Getting Started with Office 365 – User Guide

What is Office365?

Office 365 is a subscription-based online office and software plus services suite which offers access to various services and software built around the Microsoft Office platform. It is “an always-up-to-date cloud service”, due to its rolling updates and incorporates Exchange Server (for e-mail), SharePoint (for internal social networking, collaboration, and a public web site), and Lync (for communication, VoIP, and conferencing).

This guide looks at how to use the web features and the integration with the desktop Office suite.

Getting Started

Sign in to the Web Portal

The web portal is at

Sign in with the username and password you have been given. This is a temporary password and must be changed at first log on.

You will then be taken to the Outlook Web Access inbox page.

Using the Web Portal

The Navigation Bar at the top of the page gives you access to the features of Office365 (The features visible are dependent on the organisations subscription level and configuration chosen).

At the top of the page, click… To explore…
Outlook, Calendar, or People Outlook Web App for email, calendars, and contacts
Newsfeed or Yammer Depending on your organization, you’ll either use Newsfeed or Yammer to share status and ideas.
Sites or SkyDrive SharePoint team sites and SkyDrive Pro, where you can access and share Office documents
Settings Your personal account settings in Office 365

Use Office 365 on your phone or tablet

You can use Office 365 with mobile devices.

To see setup instructions for your device, at the top of the page in Office 365, click Settings
> Office 365 settings> Get started > Phone & tablet. Then, select your phone or tablet.

Install software like Office or Lync

Office 365 is online, so you can access it from almost anywhere, but it also works with software that you install on your computer:

  • You probably already use Office desktop programs like Word and Excel. Office works with Office 365 (and some plans of Office 365 include a subscription to the latest version of Office).
  • Office 365 includes Lync for IM, Lync meetings, and video conferences.
  • Office 365 works with a PC or a Mac.
You can… By following these steps.
Install Office on your PC or Mac Your Office 365 account may come with a subscription to the latest version of Office.

Go to Settings
> Office 365 settings > Software > Office.

Set up the version of Office that you already have to work with Office 365 If you’ve already installed Office 2010, Office 2007, or Office for Mac 2011, they all work with Office 365. Go to Settings
> Office 365 settings> Get started
Install Lync Go Settings
> Office 365 settings > Software >Lync.

Office 365 Settings

Personal account setting What you can do
Software Install software like Office and Lync. The contents of this page change based on what you have access to..
Password Change your Office 365 password..
Language Choose your language for the Office 365 portal, Newsfeed, SkyDrive, and Sites..
Get started Click this tab in Office 365 settings to see the Getting Started page again and complete getting started tasks like watching videos, installing software on your PC and Mac, and setting up mobile access on your phone or tablet

Using Outlook Web App

In addition to working with Outlook desktop, Office 365 includes Outlook Web App which enables you to access your mailbox whenever and wherever you are online. Once you have signed in to the portal, use the Navigation Bar to access Outlook, Calendar or People.

Navigation, Notifications and Settings

  1. These icons will appear when you have a new message, or a calendar or task reminder. You can click the icon to see a preview and options
  2. Navigate to other areas of Outlook Web App
  3. Chat status, personal information, options, and help. Use this area to sign in to chat and to manage your chat status, change your personal information, go to options, or sign out of your account


This is where your contacts are stored. From here, you can find, create, and edit your contacts. Also, you can search for contacts in your organization’s directory.

  1. Create a new contact by clicking
  2. All the places you can find contact information.
  3. Search. Type a person’s name here to search for them in your contacts and in your organization’s directory.
  4. List of all contacts in the current folder.
  5. The contact card for the selected person.
  6. Actions you can take directly from the contact card. Click the icons to send a message, start a chat session, or create a meeting request.


  1. Create a new message by clicking icon
  2. Folders. The folder list includes the folders in your mailbox and Favorites. It may include other folders, such as archive folders. You can expand and collapse folders in this view by clicking the triangle icons next to the folder names
  3. Search window. Type what you want to search for here and press Enter
  4. List of messages. Each entry in the list view has additional information, such as how many messages there are in a conversation and how many are unread, or if there is an attachment, flag, or category associated with any messages in the conversation. A conversation can have one or more messages. Filter the messages using the links at the top of the list
  5. The reading pane, where the conversation that you’ve selected is displayed. You can respond to any message in the conversation by clicking the links at the top of the message


  1. Create a new event by clicking . An event can be an appointment, a meeting, or an all-day event.
  2. Use the calendars to navigate from one date to another. Shading will show you what period you’re currently viewing, and darker shading marks the current date.
  3. You can view more than one calendar at a time. This section lets you add other people’s calendars and select which to display.
  4. This is another area that you can use to navigate from one day to another. Click any of the dates to jump to that date. Or click the arrows on either end to see the dates before or after what’s displayed.
  5. The main window, where calendars will be displayed.
  6. Select the view you want, and share or print your calendar.

Month View

The month view can be very crowded. To make it more usable, there’s now an agenda displayed for the selected day.


Tasks stores tasks that you create or that are sent to you, and also messages that you’ve flagged. To view your tasks, click Tasks below the folder list. When you view your tasks, the default view is Flagged Items and Tasks.

  1. Create a new task by clicking
  2. Use this column to view flagged items and tasks, or just tasks.
  3. Filters. Select the filter depending on what items you want to see. Tasks and flagged items that don’t have a date associated with them and that aren’t completed will appear only when you select all.
  4. List of items that meet the current filter criteria. Click any item to view it in the reading pane. You can use the controls in the list view to make changes to an item’s status. For example, you can mark a task as complete, or remove a flag from a message.
  5. The reading pane, where the content of the items you’ve selected is displayed. You can use the controls in the upper corner to make changes to the item if it’s a task. If it’s a message, the controls will be the same as you would see while reading your mail.

Leave a Reply

Please log in using one of these methods to post your comment: Logo

You are commenting using your account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s