INSTRUCTOR NOTES/LINKS Launch Outlook Place Skype on Do Not Disturb

myCommunity Getting Started

Suzie Johannes

COURSE OVERVIEW Part 1: Part 2: Part 3: Part 4: What is myCommunity? Accessing and Navigating Part 2: My Site Apps Overview Part 3: OneDrive for Business Part 4: Team Sites

WHAT IS MYCOMMUNITY? Web Tools Social Tools Productivity Tools Access controls Search Personal profile page   Social Tools Newsfeeds Discussion forums Mobile apps Wiki Yammer Delve Productivity Tools Calendars Task & project management Simultaneous co-authoring Notifications Manage Files File storage & sharing Document sharing Document versioning 1 TB of personal storage Data Management & Collection Web forms Surveys/Polls Data filters Custom views Exportable Integration with other tools Word PowerPoint Excel OneNote Outlook Skype for Business Access

WHAT IS MYCOMMUNITY? myCommunity My Site Personal site provided to every student, faculty, or staff member. /personal/ OneDrive for Business Personal cloud storage where you can store and share up to 1 TB of personal data. Can share internally and externally Anonymous links and options requiring sign in, such as sharing folders Community Sites Topic-based sites that include members from across the university. /communities/ Document Libraries, Webpages, Lists, and More Sign in required Team Sites Work group sites that involve teams, dept., project teams, and more. /teams/

WHAT IS MYCOMMUNITY My Site Yammer Newsfeed OneDrive for Business Office 365 About Me Page Delve

WHAT IS MYCOMMUNITY? The Technology Microsoft SharePoint 2013 Online: SharePoint is currently used by 78% of Fortune 500 Companies It is in use by over 17,000 Companies In all deployment types combined there are over 100 million users 20,000 new users are being added every day

ACCESSING Log in to mycommunity.ku.edu with your KU Online ID and password. To get access: All students, faculty, and staff will automatically have access. Individuals may need to be provided access to any “closed” sites by the site’s owner. Losing access: All students, faculty, and staff will lose access 210 days after no longer being “active” in Enroll & Pay or HR/Pay. Multiple notification emails will be sent prior to this date. Thirty days after that, Microsoft will delete their My Site (OneDrive for Business & Profile), but any activity on other sites will remain.

GETTING HELP SharePoint Help Click on the icon in the upper right corner. Office 365 Settings Click on the settings icon and choose Office 365 settings. myCommunity Help - Community Site Log in to mycommunity.ku.edu and go to kansas.sharepoint.com/Communities/myCommunity/

NOTE ABOUT SHARING KUOnlineID@home.ku.edu

Return to main landing page NAVIGATING Sites Online Office Apps App Launcher Settings Help User Info (Logout button) Promoted Actions/ Sharing Menu Office 365 (Settings and downloads) Return to main landing page Office 365 Apps Yammer: Social Network Newsfeed: Updates OneDrive: Personal Storage SharePoint: Sites Delve: Documents Search

ONEDRIVE FOR BUSINESS Overview 1 TB of Personal Online Storage Space Office Web Apps Word Excel Workbooks and Excel Survey PowerPoint OneNote Share files and folders with internal and external contacts Note: This is the only area in myCommunity where you can share anonymously with internal and external contacts.

ONEDRIVE FOR BUSINESS Limitations 20,000 item limit (e.g., folders, files) for syncing 10 GB per file, 2 GB per file for syncing Character limits In SharePoint Online, file names can have up to 256 characters. Folder names can have up to 250 characters. Folder name and file name combinations can have up to 25 characters. Can’t contain these characters: \ / : * ? “ < > | { } % ~ & Invalid file types .ashx, .asx, .json, .soap, .svc, .xamlx

ONEDRIVE FOR BUSINESS How to access Log into mycommunity.ku.edu. Click on the App Launcher and choose OneDrive.

ONEDRIVE FOR BUSINESS How to upload files Once you have logged in and navigated to OneDrive for Business, you can upload files in two ways: You can click on Upload, browse your computer, and select a file or file(s) to add. You can drag and drop the files onto the documents list in OneDrive for Business. Use the Sync Option to sync files to your local computer and view in the file browser.

ONEDRIVE FOR BUSINESS Internal sharing After selecting share in one of the two ways previously shown: Type in the names or email addresses of the internal users with whom you’d like to share the file. Type in an optional message. Note: To send your own message through Outlook, click on Show Options. Then, deselect Send Email. Click Share.

ONEDRIVE FOR BUSINESS Wrap-up Create new files directly from the interface Upload new files by using the Upload button or dragging and dropping Access anywhere you have an internet connection even from a mobile device Share with people external and internal to KU View version history, co-author with others, and allow temporary access to files to vendors or other outside users. A note about security:

TEAM SITES Overview Navigating to the site Interacting with the site Apps Notebook Libraries & Lists Tasks Calendar Discussion Board Wiki

TEAM SITES Overview Top-Level Site Subsites Document Library List Item Permissions Subsite 1 Inherited Subsite 3 Subsite 4 Broken List Notebook 1 Notebook 2 Document Library Folder List Item Subsite 2 Subsite 5 Subsite 6 Top-Level Site Subsites Document Library List Item Webpage

WHAT WE LEARNED myCommunity is the branded name for the service that uses SharePoint/Office 365 Your My Site houses your About Me page, OneDrive for Business, and more OneDrive for Business is your personal online storage while at KU, providing 1TB of storage and the ability to share externally You can upload documents using the browser or use the sync option You can author documents stored online with others simultaneously using either the browser-based or desktop version of Word. Team sites provide group collaboration options, including one or more document libraries, a OneNote notebook, and webpages

? WRAP UP/QUESTIONS Instructor follow-up Within a week of the course, the instructor will send a follow-up email to all attendees. The email will include: Additional learning resources Answers to outstanding questions Information regarding the next levels of myCommunity training including Intermediate and Site Owner

ADDITIONAL TRAINING IT training opportunities There are a number of training resources that the Technology Instruction department provides: Departmental training Interested in having us over to speak to your department about this topic or another technology? – Visit technology.ku.edu/request-instruction request a training session for your department or email training@ku.edu to speak to one of our instructors. Open workshops and Quick Learn webinar series Search and sign up for sessions at workshops.ku.edu. Desk-side coaching Want some one-on-one time? – Fill out our desk-side coaching request at technology.ku.edu/request-instruction to meet with an instructor individually.

OFFICE 365 Overview From OneDrive for Business: Click on the name of the file you wish to edit (note: this will open the document in Preview Mode) Choose Edit Document. Select Edit in Word or Edit in Word Online to begin editing. (Note: If you’re editing in World Online, your changes will save automatically. If you’re editing in the full version of Word, be sure to save your changes often.)

OFFICE 365 How to access it Office 365 is the online cloud-based suite that includes Microsoft’s popular Programs and services including: Word Excel PowerPoint OneNote This is also the way that you can install Microsoft Office on your personal home machine. With Office 365, you can install the entire Office Suite on up to 5 devices for home use.

OFFICE 365 Create a new file From OneDrive for Business: Click on New. Select a file to create (Word Document, Excel Workbook, OneNote Notebook, or PowerPoint Presentation). Rename the file by double clicking on the existing “Document” title at the top of the screen.

OFFICE 365 Edit a file Office 365 is the online cloud-based suite that includes Microsoft’s popular Programs and services including: Word Excel PowerPoint OneNote This is also the way that you can install Microsoft Office on your personal home machine. With Office 365, you can install the entire Office Suite on up to 5 devices for home use.