To access the Office 365 site, simply type the following link on your preferred browser: www.office.com.
The welcome screen will display the Enter button.
Summary
Accessing the Office site
After choosing the Login button, you will be prompted for your login (user’s company email address) and then your password.
In case you are accessing from a network outside the organization, double authentication will be required.
Search field
On the Office Portal’s home screen, you may find, (1) icons for the main applications on the left side of the screen, (2) recommended files in the middle, and the most recently used files and folders.
Find apps
On the Office Portal’s home screen, you may find, (1) icons for the main applications on the left side of the screen, (2) recommended files in the middle, and the most recently used files and folders.
After typing the phrase or characters you want to find, the results will be available organized by tabs, such as Everything, Files, Sites, People, News, and others.
Search field
On the left side, we find the application bar. Select
one of the most used. If you want to see all available
options, press the “More apps” button at the end of
the menu.
Microsoft Outlook
Microsoft Outlook online organizes the main features for managing e-mail in a way that is easy to use and makes it intuitive for the user.
Outlook Inbox structure
Its default structure is comprised of (1) a folder list on the left; (2) emails stored in the folder are shown in the middle; and (3) the email preview is displayed on the right; (4) At the top, options appear depending on the current selection (folder, email or editing a new message)
Writing an e-mail
On the upper left corner of the window, press the New message button.
After activating the button, just edit the heading, where the following options will be available:
1. At the top:
Send, attach, encrypt, or discard the message
2. In More options at the top:
Save draft, insert signature, show option, degree of importance and more options
3. To write a message, we have in the middle:
Option to CC (with copy to), email subject and body
4. At the bottom:
Formatting options, button to send or discard, as well as the possibility to insert images or icons
New folder
Folders help organize emails. In this way, to create a folder, just click with the right mouse button on the folder in which you want to create a subfolder.
Click on create a subfolder, then type a name for the new folder.
Options when selecting an e-mail
You can perform various actions related to emails. If you right click on an email, the following options will be available:
Microsoft OneDrive
Managing files properly allows for greater productivity and more collaborative and assertive work. Microsoft OneDrive lets you store your files and folders, as well as share and work together with your contacts.
Structure of OneDrive
On the left side we have the following options:
1. My files – Location where files and subfolders are stored
2. Recent – Link to the last accessed files
3. Shared – Get a list of the files other users have shared with you
and the ones you have shared with other users
4. Shared libraries – These are file repositories in Teams or
SharePoint groups
Creating a folder
Organizing files into subfolders makes them easier to access in the future. To create a folder, just access the My files option (if you want to create it in the root directory) or access the subfolder where you want to place the new folder. Press the New button and choose the Folder option.
Set the name of the folder and it will be available for use.
Creating a file
Creating a file using the main Office applications is easy; just press the New button and choose the application to create your document.
Uploading a file
Files saved on other drives can be uploaded to Microsoft OneDrive by clicking the Upload button and selecting whether to upload a File or a Folder and its contents to the online environment.
Microsoft SharePoint
Team folders are stored in Microsoft SharePoint and the main window of the site is divided into 3 main parts:
1. Creating sites and announcements:
Through this option, create websites to share content in the form of files, images, texts, attachments and integration with other content
applications
2. List of sites where you are included or which you are
following:
Follow the news, use posted content, and collaborate with the team
by sharing files and folders related to the topic in question.
3. Site announcements and frequent sites:
Stay on top of the latest posts on websites you are a part of or from
your institution’s public websites.
Opening a site
On the left side, select one of the sites you’ve recently visited. Each site is a group of objects to gather news, documents, applications, graphics, and images related to a theme and intended for a group of users.
Managing site files
One of the advantages of using SharePoint sites is file and folder management. Access the Documents option on the left, and a window will appear below. In it we can create or upload content. To do this, we use the following options:
1. Allows you to create files, folders, or links to organize your documents
2. Allows you to upload files or folders to store on the website
SharePoint document management allows you to create documents and edit them simultaneously with other members, thus enabling collaborative and more productive work
In Microsoft SharePoint, site members automatically have access to files and folders. To view members, select the Members option in the upper right corner of the page.
Members are listed along with their profile. The profiles are the responsibility of the users, owners (administrator of the site) and members (user with power to use the data).
Microsoft Teams
This application is essential for optimizing corporate communication, in addition to allowing the use of conversations, meetings and teams. We can also open documents from Word, Excel, PowerPoint, and other applications directly in a chat, a team or a meeting. All the features presented in this guide work perfectly in Microsoft Teams, in this way we avoid opening too many windows.
While in the window of a conversation initiated by chat, simply
share a file with the members of the chat:
Select the location where the file is located, it can be from Microsoft OneDrive or exist on your computer. Remember that all files shared in the chat will be copied and stored on OneDrive.
To open the shared file, participants can directly click on the post.
Once clicked, the application responsible for the file will open and users will be able to view and edit the document:
Insights
Microsoft Viva Insights helps people and businesses grow with private, data-driven insights and recommendations to improve productivity and well-being.
In Teams
1. Click (…) More added apps
2. Select Insights or type to search
Personal Insights
You can display personal insights that only you can see. These are insights into how you work and what you can change to do your best work. They provide helpful recommendations such as time protection during the day for regular intervals; focused work; and learning; which help improve well-being and increase productivity.
Home tab
On the Home tab we have a welcome panel that shows us
motivational phrases, tips, reminders, etc.
Reflection history
Choose your mood for the day
1. Choose an emoji to show how you feel.
All reflections and associated information are private. Your manager or system administrator cannot view your personal reflection response
Create a habit of emotional awareness
1. Set a time
2. Set a reminder
3. Reflection history
4. See how your feelings have changed over time
5. Now go to Reminders Settings
6. On the Reflection menu – set if you want a reflections reminder
7. The days of the week when you want a reminder
8. The time of day when you want to be reminded
9. Save changes
On the Virtual Commute menu
1. Reminders: yes/no to determine the days and time you want to be reminded to end your day
2. Days of the week: select the days you want to be reminded
3. Notification times: moment when your virtual commute
starts
4. Time zone: choose your country’s time zone
5. Enroll now: to update data
6. Message sent after registration
On the Work Week menu
1. Set your workdays
2. Set working hours: start and end of the workday
3. Your country’s time zone
4. Save changes
On the Praise menu
1. Set the days of the week in which you will send praise
2. Notification times: when praise will be sent
3. Reminder: yes/no
4. Save changes
5. Return
Praise your colleagues
Recognize your colleagues by praising them
1. On the Home tab – select Send Praise
2. Choose the day(s) on which you want to send compliments
3. The best time to send praise
4. Set reminder: select to be reminded
5. Select the badge
6. Enter the name of the person you want to praise
7. Choose between one-on-one or team meeting chat
8. Team: select a team
9. Channel: select a channel
10. Note: describe the reason for the praise
11. Preview: see how it will appear to everyone
12. Send
Take a break
Relax and reenergize.
1. On the Home tab – select Start
2. Follow the instructions on the video
Stay connected
1. On the Home tab – select Show insights You will have a different experience with each teammate. Examples:
create meetings, open files, follow messages, among others.
2. Reminders for one-on-one meeting: select recurrence
3. Schedule a one-on-one meeting: select day and time
4. Send invite
Protect time
You can return to the Home tab or go straight to the Protect Time
tab. Chats will be muted during focus time to help you focus.
1. Book now: will book the current time
2. More options: will show more dates and times
3. Remove slot: will remove the booking for that time
4. Focus time: you may rename the focus time
5. Sow all available times: will show more dates and times to book a slot
Virtual commute
Get ready to finish the job and start virtual travel.
1. On the Protect time tab – select Start
2. Type the name of the task you want to add to the To Do list
3. Add task
4. Next
5. Accept or Cancel the resulting task
6. Next
7. Practice your reenergizing breathing
8. Next
9. Finish
