device.File can be moved to cloud only if user right-clicks and selects 'Free up space'.

File is on the OneDrive cloud server AND will always be stored locally on device, regardless of whether user selects 'Free up space'.

File is on the OneDrive cloud server ONLY and is being shared with another user or users.

Each file in File Explorer will have a status icon, which will be one of the following:



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Status icons

To make a file ‘Online’ only, right-click and select ‘Free up space’.

If you would like certain files to always remain local, select file, right-click and select ‘Always keep on device’.



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Managing OneDrive

File explorer can be used to manage your OneDrive. For example, new files can be added by dragging or copying files into your OneDrive folder.

To delete files, select the file, right-click and select ‘Delete’. This will delete the file from both the device and the OneDrive cloud server. However, the file will NOT appear on the device's Recycling bin. Instead, it will appear in the cloud's OneDrive recycling bin, where it will remain for 30 days.



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Managing OneDrive

OneDrive can also be managed using the OneDrive web app on the Office 365 online portal.

Using the top row of buttons, you can add new files and folders, upload, share and download files.



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Sharing a file

To share a file, select to highlight the file and click on the 'Share' button.To set editing rights, click on 'Anyone with this link can edit' button and tick or untick the 'Allow editing' box accordingly. You can also set an expiration date, and block downloads of the file if needed.

You can also set who you wish to share the file with, with options ranging from anyone, people within Freemen's, or individuals. Once shared, an email will be sent to those shared with which will provide them with a link to the file.



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SharePoint

Like OneDrive, SharePoint is a cloud based storage service, but is focused on allowing staff to share files to multiple people, such as groups, departments, teams, etc.

SharePoint is a great place to store resources, or to work on collaborative projects with other members of your department/team.

SharePoint can also be used to publish and share news items, and be set-up to have much more visual impact than OneDrive.



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SharePoint

We are currently reviewing how we think SharePoint is best used, especially in conjunction with the Microsoft Teams service, so for now we'd recommend waiting on using SharePoint until we produce a best practice guide and series of training sessions.


Office 365 - FreeLearningOffice 365 is the umbrella for everything else. The online portal can be reached at office.com (or clicking on the Office 365 button on our landing page),

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