Office 365 An Introduction to Office 365

What is changing? Applications Network / Cloud Drive Accounts OneDrive Access Excel OneNote Outlook PowerPoint Publisher Word Network / Cloud Drive OneDrive Accounts Self Service Passwords Microsoft Authenticator App will become active on 25 March

Information Governance Information should never be stored on a C:Drive, as it is not backed up; there’s no audit trail and it increases risk of data loss. Only work related information must be stored within the council’s systems – the storage of personal information is not permitted. Email accounts must not be used to store information. If you need to keep an email or an attachment; it should be moved and saved to one drive, team drive or a case management system and deleted from your email account. All work related information must remain within the council’s systems; it should never be transferred to personal devices or accounts.

If it’s not essential to keep it, delete it Q: I have a document that can’t be shared or I only want to share with one or two people e.g.1:1notes. Q: I have a document that relates to a customer or a case. Q: I have a document that I need to share with a group of people e.g. Guidance Notes A: Save it to a One Drive. A: Save it to a case management system e.g. LiquidLogic. A: Save it to a Team Drive.

What is Office 365? Office 365 is a selection of apps and services, designed to help you collaborate on documents. Apps like Word, Excel, PowerPoint, and Outlook, will be regularly updated with the latest features and security updates. Save files to OneDrive in the cloud and access them from anywhere.

OneDrive OneDrive is a cloud file storage area you can get to from anywhere, subject to controls. It makes it easy to save and share documents and other files to the cloud so you can access them from a secure device. With OneDrive, you can share files securely without sending bulky email attachments. OneDrive will store 5Gb of data. To access OneDrive browse to Office.com Log in with your SCC details

Office Apps The browser versions of office applications are managed by Microsoft and can be upgraded at anytime. The application autosaves as soon as a change is made. In the online versions people can collaborate on single documents at the same time. The version history of a document is saved, enabling documents to revert back to earlier versions.

When to use offline and online Apps When clicking on a file in OneDrive the browser version of the application will open by default. You can make basic changes in the document. For more advanced options like macros and mailmerge, you will need to click on the more options menu and choose open in Word or Excel to open the full version.

Outlook Enterprise Vault and Archive pst files will be unavailable from January 2020. From 25 March, and until 31 December 2019, emails will only be stored in Outlook for 90 days then automatically deleted.   From 1 January 2020 this will reduce to 30 days, then they will be permanently deleted.  You will need to organize and save all required emails and attachments to a case management system, a team drive or OneDrive. Calendar items will be stored for 1 year before being deleted. From the 22nd April your mobile email client will need to be changed to the outlook APP

Training and Help Training guides are available https://thehub https://learning-hub.org.uk https://togetherforchildren.co.uk https://support.office.com/ Browse by Application Search for quick start guides.

Self Service Passwords Setting up your Self Service password https://aka.ms/ssprsetup Resetting your password https://aka.ms/sspr