Working with Microsoft Office 365: Running Your Small Business in the Cloud (Business Skills)

Take control of your small business communication and increase your productivity—with Microsoft Office 365 cloud services. Through extensive walkthroughs, easy-to-follow procedures, and real-world tips, you'll learn how to implement Office 365 for professionals and small businesses—without having to be an IT expert. You'll also gain valuable knowledge on configuring, deploying, and maintaining Office 365 no matter which plan you choose. Discover how to: Deploy and manage Office 365 cloud services quickly and easily Improve your business image with a custom website and email domain name Set up Office 365 on individual business PCs and simply migrate your email Share lists, calendars, and contacts with Microsoft Outlook® and Exchange Online Stay connected to your business almost anywhere through mobile devices Optimize team collaboration and file sharing using Microsoft SharePoint® Online Keep in touch with important contacts using instant messaging, conferencing, and video Use Microsoft Lync® Online to chat in real-time, or augment phone calls with text Introduction 17 Office 365: A Big Deal for Small Business 19 What Is a Cloud Service? 19 Current Services vs. the Cloud 19 Are Cloud Services a Good Deal for Small Businesses? 20 Office 365 in a Nutshell 20 The Cloud vs. Self-Hosting 21 How Can My Company Benefit from Office 365? 22 Professional Image 23 Keep Using What You Know 23 Work In or Out of the Office 24 Security and Availability 24 What’s Included in Office 365? 26 Exchange Online for Email 26 SharePoint Online for Document Collaboration and Websites 28 Office Web Apps 32 Instant Messaging and Online Meetings with Lync Online 32 Office Professional Plus (Optional) 36 Next Steps 36 Choosing an Office 365 Plan 37 The E Plans 37 Advantages of All E Plans 38 Plan E1 39 Plan E2 40 Plans E3 and E4 41 Office Professional Plus 42 The K Plans 44 Scenarios That Are Not a Good Fit 45 Mass Email Companies 45 Businesses with Slow or Unreliable Internet Connections 46 Specific Compliance and Security Requirements 46 Significant Investments in Third-Party or Custom Software for On-Premises Servers 46 Work with Large or Non-Office Files 46 For More Information 47 Signing Up for the Office 365 P1 Plan 49 The Free Trial 49 Sign Up for the Trial 50 Step 1: Complete the Sign Up Page 50 Step 2: Sign In 54 Step 3: Ensure Administrator Password Recovery 55 Step 4: Use Office 365! 56 Purchase the Service 58 Next Steps 60 The Dual Purpose Office 365 Portal 61 The Main Menu 61 The Home Page 62 The Home Page: First Use 63 The Home Page: On the Road 64 The Office 365 Portal Profile 64 The Office 365 Admin Portal 67 Management 68 Subscriptions 70 Support 72 Service Administration 77 Put the Portal to Work 79 Working with User Accounts 81 Password Best Practices 81 Add a New User 82 Step 1: Details 84 Step 2: Settings 86 Step 3: Assign Licenses 87 Step 4: Send Results in Email 88 Step 5: Results 89 Bulk Add Users 90 Step 1: Select File 90 Step 2: Verification 91 Step 3: Settings 92 Step 4: Licenses 92 Step 5: Email 94 Step 6: Results 94 Reset Passwords 95 User Password Reset 96 Administrator Password Reset 96 Delete a User 98 Edit User Information 99 Block a User’s Sign In 100 Bulk Editing 101 Adding Users Recap 102 Working with Custom Domains 103 About Domains and DNS 103 Microsoft’s DNS Solutions 104 An Alternate DNS Solution 105 Timing and DNS Changes 106 Your First Domain 106 When to Add Users 106 Reuse Your Domain in Office 365 107 Add a Domain: Common Steps 107 Add a Domain by Using the Domain Quickstart Wizard 108 Confirm That You Own Your Domain (Domain Validation) 111 Verification Methods 113 Add Verification Entries 114 Variations from the General Instructions 115 Delay Before Validation 116 Set Up Office 365 DNS for Your Website 117 Update Existing Office 365 Email Addresses 120 Add Users 121 Complete the Process 123 To View Your Office 365 DNS Settings 126 Assign Microsoft as the DNS Provider 127 Add a Domain Without the Domain Quickstart Wizard 129 Specify Domain 130 Verify Domain 130 Prepare Your Accounts 131 Update Office 365 DNS for Your Website and Other Services 132 Change Name Servers 135 Add a Domain Without Redirecting DNS 137 Multiple Domains 138 SharePoint Online and Custom Domains 138 Final Thoughts 140 Desktop Setup and Migration 141 Cleaning House 142 Document Your Existing Setup 142 Migration Options 142 Use a Partner or Service 143 Move Mail with PST Files 143 Export from Outlook 144 Use Connected Accounts 145 Export Calendar Settings 146 Set Up Your Desktop for Office 365 147 Download Steps 148 Install Lync 2010 149 Run Office 365 Setup 150 Complete the Lync 2010 Setup 152 Set Up Outlook 155 Import Mail, Contacts, and Other Settings from a PST 159 Merge the Contents into Your New Mailbox 159 Attach the PST to Your Outlook Profile as a Local Folder 160 Selective Importing and Filtering 161 Import Contacts and Other Data by Using a CSV File 162 Import Calendar Information by Using an iCAL File 162 Next Steps 163 Working with Outlook Web App 165 Personalization 167 Set the Language and Time Zone 167 Set Up Conversation View 168 Add Instant Messaging Contacts to OWA 169 Select a Theme 171 Create a Signature 172 Configure Message Format, Read Receipts, and Other Settings 173 Create a Rule to Send a Text Message to Your Phone 173 External Contacts 175 Create an External Contact 177 Add Details to the External Contact 179 MailTips and Office 365 180 Add and Administer a Distribution Group 181 Create an All Employees Public Group 182 Use Distribution Groups with External Email Addresses 186 When Not to Use Distribution Groups 188 Join a Public Group 188 Connected Accounts: Add an Existing Mail Service to Office 365 189 Send Email from Your Connected Account Address 190 Frequency of Reading Mail from Connected Account 191 Add and Administer a Conference Room 191 Customize a Room Mailbox 194 Wipe Your Cell Phone 195 Enable and Configure the Personal Archive 196 Enable and Apply Archive Policy 199 Enable and Apply Retention Policy 201 For More Information 202 Working with Mobile Devices 203 Windows Phones 203 Exchange ActiveSync Devices 205 BlackBerry 205 The Mobile Phone Setup Wizard 206 Use SharePoint Online with a Mobile Device 208 Windows 7.5 or 6.5 Phone 208 Other Phones and Mobile Devices 210 Microsoft Lync 2010 Mobile 210 Mobile Device Administration 210 Prevent ActiveSync Users from Accessing Email 211 Phone and Voice Administration 211 Connection Is Key 217 Improving Your Business Image and Productivity with Outlook 219 Improve Your Image 219 Use a Custom Domain 219 Create a Signature 220 Reply to External Contacts with a Meeting Request 220 Online Meetings with Microsoft Lync Online 221 Publish Your Calendar 223 Improve Your Productivity 223 Use the GAL 223 Share Your Calendar 224 Designate a Delegate 228 Use MailTips 230 Reply with a Meeting Request (Internal Recipients) 230 Use Out-of-Office Messages 231 Refine Your Junk Mail Filter 232 Use the Outlook Social Connector 233 Install a Social Connector Provider 234 For More Information 235 Working with SharePoint Online 237 SharePoint Online Structure and Terminology 237 Access SharePoint Online 238 Use Office Web Apps 240 The OWA Conundrum 241 Create Documents by Using OWA 242 Save Documents by Using OWA 242 Print from Office Web Apps 243 How to Disable OWA 244 Add Files to SharePoint Online 244 Create Folders for Shared Documents 244 Open SharePoint Files by Using Windows Explorer 246 Troubleshoot Open With Windows Explorer 249 Create a New Document Library 249 Add Alerts to the Document Library 251 Library Settings 251 Title, Description, and Navigation 252 Versioning Settings 252 Workflow Settings 255 Delete a Document Library or Document 255 Recover from the Recycle Bin 256 Manage Permissions 257 Add a “Checked Out To” Column 261 Presence in SharePoint Online 263 Publish a Document Library to Outlook 263 Work with SharePoint Online Documents in Microsoft Office 266 Open a Document in Microsoft Word 266 Editing Online and Coauthoring 267 Check Out a Document 268 Check In a Document (Offline Editing) 270 SharePoint and OneNote 273 Edit the Team Site Page 274 Change the Title 275 SharePoint Online Web Parts 275 Add an Image 277 Change the Page Layout 278 Calendars, Contacts, and Tasks 279 Add Pages to Your Team Site 281 Create New Sites 282 Create Pages for New Sites 284 Work with Lists 285 Create a List from an Excel Spreadsheet 286 Add a Quick Launch Link 289 DataSheet View 289 Edit Existing Columns 290 Add New Columns 292 Reorder Columns 293 Filtering and Sorting 294 Invite External Users to Share Documents 294 Limited to Live ID Authentication 295 Send an Invitation 295 Restrict External Users to Specific Content 296 Mobile Devices 298 Publish a Public Website 299 Use a Custom URL 299 Customize the Website 300 Limitations of the Public Site 302 Advanced Topics and Resources 303 For More Information 304 Working with Lync Online 305 Get to Know the Lync 2010 Client 305 Sign In to Lync Online 307 Open the Options Menu 307 Configure Audio and Video 308 Personalize Lync 2010 309 Add Your Picture 309 Set Your Location 311 Set Your Activity 312 Add Your Phone Numbers 312 Set Ringtones and Sounds 312 Add Contacts 313 From Your Organization 313 Add Contacts From Outside Your Company 314 Use the Contact Card 314 Presence and Lync Online 316 Status Indicators 316 Manually Set Status 317 Presence in Other Programs 318 IM 321 Start and Accept an IM Session 321 Add Others to Your Chat 322 Conversation History 323 File Transfer 324 Voice Calls 325 Share 327 Share an Application 327 The Presenter’s View of a Shared Application 328 The Participant’s View of a Shared Application 329 Request and Grant Control 330 Designated Driver 331 Share a Desktop 332 Invite Others to Online Meetings 332 Meet Now 332 Schedule an Online Meeting with Outlook 335 Join Meetings 337 The Lync 2010 Attendee Client 337 The Lync Web App 338 The End-User Experience 338 Meeting Setup and Preparation 339 Meeting Configuration 340 Upload a PowerPoint Deck 340 Navigate the Deck 341 Polls 342 Manage the Meeting 342 Admit People from the Lobby 343 Mute Audio 343 Use Video 344 Real-Time Annotation and Demonstrations 344 Present Demos 345 Lync Online Administration 346 Users 346 Enable or Disable External Communications 348 For More Information 350 Deployment Checklist 351 Index 353 Introduction......Page 17 Current Services vs. the Cloud......Page 19 Office 365 in a Nutshell......Page 20 The Cloud vs. Self-Hosting......Page 21 How Can My Company Benefit from Office 365?......Page 22 Keep Using What You Know......Page 23 Security and Availability......Page 24 Exchange Online for Email......Page 26 SharePoint Online for Document Collaboration and Websites......Page 28 Instant Messaging and Online Meetings with Lync Online......Page 32 Next Steps......Page 36 The E Plans......Page 37 Advantages of All E Plans......Page 38 Plan E1......Page 39 Plan E2......Page 40 Plans E3 and E4......Page 41 Office Professional Plus......Page 42 The K Plans......Page 44 Mass Email Companies......Page 45 Work with Large or Non-Office Files......Page 46 For More Information......Page 47 The Free Trial......Page 49 Step 1: Complete the Sign Up Page......Page 50 Step 2: Sign In......Page 54 Step 3: Ensure Administrator Password Recovery......Page 55 Step 4: Use Office 365!......Page 56 Purchase the Service......Page 58 Next Steps......Page 60 The Main Menu......Page 61 The Home Page......Page 62 The Home Page: First Use......Page 63 The Office 365 Portal Profile......Page 64 The Office 365 Admin Portal......Page 67 Management......Page 68 Subscriptions......Page 70 Support......Page 72 Service Administration......Page 77 Put the Portal to Work......Page 79 Password Best Practices......Page 81 Add a New User......Page 82 Step 1: Details......Page 84 Step 2: Settings......Page 86 Step 3: Assign Licenses......Page 87 Step 4: Send Results in Email......Page 88 Step 5: Results......Page 89 Step 1: Select File......Page 90 Step 2: Verification......Page 91 Step 4: Licenses......Page 92 Step 6: Results......Page 94 Reset Passwords......Page 95 Administrator Password Reset......Page 96 Delete a User......Page 98 Edit User Information......Page 99 Block a User’s Sign In......Page 100 Bulk Editing......Page 101 Adding Users Recap......Page 102 About Domains and DNS......Page 103 Microsoft’s DNS Solutions......Page 104 An Alternate DNS Solution......Page 105 When to Add Users......Page 106 Add a Domain: Common Steps......Page 107 Add a Domain by Using the Domain Quickstart Wizard......Page 108 Confirm That You Own Your Domain (Domain Validation)......Page 111 Verification Methods......Page 113 Add Verification Entries......Page 114 Variations from the General Instructions......Page 115 Delay Before Validation......Page 116 Set Up Office 365 DNS for Your Website......Page 117 Update Existing Office 365 Email Addresses......Page 120 Add Users......Page 121 Complete the Process......Page 123 To View Your Office 365 DNS Settings......Page 126 Assign Microsoft as the DNS Provider......Page 127 Add a Domain Without the Domain Quickstart Wizard......Page 129 Verify Domain......Page 130 Prepare Your Accounts......Page 131 Update Office 365 DNS for Your Website and Other Services......Page 132 Change Name Servers......Page 135 Add a Domain Without Redirecting DNS......Page 137 SharePoint Online and Custom Domains......Page 138 Final Thoughts......Page 140 Desktop Setup and Migration......Page 141 Migration Options......Page 142 Move Mail with PST Files......Page 143 Export from Outlook......Page 144 Use Connected Accounts......Page 145 Export Calendar Settings......Page 146 Set Up Your Desktop for Office 365......Page 147 Download Steps......Page 148 Install Lync 2010......Page 149 Run Office 365 Setup......Page 150 Complete the Lync 2010 Setup......Page 152 Set Up Outlook......Page 155 Merge the Contents into Your New Mailbox......Page 159 Attach the PST to Your Outlook Profile as a Local Folder......Page 160 Selective Importing and Filtering......Page 161 Import Calendar Information by Using an iCAL File......Page 162 Next Steps......Page 163 Working with Outlook Web App......Page 165 Set the Language and Time Zone......Page 167 Set Up Conversation View......Page 168 Add Instant Messaging Contacts to OWA......Page 169 Select a Theme......Page 171 Create a Signature......Page 172 Create a Rule to Send a Text Message to Your Phone......Page 173 External Contacts......Page 175 Create an External Contact......Page 177 Add Details to the External Contact......Page 179 MailTips and Office 365......Page 180 Add and Administer a Distribution Group......Page 181 Create an All Employees Public Group......Page 182 Use Distribution Groups with External Email Addresses......Page 186 Join a Public Group......Page 188 Connected Accounts: Add an Existing Mail Service to Office 365......Page 189 Send Email from Your Connected Account Address......Page 190 Add and Administer a Conference Room......Page 191 Customize a Room Mailbox......Page 194 Wipe Your Cell Phone......Page 195 Enable and Configure the Personal Archive......Page 196 Enable and Apply Archive Policy......Page 199 Enable and Apply Retention Policy......Page 201 For More Information......Page 202 Windows Phones......Page 203 BlackBerry......Page 205 The Mobile Phone Setup Wizard......Page 206 Windows 7.5 or 6.5 Phone......Page 208 Mobile Device Administration......Page 210 Phone and Voice Administration......Page 211 Connection Is Key......Page 217 Use a Custom Domain......Page 219 Reply to External Contacts with a Meeting Request......Page 220 Online Meetings with Microsoft Lync Online......Page 221 Use the GAL......Page 223 Share Your Calendar......Page 224 Designate a Delegate......Page 228 Reply with a Meeting Request (Internal Recipients)......Page 230 Use Out-of-Office Messages......Page 231 Refine Your Junk Mail Filter......Page 232 Use the Outlook Social Connector......Page 233 Install a Social Connector Provider......Page 234 For More Information......Page 235 SharePoint Online Structure and Terminology......Page 237 Access SharePoint Online......Page 238 Use Office Web Apps......Page 240 The OWA Conundrum......Page 241 Save Documents by Using OWA......Page 242 Print from Office Web Apps......Page 243 Create Folders for Shared Documents......Page 244 Open SharePoint Files by Using Windows Explorer......Page 246 Create a New Document Library......Page 249 Library Settings......Page 251 Versioning Settings......Page 252 Delete a Document Library or Document......Page 255 Recover from the Recycle Bin......Page 256 Manage Permissions......Page 257 Add a “Checked Out To” Column......Page 261 Publish a Document Library to Outlook......Page 263 Open a Document in Microsoft Word......Page 266 Editing Online and Coauthoring......Page 267 Check Out a Document......Page 268 Check In a Document (Offline Editing)......Page 270 SharePoint and OneNote......Page 273 Edit the Team Site Page......Page 274 SharePoint Online Web Parts......Page 275 Add an Image......Page 277 Change the Page Layout......Page 278 Calendars, Contacts, and Tasks......Page 279 Add Pages to Your Team Site......Page 281 Create New Sites......Page 282 Create Pages for New Sites......Page 284 Work with Lists......Page 285 Create a List from an Excel Spreadsheet......Page 286 DataSheet View......Page 289 Edit Existing Columns......Page 290 Add New Columns......Page 292 Reorder Columns......Page 293 Invite External Users to Share Documents......Page 294 Send an Invitation......Page 295 Restrict External Users to Specific Content......Page 296 Mobile Devices......Page 298 Use a Custom URL......Page 299 Customize the Website......Page 300 Limitations of the Public Site......Page 302 Advanced Topics and Resources......Page 303 For More Information......Page 304 Get to Know the Lync 2010 Client......Page 305 Open the Options Menu......Page 307 Configure Audio and Video......Page 308 Add Your Picture......Page 309 Set Your Location......Page 311 Set Ringtones and Sounds......Page 312 From Your Organization......Page 313 Use the Contact Card......Page 314 Status Indicators......Page 316 Manually Set Status......Page 317 Presence in Other Programs......Page 318 Start and Accept an IM Session......Page 321 Add Others to Your Chat......Page 322 Conversation History......Page 323 File Transfer......Page 324 Voice Calls......Page 325 Share an Application......Page 327 The Presenter’s View of a Shared Application......Page 328 The Participant’s View of a Shared Application......Page 329 Request and Grant Control......Page 330 Designated Driver......Page 331 Meet Now......Page 332 Schedule an Online Meeting with Outlook......Page 335 The Lync 2010 Attendee Client......Page 337 The End-User Experience......Page 338 Meeting Setup and Preparation......Page 339 Upload a PowerPoint Deck......Page 340 Navigate the Deck......Page 341 Manage the Meeting......Page 342 Mute Audio......Page 343 Real-Time Annotation and Demonstrations......Page 344 Present Demos......Page 345 Users......Page 346 Enable or Disable External Communications......Page 348 For More Information......Page 350 Deployment Checklist......Page 351 Index......Page 353

Take control of your small business communication and increase your productivity-with Microsoft Office 365 cloud services. Through extensive walkthroughs, easy-to-follow procedures, and real-world tips, you’ll learn how to implement Office 365 for professionals and small businesses-without having to be an IT expert. You’ll also gain valuable knowledge on configuring, deploying, and maintaining Office 365 no matter which plan you choose.

Discover how to:

• Deploy and manage Office 365 cloud services quickly and easily
• Improve your business image with a custom website and email domain name
• Set up Office 365 on individual business PCs and simply migrate your email
• Share lists, calendars, and contacts with Microsoft Outlook® and Exchange Online
• Stay connected to your business almost anywhere through mobile devices
• Optimize team collaboration and file sharing using Microsoft SharePoint® Online
• Keep in touch with important contacts using instant messaging, conferencing, and video
• Use Microsoft Lync® Online to chat in real-time, or augment phone calls with text

Learn how to deploy, manage, and support your Microsoft Office 365 for Small Business service, regardless of your level of IT knowledge and experience. This guide provides extensive walkthroughs, easy-to-follow procedures, and real-world troubleshooting tips to help you get you up and running with the Office 365 quickly and efficiently as possible.