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Connecting Technology and Business.

Organize yourselves - plan your time using Calendars

Creating Appointments in O365 Calendar

Click +New event or double-click the calendar to open a new calendar item form.

Calendar - appointment.png 

  1. Enter a short description of the event.
  2. Add a location if you want.
  3. Select the starting date and time.
  4. Select the duration. Select All day for an all-day event. All-day events appear at the top of the calendar.
  5. Use Show as to choose how you want the time to appear on your calendar.
  6. Change or turn off the reminder.
  7. If you have more than one calendar, choose which calendar to save it to.
  8. Set a repeating pattern if you want this event to repeat.
  9. Mark it as Private if you don't want anyone you've shared your calendar with to see the details.
  10. Use the Notes area to add any other information you want.
  11. Click Save to save your changes or Discard to cancel. 

Create a meeting

A meeting is a calendar event that you send to other people. You create a meeting the same way you do an appointment, but you invite attendees and may add a resource such as a conference room.

After you've selected +New Event, you follow most of the same steps. To turn a calendar item into an invitation, start by entering the names of people you want to invite in the Attendees field.

Calendar - Meeting.png 

  1. You can type names directly in the Attendees field to add them.
  2. Enter a location, or select Add a room to see a list of available conference rooms from your organization's address book. Select Scheduling Assistant to show the calendars of attendees. You can also add or remove attendees and automatically schedule resources such as conference rooms.
  3. To see the availability of attendees and conference rooms, select Scheduling Assistant. When you're done, click OK to save your changes or Discard to cancel. Either will take you back to the event form where you can make any other changes you want before sending.
  4. If online meetings are enabled for your account, you can add an online meeting link by selecting Online meeting.
  5. By default, Request responses is turned on, but you can turn it off if you don't want to know who has accepted or declined the invitation. If you leave request responses on, you'll receive a message as each attendee accepts or declines your invitation.
  6. Click Send to save your changes and send the invitation to the attendees or Discard to cancel.

Work together with Office Documents in OneDrive

Office Online

With Office Online it's easy to work with others because you can send links to documents instead of sending file attachments. That saves on e-mail storage and prevents you from having to reconcile multiple versions of the same document.

To send a link, click Share at the top of the Office Online program window, either while you're viewing:

Editing Excel Online.png 

Or editing your document:

Editing Online 2.png 

When your friends click the link you send, the document opens in their browser.

Editing Online 3.png 

To edit, they click the command for editing in the Office Online program (If you send an email link, they'll need to sign in first).

Editing Online 4.png 

Work with others in Word Online

When you are editing a document in Word Online you might see notification that others are working in the document too. There is no special co-authoring mode and no command to begin working together on a document. You edit in Word Online as you normally would, and if others are also editing the document, Word Online alerts you to their presence, and shows you the paragraph they're working on.

Editing Word Online.png 

People can be working in Word Online, Word 2010 or later, or Word for Mac 2011.

Work with others in Excel Online

If you make your workbook available for others to edit, your friends can work on the workbook at the same time as you. This works well for workbooks where you are collecting information from a group of people, such as a list of information or a group project. No more e-mailing a list around.

While you are editing the workbook, Excel Online shows you where others are also working on the workbook.

Editing Excel Online 1.png 

  • Everyone works in Excel Online; if someone opens the workbook in the Excel desktop application, the workbook can't be edited in Excel Online until it's closed again in desktop Excel.
  • Because Excel Online automatically saves everyone's changes, the Undo and Redo commands might not work the way you expect.
  • Also, when one person changes the sort order or filters data, the view changes for everyone who is editing the workbook. So, be mindful of sorting and filtering while others are in the workbook.

Work with others in PowerPoint Online

Team presentations and school projects: you can work on them together in PowerPoint Online. When more than one person is editing a presentation at the same time, you see their names in top of the PowerPoint Online window:

Editing PowerPoint Online.png 

You and your colleagues will see each other's changes immediately, and PowerPoint Online saves the presentation automatically.

People can be working in PowerPoint Online, PowerPoint 2010 or later, or PowerPoint for Mac 2011. However, for best results we recommend that everyone be working in either PowerPoint Online (where changes are saved automatically) or the PowerPoint desktop applications (where everyone saves the presentation periodically).

Work with others in OneNote Online

If you make your notebook available for other people to edit, your friends can work on the notebook at the same time as you. This works well for notebooks where you are collecting information from a group of people, such as a brainstorming session or a group project. The notebook functions like a wiki where everyone contributes. You can see who did what, and you can revert a page back to a previous version if necessary.

Editing OneNote Online.png 

If you or other people have OneNote 2010 or later, you can work in the OneNote desktop and mobile applications while other people are working on the same notebook in OneNote Online. You can share the notebook in OneDrive, just like Excel, Word, and PowerPoint documents, but you can also share the notebook in OneNote 2010 or later.

  • Click the File tab, and on the Info tab, click Invite people to this notebook, under the name of the notebook.

- Inputs from Help pages of Office

Using a SharePoint Library

You can upload files, to your OneDrive for Business or to your team site, by just dragging them from your computer. First, open OneDrive or the site library. Then find the documents that you want to upload in File Explorer and drag them to the space in the library where it says drag files here.

 SharePoint Uploading files.jpg

Note    If you don't see the option to drag and drop files, update your copy of Office.

Instead of dragging files, you can select Upload.

 SharePoint Uploading files (2).jpg

In the Add a document dialog box, you can click Browse to upload an individual file or click Upload files using Windows Explorer instead to upload multiple files. If you choose the Explorer option, you can drag files from your computer into the File Explorer window. This option is easier to use if you open File Explorer first. 

Tip    Some libraries have restrictions that can limit how many files you can upload at a time. For example, if the library requires a specific content type, or requires a specific field, you can only upload one file at a time.

You can also create and manage documents, spreadsheets, presentations, and other types of files in a library.

Important    Before you can upload or create files in a library, you need to have permission to contribute to the library. Also, in the library some file types are blocked for security reasons. 

Upload large files or many files to a library  

If you are uploading large files--or many files that add up to a large total size--to a library, you may get errors due to the file size limit in SharePoint or timeout errors in your version of Internet Explorer. Steps you can take to get around these errors include:

  • Upload 100 or fewer files. You cannot upload more than 100 files at a time.
  • If you are an Office 365 customer, avoid uploading files larger than 2 GB, which is the maximum file size by default.
  • If your organization maintains an on-premises deployment of SharePoint, ask the server administrator to verify or increase the maximum file size limit to accommodate the size of the files you are uploading. The default size limit is 250 MB, but it can be increased up to a maximum of 2GB.
  • For file sizes exceeding 2 GB, if you see a "Working on it" message that never goes away, follow the instructions in Microsoft Support: Internet Explorer error "connection timed out" when server does not respond.
  • If you have the OneDrive for Business sync client available, use it to upload large files or multiple files. Sync will automatically upload them in the background when you're online.

More about uploading files

Your experience with adding files to a library might differ a little, depending on the version of Office or on the browser that you use. In addition, sometimes site administrators set up additional requirements in a library that you might have to work with.

Save a file: Before you can save a file for the first time, you may need to add the site as a trusted site in your browser settings. For example, in Internet Explorer, click Tools > Internet options > Security > Trusted Sites > Sites.     

Require Checkout: Site owners can set up a library to require you to check out files before you edit them (and check them in when you finish). If your library requires check out, the file is checked out to you when you first upload it. You have to check the file in before other people can edit it.  

Track File Versions: You can add replace an existing file with a revised version of a file. If the library is set up to track versions, you can add the revised file as a new version, which becomes part of the version history of the file. If you are uploading a new version of a file, consider typing comments about what changed in this version so that you can more easily track the history of the file.  

Fill out file properties: When you add a file to a library, you may also be required to fill out a form (on the document information panel) with information about the file, such as its description, a department name, or a project number. 

Approve submitted content: Site owners can set up a library to require approval of the content before it becomes visible to others who use the library. As the author, you can see the file listed and work with it, but nobody else can. For example, a legal department might require approval before documents become public.

-Office Online Help Pages

Find What You Want Quickly using AQS in Outlook Web Apps

Searching for content in your mails is sometimes a challenging task - more so when you use only Outlook Web Apps to access your mails. But, you can use Advanced Query Search, or AQS, to refine your searches in Outlook Web Apps. To use AQS, type a keyword followed by a colon, and then what to search for in the search box. For example, to find any message with a subject that contains "tomorrow", enter subject: tomorrow in the search box. 

AQS keywordDescription
FromSearches the From field.
ToSearches the To field.
CcSearches the Cc field.
BccSearches the Bcc field.
ParticipantsSearches the To, Cc, and Bcc fields.
SubjectSearches the subject.
Body or ContentSearches the message body.
SentSearches the date sent. You can search for a specific date or a range of dates separated by two dots (..). You can also search for relative dates: Today, tomorrow, yesterday, this week, next month, last week, past month. You can search for the day of the week or month of the year.
ReceivedSearches for the date received. You can use the same search terms as for Sent.
CategorySearches the Category field.
AttachmentSearches for the specified attachment by title. For example, attachment:letter.doc will find any message with an attachment named letter.doc.
Has

Use has:flag to find items that are flagged.

Use has:attachment to find items that have one or more attachments.

 

When you use AQS, you can search on multiple search terms. When you enter multiple search terms, you can search on any, all, or an exact phrase. 

  • Subject: product plan will find any message with "product" or "plan" in the subject.
  • Subject: (product plan) will find any message with both "product" and "plan" in the subject.
  • Subject: "product plan" will find any message with the phrase "product plan" in the subject.