Section – Upgrading

Part : Should You Upgrade?

The New Outlook is compatible fully with all Office365 functions but because there are some features missing that presently exist in the classic Outlook, FDU IT highly recommends NOT switching to the new Outlook currently, especially since not all features are present and Microsoft is still developing the new Outlook.

Some of the features not available in the New Outlook are:

1. Existing Offline Outlook files called PST files stored locally on your computer
2. Virtru Email Encryption Client: While the Add-on is not supported, you can still send and receive encrypted email using the “#secure# tag in the subject line of the email
3. Adobe Acrobat and/or Foxit PDF Professional Outlook using the COM-Add-ins platform
4. Zoom Outlook Plugin or any other Meeting platform using the COM-Add-ins platform
5. Any other third-party COM-Add-in
6. Custom Macros or Custom Visual Basic functions manually added
7. Many Rule templates and options are not available

Part : Steps for Upgrading

1. Turn on the toggle “Try the new Outlook” which will begin downloading the New Outlook

2. From the Success window, select “Switch”. This will close the current version of Outlook and New Outlook will sign you in automatically. Select “Next” to accept the privacy settings
   
3. Select an option about sending optional data, and then select “Accept”. Review the privacy information about connected experiences, and then select “Continue”
   
4. Select “Import Settings” to bring over your settings from classic Outlook. New Outlook will begin adding your accounts

5. The new Outlook for Windows will open once the setup is complete, and you can start reading and sending emails immediately.

New Look

This is the new Outlook mail icon. It might also include the word NEW.

When you open new Outlook, you’ll see the following tabs on the ribbon: Home, View, and Help. This version includes Settings which is available in the navigation header. Settings is where you can customize your Outlook experience.

Section – New Features

Part : Personalization Options and Settings

If you switched from the classic Outlook for Windows, you’ll have the option to migrate some of your settings, which you can learn more about on following the link below:

Microsoft Learn

However, it’s still good to familiarize yourself with the latest options.

You’ll find Settings in the gear icon in the upper right corner. You can also make quick updates to certain settings by clicking on the View tab.

Changes you make to settings in the New Outlook for Windows will also be reflected in Outlook on the web.

Part : New Ribbon

Become Familiar with The New Ribbon

The top bar of the app should be familiar if you’ve used any apps like Word or Excel before, including the classic Outlook for Windows.

Known as the ribbon, it is the place to find the commands you need to manage your inbox or format emails. You can make the ribbon larger (the classic experience) or smaller (the simplified experience) using the dropdown arrow on the right side of the bar. If you want to personalize the commands you see in the simplified ribbon, select Customize.

Part : Navigation Bar and My Day

On the left side you’ll see the navigation bar, which makes it simple to switch to Calendar, Contacts, or any other app you frequently use. For quick access to your calendar or tasks without leaving the inbox, you can use My Day by selecting the icon in the upper right.

Part : New Email Features

Pin Emails

Do you ever have trouble tracking down that key email thread you’re actively responding to? Or is there an email with key information you frequently refer to? Now, simply right-click any message and choose. Pin and that email will appear at the top of your inbox, saving you time from having to go back and search for it.

Snooze an Email

Sometimes email is very important, but not yet. With the Snooze feature, you can schedule a time for the email to be re-delivered to your inbox, appearing at the time you want it to, so you can handle it when it’s the right time for you. Just right-click any message and choose Snooze, or select Snooze from the ribbon. Then choose the time you want it to be delivered.

Scheduling Poll (Formerly Find Time)

Schedule an Email

In today’s hybrid work world, your day might be someone else’s night, so you don’t want to send an email to someone in the middle of the night. With the new Outlook, it’s simple to send an email when you want to. Just select the dropdown arrow next to Send and choose Schedule send.

Part : Categories

You might be familiar with categories, but they’ve been significantly upgraded. See the category names and colors directly on your messages in your inbox. Want to see everything you’ve tagged with that category? Just click it right on your message. You can even add a category to your Favorites.

Part : Add-ins

Install an Add-in from The Office Store

1. In Outlook, go to the navigation bar and select “More Apps > Add apps”

For guidance on how to locate the Apps button to access add-ins while reading or composing a mail item, see Use an add-in in Outlook following the link below:

Using an Add-in in Outlook

2. In the “Apps” page, search for the add-in you want from the available list. Alternatively, if you’re after a specific add-in, enter its name in the search box. When you find the add-in you want to install, select it to learn more about the add-in and review its privacy policy
   
3. When you’re ready to install the add-in, select “Add”

Add-ins Installed by your IT Admin

If you’re part of an organization and a new add-in is installed for you by your IT admin, the add-in will be available on the read or compose surface where it’s designed to work. For guidance on how to access an add-in, follow the link below:

Use an add-in in Outlook

Using an Add-in

The location of where an Add-in is installed depends on whether you’re reading or composing a mail item.

For guidance on how to use Add-ins in classic Outlook, visit the link below:

Use an add-in in Outlook

Using an Add-in While Reading a Message

1. Select a message in the Reading Pane or open a message in a separate window
   
2. From the action bar of the message, select “Apps”
   
3. Select the “Add-in” you want to use

Use an Add-in While Composing a Message

1. Create a new message or reply to an existing one
   
2. From the ribbon, select the “Message” tab, then choose the Add-in you want to use. If the Add-in doesn’t appear in the ribbon, select “Apps” to view your installed add-ins

Use an Add-in While Viewing or Scheduling a Meeting or Appointment

1. Open an existing appointment or create a new one

2. From the ribbon, select the “Add-in” you want to use

Delete an Add-in

1. Go to the navigation bar and select “More Apps” then “Add Apps”
   
2. On the “Apps” page select “Manage your Apps”
   
3. Under “Manage your Apps” find the app you want to delete and select “More options” then “Remove”

Part : Groups

As of November 2023, the Microsoft 365 Groups experience in Outlook is generally available for Outlook on the web and new Outlook for Windows. Access new Groups by selecting Groups on the navigation bar.

New Outlook Groups

Groups in Microsoft 365 let you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share. Resources such as a shared Outlook inbox, shared calendar or a document library for collaborating on files.

Outlook now has a new home for Microsoft 365 Groups - one place to connect, communicate, and collaborate with your team. Groups Home provides a central destination to get critical information from all the different groups you may be part of.

Benefits of the new Groups experience include:

• Group Home landing page – Stay updated on your groups, including recent files across all your groups. From Home, you can access frequently used groups and find new ones based on your interests.
  
• Recent groups and Recent files – Find recent active groups and quick links to get to files, emails, events, and member management from the Groups Home landing page.
  
• Revamped individual Groups experience – Create, consume, and share information related to a particular group, as well as manage events and members efficiently in fewer clicks.

Accessing New Groups

In the New Outlook, from the navigation bar select “Groups”. This takes you to Groups Home.

In the Classic Outlook, from the navigation bar select “More apps” then “Groups”.

From Groups Home you can see all your groups at once. Or, when you select an individual group, you can:

• Send an email to the group, access and edit your group settings and preferences, and manage group membership as needed.
  
• Access the group email, files, events, and members by selecting the respective tab.
  
• Access connected apps like Teams, SharePoint, OneNote, and Planner.

Talk

Conversations in Microsoft 365 Groups in Outlook happen in the shared inbox for the group. Users can read and reply to messages, and members can easily search or scroll back through the message history to get caught up on what’s been discussed before. The shared inbox looks a lot like the personal inbox that Outlook users are familiar with. Each conversation appears separately in the message list at the left and clicking on one will open it in the reading pane. If a user marks a message, or conversation, as read it doesn’t affect how the messages appear for other members of the group so you don’t have to worry that other members may miss an important message.

The shared inbox for your Office 365 group is where conversations occur.

Now that you’ve got your group created, let’s start a new conversation. You can post a new message by opening the shared inbox for the group and clicking New Conversation on the Ribbon. Or you can simply send an email to the group’s alias. All members of the group will be able to read the new message you’ve posted and any members who follow the group will get a copy of your message in their personal inbox.

Share Files

Each Microsoft 365 Group gets a shared files library where you can store, share, and collaborate on documents, workbooks, presentations, or just about any kind of file.

Access the files library by going to your group in Outlook (on the left navigation pane) and click Files on the Ribbon. The files library will open in a browser and from here you can create new files, upload files from your computer and do just about anything else a SharePoint document library can do. Think about what kind of files would be useful to share with your group, and don’t feel limited to Microsoft Office files. You can also share PDFs, photos or just about any other kind of file that your group would find useful.

To download or delete a file just select it and those options will appear on the toolbar at the top.

Collaborate

Each Microsoft 365 Group gets its own shared OneNote notebook where they can gather ideas, collaborate and store research.

Go to your group in Outlook by finding it on the left navigation pane, or in Outlook on the web by going to the People tile. Once you’re there click Notebook on the Ribbon to open the group’s shared notebook.

The first time you open the group’s shared notebook it will open in the browser in OneNote for the web. You can make edits there, or if you have OneNote 2016 and you’d prefer to use that just click Edit in OneNote from the Ribbon. Once you’ve opened it in OneNote the notebook will sync to your list of open notebooks and you can access it directly from within OneNote without having to go to the group first.

Try going to your group’s OneNote notebook and think about what might be useful for the group to collect ideas and collaborate on. For example you might have a section that you use to gather and comment on web content that is relevant to your team.

Plan Events

Chances are good that your group has events, meetings, milestones or other items that would benefit from a shared calendar. Each Microsoft 365 Group has a shared calendar that all members can see and contribute to.

Working with the calendar of your group is no different than working with your personal calendar. If you select the calendar button on the navigation pane, you’ll see your personal calendar, plus the shared calendars of any groups you’re a member of. You can check the boxes next to each calendar you want to see and view them side by side or overlapped.

Adding an item to the shared calendar works just as it does on your personal calendar. Any meeting you add to the shared calendar will invite the other members of the group to that event as well, so they can have it on their own calendars. Appointments added to the shared Group calendar do not appear on the personal calendars of other members.

Now that you’ve got your shared calendar try adding any upcoming meetings or events that your group might be participating in.

Section – New Teams

Part : What’s New

A New Teams client is rolling out! Though it looks nearly identical to classic Teams, it has been redesigned from the ground up to take advantage of future developments. Microsoft will Discontinue the use of the classic team’s app in July of 2024.

This tutorial will outline how to upgrade to the New Teams and the commonly access changes.

How To Upgrade

Looking for the new Teams experience? The upgrade process itself is quick and silent, where Microsoft 365 will install the new Teams client in the background.

• For all university owned computers, the new Teams has been silently rolling out in the background and may be presented with as the following options to switch over

• You may be presented with an option to Upgrade your device with the New Teams experience

• A toggle will present itself if the above processes have already been performed and are on the classic Teams experience.

During the transition phase, which will end in June of 2024, you might see two icons. The old Teams is labelled Microsoft Teams classic (work or school), and the new Teams will be labelled Microsoft Teams (work or school). The new Teams will also have a cyan “New” label on the icon as well.

Microsoft Teams Changes

Device Settings

When you’re upgraded to the new Teams, your display settings will reset. Here’s how to change the most commonly accessed display settings.

1. Click on the “Ellipses” in upper right-hand corner, and then “Settings”

2. The default theme for new Teams is Light, which appears grey. Dark will color the window black. Classic will bring back the purple/gray theme from classic Teams

3. Another commonly changed display setting is Layout. You can choose your Teams to display in a Grid view, which is the new Teams default, or a List view, which will show all your Teams in a list on the left, similar to how Outlook displays folders.

There are many other settings in Teams, and we encourage you to review your device settings and video effects (blurred and custom backgrounds) prior to joining your next meeting. Custom backgrounds may need to be re-added.

Part : FAQ

FAQ

Microsoft has moved the Contacts list to the People app. You can find People by clicking the “…” tab in the left navigation bar and typing “People” in the search.

To pin it to your sidebar, right click “People” then select “Pin”

Saved Items are not currently available in new Teams. Microsoft plans to release a new functionality that will replace it and offer you a method for exporting Saved Items from Teams Classic in the near future. For now, Microsoft recommends using Classic Teams to access Saved Items.

We have observed some cases where upgrading to new Teams will reset your file open preference. You can change it by going to “Settings > Files and Links” from the (•••) menu at the upper right.

We have observed that you cannot @ mention or tag some private channels in the new Teams experience. This issue appears most likely to affect older private channels and has been reported to Microsoft.

Groups are now called Categories and how to create and manage categories will be discussed in the Section for Teams Chat.

Contacts have been moved to the People App. How to manage and use People will be discussed in the Teams Chat Section.

Section – Installation

Part : Install and Launch Options

Install and Launch Options

If you are using a mobile device, or your personally owned computer, you can download Microsoft Team using the link below.

The page will automatically detect your operating system and redirect you to the appropriate desktop client (e.g. Windows, macOS) or mobile client (e.g. Android, Apple iOS).

The Microsoft Teams application is automatically pushed to all university owned computers. To determine if you already have it installed, search for “Teams” using the Windows Search Bar or Spotlight Search on Apple devices. If you are working on a university computer and you cannot locate the Microsoft Teams application, you can install by following the instructions below.

Windows – FDU Self Service Portal for Software

1. Press the “Windows key” on your keyboard and type “FDU Self”

1. Launch “FDU Self Service Portal for Software” from the search results list

3. Select the “Microsoft Teams” experience from the list and click “Install”

Web – Access the Office Web Application

The web client is a full, functional client that can be used from a variety of browsers including Google Chrome, Edge Browser, and Mozilla Firefox. Microsoft Teams will also be available on Safari soon. 

1. From an internet browser, click the link below:

Office 365

1. Sign in to your FDU Office 365 account using your NetID and NetID account password
   
2. Click the “App Launcher”, then click “Teams” from the list of apps

Section – Chat

Part : Starting a Conversation

Starting a Conversation

Teams allow’s for text-based conversations using the Chat feature. Although it does not replace email in all use cases, it is a great tool for asking quick questions or just saying hello. When using chat, please be mindful and adhere to FDU’s Written Information Security Program.

1. Select “Chat” from the left menu and then click on the top search bar

2. Type the name of the person you are attempting to locate and click on their name. Only FDU faculty, staff, and students are accessible in Microsoft Teams

3. You will be brought to the chat window and can start your conversation

Part : Navigating the Chat Window

Navigating the Chat Window

The Chat window has many convenient tabs and shortcuts aimed at improving collaboration. Near the top of the screen, next to the name of the contact that you are chatting with, you will notice the default tabs, followed by a plus sign.

1. Chat: tab contains the conversation
   
2. Files: tab contains all files shared in during the conversation
   
3. Organization: Two person conversations, the Organization tab shows your contact’s organization chart. This information is pulled from Office 365

4. In two person conversations, the “Activity” tab will list the latest activity of your contact
   
5. You can use the “+ sign” to create a new tab from a file or an app. This can be a quick and convenient way to access a collaborative file that was previously shared in the conversation

To the right of these tabs are a series of shortcut icons which perform the following functions:

Classic Teams – Shortcuts

1. Video call: icon starts a new video call
2. Audio call: icon starts a new voice call
3. Screen sharing: icon allows you to share your desktop or an application
4. Add people: icon is used to invite additional people to the chat
5. Pop out chat: icon creates a separate window with your chat

1. Chat: contains the conversation
   
2. Files: Contains all files shared in during the conversation
   
3. Add a Tab: Add an App to the tab list for all users

To the right of these tabs are a series of shortcut icons which perform the following functions.

Shortcuts – New Team

1. Audio Call icon starts a new voice call
   
2. Add people icon is used to invite additional people to the chat
   
3. Ellipses is used for additional features:
   
   • Open Chat in New Window: Pops chat in separate window
     
   • Schedule Meeting: schedules a meeting with individual
     
   • Screen Sharing: initiates a screen sharing session and calls individual
     
   • Pin: Pins person to pinned section in teams

Part : Managing Contacts

Managing Contacts – Now Called People

The Chat function allows you to have conversations with one person or groups of people. In classic Teams, this is known as Contacts and in the New teams, this is called People.

The pane on the left-hand side of the screen is split into Recent and Contacts. Contacts acts like a rolodex that allows you to store and sort a list of the people you contact most frequently. The Recent list will display your most recent conversations with single people or group messages.

Types of Contacts

There are two types of contacts, directory contacts which come from your organization, and local contacts which you can add from scratch to your copy of Teams.

• Directory contacts have some fields set by your organization, and additional fields which can be edited by you.

• Local contacts are stored within your local copy of Teams, and do not synch with an organization’s directory.

By default, the Contacts tab will already have a “Favorites” group. However, creating new groups can be a helpful way to organize your contacts. For example, you may wish to create a group for people that you are working with on a project or for people that you interact with from a department.

1. To create a new contact group, click “Create a new contact group” on the bottom of the pane

2. Enter a name for your group, and click “Create”

3. To add contacts to a group, click the “More options” icon (•••) next to the group name and select “Add a contact to this group” from the drop-down menu

4. Begin typing the name of your contact. Once you see their name appear, select it and select “Add”

You can add the same contact to as many groups as you would like. The chat with your contact will remain the same regardless of which group you are accessing the conversation from.

Microsoft has moved the Contacts into the People App. By default, the People tab will already have a “Favorites” group and a “My Group” category. However, creating new categoriess can be a helpful way to organize your contacts.

For example, you may wish to create a category for people that you are working with on a project or for people that you interact with from a department.

Add People to Favorites

1. Find the contact you wish to be added to favorite and click the star in front of their name

Add People to Category

1. Next to the contact, click the ellipses button and then click “Add Category”

2. Type in the name of the new Category, search for an existing category, or select from the provided list

Part : Sharing Your Screen

Sharing Your Screen

Screen sharing is one of Microsoft Teams’ most powerful collaborative features. You can show your screen to your colleagues and even grant them control to edit Microsoft Office files with you in real time.

1. From the chat window or from an ongoing call, click on the “Screen Sharing / Share” icon

2. You be given a choice to either share your desktop or an application from the Microsoft Office suite, click on the window you want to share

Once you select the screen you wish to share, the members of your chat or call will be able to view your screen and request access to remotely control your desktop or program.

You can only share your screen with a mobile device user if you are engaged in an active voice or video call with them.

Section – Teams

Part : Requesting a Team

Requesting a Team

Creating a team provides remote team members with the ability to work together and share information via a common online space. You can also organize your information by creating channels to help optimize your team’s workflow.

To create a Microsoft Team, you must request one using an online form on SAMI Support. To request a team please follow these instructions:

1. Navigate to the SAMI Support using the link below, logging in with your FDU NetID account

Request Microsoft Teams

2. Click on the “Forms Tile for Faculty and Staff”

3. Scroll down to “Microsoft Team Request” and click on it to expand the information

4. Fill out all the fields and click on the “Submit” button

4. You should now see a screen informing you that your form was successfully submitted

5. You will receive an email once the team is created. The next time you log in to Teams you will see your team listed in the Teams section

6. Click on your team to open the general channel. From here you can create channels, add users, and customize your team. Any team members that you add will receive an email notifying them that they were added to your team. The next time that they log in or open Teams, they will find the team listed in their Teams section

Part : Creating Channels

Creating Channels

Channels are dedicated sections within a team. You can keep conversations organized by specific topics, projects, disciplines, or whatever works for your team! Channels are where conversations happen and where the work gets done. There can be public channels which are open to all team members or, if you require a more select audience, private channels can be open to a subset of your team.

1. Select Teams from the menu on the left-hand side of the screen. If you have multiple teams, select your team of choice

2. Click on the “More options” icon (•••) next to the team name and select “Add channel”

3. Give the channel a name, and a brief description as if would would like
   
4. Select your channel’s preferred level of privacy and press “Add”

Standard channels are open for anyone to join
Private channels are invitation only

4. If you selected “Private” you will see a window that lets you add the team members that should have access to the channel. Once all members are added, press “Close”

5. Once a channel is created it will show up under the General channel in the channels list. If the channel was set to Private, only the members can see it. Anyone who belongs to the channel can click on it to view its contents

Part : Managing a Team

Managing a Team

Now that your teams and channels are created, you can begin to take advantage of Microsoft Teams’ management features. Team management includes essential functions such as adding and removing members, assigning permissions for individual members, and managing your channels. You can also implement granular customizations such as setting parameters on the use of tags and emojis.

1. Select Teams from the left menu. If you have more than one team, click on your team
   
2. Click “More Options” icon (•••) next to the team name and select “Manage Team”. From here, you can select one of the following tabs

Manage Members Tab

• Add a member by clicking “Add Member” button on the top right of the window
  
• Remove a member by pressing “X” button on the right of their name
  
• Use the drop-down menu to change a member’s role to Owner. This allows them full access to change settings

Manage Request Tab

• Use this tab to accept or deny a person’s request to join your team

Manage Channels Tab

• Create a channel by pressing the “Add channel” button on the top right of the window
  
• You can restore deleted channels by expanding the “Deleted” list and pressing on “Restore”

The experience for managing a team setting varies between both the classic and new Teams.

• Team picture: is an optional setting which allows you to set a profile picture for your team. You can upload your own image or use one of the colorful templates provided by Microsoft
  
• Member permissions: to set editing permissions for your team members
  
• Guest permissions: settings you can allow guests to create, update, and delete channels
  
• @mentions: lets you choose if you allow the @mention function to send notifications to individuals or entire channels
  
• Team code: will provide you with a join code that you can give out to new members. This will allow them to join without being placed in the Pending Requests section
  
• Fun stuff: lets you allow gifs and memes to be displayed on the channel
  
• Tags: setting to decide who can use the tags feature. With tags, your team members can add labels help them better identify other members of the team

• Team Details: is an optional setting which allows you to set a profile picture, description and set privacy options for your team. You can upload your own image or use one of the colorful templates provided by Microsoft
  
• Member permissions: to set editing permissions for your team members
  
• Guest permissions: settings you can allow guests to create, update, and delete channels
  
• @mentions: lets you choose if you allow the @mention function to send notifications to individuals or entire channels
  
• Team code: will provide you with a join code that you can give out to new members. This will allow them to join without being placed in the Pending Requests section
  
• Fun stuff: lets you allow gifs and memes to be displayed on the channel
  
• Tags: setting todecide who can use the tags feature. With tags, your team members can add labels help them better identify other members of the team
  
• Team Expiration: Specifies when the Team will expire. By policy no user can change the expiration policy and can visit SAMI Support to extend the expiration when nearing the expiration date.

Manage Analytics Tab

• The Analytics tab displays usage information for your team

Manage Apps Tab

• The Apps tab allows you to add or remove application plug ins for your channels

Section – Meetings

Part : Starting an Instant Meeting

Starting an Instant Meeting

Instead of scheduling a meeting for a future date, you can start one right away and invite people in on the fly.

1. Select “Calendar” from the left-hand side of the screen and press “Meet Now”

2. Give your meeting a name, select audio and video options, and press on “Join Now”

3. Your meeting should start with the “Participants” tab displayed so you can start inviting people right away. As you search for people and add them to your meeting, they will receive a call to be connected

4. As people accept the meeting invitation they will automatically be connected

Part : Joining a Meeting

Joining a Meeting

Meetings in Teams include audio, video, and screen sharing. They’re one of the key ways to collaborate in Teams.

1. The Teams Calendar can be found by clicking Calendar in the left pane

2. You can join a scheduled meeting by selecting the “Calendar” tab from the left menu, then finding and left clicking on your meeting and clicking join for the Classic Teams Experience, or simply press “Join” on the New Teams experience

3. Select your video and microphone options, then left click “Join Now”

4. If you are the first participant that joined the meeting, you will see a black screen informing you that you are waiting for other members to join. As people join the meeting they will show up on the screen. If you are the host and your meeting has the lobby opened, you will have to admit everyone who joins the meeting

5. When you are done with the meeting, close it by pressing the red telephone icon to “Hang up” the call

Part : Scheduling a Meeting

Scheduling a Meeting

Due to Office 365 calendar integration, scheduling video and voice meetings on Microsoft Teams is simple and convenient.

1. Select the “Calendar” tab from the left-hand side of the screen. This screen displays your entire FDU Office 365 calendar. Next, press “New Meeting” button on the top right of the window

You will notice that the New Meeting window offers 2 tabs: “Details & Scheduling Assistant”

2. From the “Details” tab, enter the following information about your meeting:

• Title
  
• Required Attendees

• Time
  
• Specify whether the meeting reoccurs
  
• Add Channel is optional and lets you specify an entire Teams channel to receive a meeting notification
  
• Add location is optional and enables you to select a physical location for members to meet at
  
• Add details like the topic of discussion, meeting outline, etc

3. The “Scheduling Assistant” tab allows you to view the calendar of all attendees to check for availability. It is possible to adjust the meeting time on this tab

4. When finished, press the “Send” button on the top of the page. The meeting will be posted on the channel you selected and invites will be emailed to all requested attendees. The meeting will also show up on the calendar of the people who have accepted the meeting invitation

Microsoft Office 365 offers a comprehensive set of software tools that facilitate documentation, collaboration, and communication. These tools are available on the Web or as downloadable desktop Office 365 apps.

Below is a list of articles for each of the available tools in the Microsoft Office 365 environment. Each article contains information on what each application is and training on how to use them.

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Section – Installation

Part : Install and Launch Options

Install and Launch Options

If you are using a mobile device, or your personally owned computer, you can download Microsoft Team using the link below.

The page will automatically detect your operating system and redirect you to the appropriate desktop client (e.g. Windows, macOS) or mobile client (e.g. Android, Apple iOS).

The Microsoft Teams application is automatically pushed to most university owned computers. To determine if you already have it installed, search for “Teams” using the Windows Search Bar or Spotlight Search on Apple devices. If you are working on a university computer and you cannot locate the Microsoft Teams application, you can install by following the instructions below.

Windows – Portal Manager

1. Press the Windows key on your keyboard and type Portal Manager
2. Launch Portal Manager from the search results list

3. Select Microsoft Teams from the list and click Install

Mac – FDU Self Help

1. Press cmd+space on your keyboard and type FDU Self Service

2. Launch FDU Self Service from the spotlight search results

3. Locate and double click on Microsoft Teams. If Teams is already installed, it will not show up on the list

Web – Access the Office Web Application

The web client is a full, functional client that can be used from a variety of browsers including Google Chrome, Edge Browser, and Mozilla Firefox. Microsoft Teams will also be available on Safari soon. 

1. From an internet browser, go to  office365.fdu.edu
2. Sign in to your FDU Office 365 account using your NetID and NetID account password
3. Select  Teams from the list

Section – Chat

Part : Starting a Conversation

Starting a Conversation

Teams allows for text-based conversations using the Chat feature. Although it does not replace email in all use cases, it is a great tool for asking quick questions or just saying hello. When using chat, please be mindful and adhere to FDU’s Written Information Security Program.

1. Select Chat from the left menu and then click on the top search bar

2. Type the name of the person you are attempting to locate and click on their name. Only FDU faculty, staff, and students are accessible in Microsoft Teams

3. You will be brought to the chat window and can start your conversation

Part : Navigating the Chat Window

Navigating the Chat Window

The Chat window has many convenient tabs and shortcuts aimed at improving collaboration. Near the top of the screen, next to the name of the contact that you are chatting with, you will notice the default tabs, followed by a plus sign.

Tabs

1. The Chat tab contains the conversation
2. The Files tab contains all files shared in during the conversation
3. In two person conversations, the Organization tab shows your contact’s organization chart. This information is pulled from Office 365. Datatel remains the authoritative source for this information and the data contained here is not intended to be 100% accurate
4. In two person conversations, the Activity tab will list the latest activity of your contact
5. You can use the + sign to create a new tab from a file or an app. This can be a quick and convenient way to access a collaborative file that was previously shared in the conversation

To the right of these tabs are a series of shortcut icons which perform the following functions.

Shortcuts

a. The Video call icon starts a new video call
b. The Audio call icon starts a new voice call
c. The Screen sharing icon allows you to share your desktop or an application
d. The Add people icon is used to invite additional people to the chat
e. The Pop out chat icon creates a separate window with your chat

Part : Managing Contacts

Managing Contacts

The Chat function allows you to have conversations with one person or groups of people. The pane on the left-hand side of the screen is split into Recent and Contacts. Contacts acts like a rolodex that allows you to store and sort a list of the people you contact most frequently. The Recent list will display your most recent conversations with single people or group messages.

By default, the Contacts tab will already have a “Favorites” group. However, creating new groups can be a helpful way to organize your contacts. For example, you may wish to create a group for people that you are working with on a project or for people that you interact with from a department.

1. To create a new contact group, click “Create a new contact group” on the bottom of the pane

2. Enter a name for your group, and click “Create“

3. To add contacts to a group, click the “More options” icon (3 dots) next to the group name and select “Add a contact to this group” from the drop-down menu

4. Begin typing the name of your contact. Once you see their name appear, select it and select “Add“

You can add the same contact to as many groups as you would like. The chat with your contact will remain the same regardless of which group you are accessing the conversation from.

Part : Sharing Your Screen

Sharing Your Screen

Screen sharing is one of Microsoft Teams’ most powerful collaborative features. You can show your screen to your colleagues and even grant them control to edit Microsoft Office files with you in real time.

Before you get started, make sure that you are using the installed version of Microsoft Teams, as the browser based OWA version does not support this functionality.

1. From the chat window or from an ongoing call, click on the “Screen sharing / Share” icon

2. You be given a choice to either share your desktop or an application from the Microsoft Office suite, click on the window you want to share

Once you select the screen you wish to share, the members of your chat or call will be able to view your screen and request access to remotely control your desktop or program.

You can only share your screen with a mobile device user if you are engaged in an active voice or video call with them.

Section – Teams

Part : Requesting a Team

Requesting a Team

Creating a team provides remote team members with the ability to work together and share information via a common online space. You can also organize your information by creating channels to help optimize your team’s workflow.

1. Navigate to the forms website and log in using you FDU NetID account information

2. Scroll down to Microsoft Team Request and click on it to expand the information

3. Fill out all the fields and click on the “Request Microsoft Team” button

4. You should now see a screen informing you that your form was successfully submitted. Please allow 3 to 5 business days for the Team to be created
5. You will receive an email once the team is created. The next time you log in to Teams you will see your team listed in the Teams section

6. Click on your team to open the general channel. From here you can create channels, add users, and customize your team. Any team members that you add will receive an email notifying them that they were added to your team. The next time that they log in or open Teams, they will find the team listed in their Teams section

Part : Creating Channels

Creating Channels

Channels are dedicated sections within a team. You can keep conversations organized by specific topics, projects, disciplines, or whatever works for your team! Channels are where conversations happen and where the work gets done. There can be public channels which are open to all team members or, if you require a more select audience, private channels can be open to a subset of your team.

1. Select Teams from the menu on the left-hand side of the screen. If you have multiple teams, select your team of choice

2. Click on the “More options” icon (3 dots) next to the team name and select “Add channel“

3. Give the channel a name. Optionally, you can write in a brief description as well
4. Select your channel’s preferred level of privacy and click “Add“

• Standard channels are open for anyone to join.
• Private channels are invitation only.

4. If you selected “Private” you will see a window that lets you add the team members that should have access to the channel. Once all members are added, click “Close“

5. Once a channel is created it will show up under the General channel in the channels list. If the channel was set to Private, only the members can see it. Anyone who belongs to the channel can click on it to view its contents

Part : Managing a Team

Managing a Team

Now that your teams and channels are created, you can begin to take advantage of Microsoft Teams’ management features. Team management includes essential functions such as adding and removing members, assigning permissions for individual members, and managing your channels. You can also implement granular customizations such as setting parameters on the use of tags and emojis.

1. Select Teams from the left menu. If you have more than one team, click on your team
2. Click “More Options” icon (3 dots) next to the team name and select “Manage Team“. From here, you can select one of the following tabs

Manage Channels Tab

• Create a channel by clicking the Add channel button on the top right of the window
• You can restore deleted channels by expanding the Deleted list and clicking on Restore

Manage Settings Tab

• The Team picture is an optional setting which allows you to set a profile picture for your team. You can upload your own image or use one of the colorful templates provided by Microsoft
• Use Member permissions to set editing permissions for your team members
• With the Guest permissions settings you can allow guests to create, update, and delete channels
• @mentions lets you choose if you allow the @mention function to send notifications to individuals or entire channels
• Team code will provide you with a join code that you can give out to new members. This will allow them to join without being placed in the Pending Requests section
• Fun stuff lets you allow gifs and memes to be displayed on the channel
• Use the Tags setting to decide who can use the tags feature. With tags, your team members can add labels help them better identify other members of the team

Manage Analytics Tab

• The Analytics tab displays usage information for your team

Manage Apps Tab

• The Apps tab allows you to add or remove application plug ins for your channels

Part : Choosing a Team Type

Choosing a Team Type

When you create a new team in Microsoft Teams, you’ll be asked to select from one of four teams.

Learn more in the table below about which team meets your teaching and learning goals.

	Class	Professional Learning Community (PLC)	Staff	Other
Description	Teachers and students collaborating on group projects, assignments, and more.	Educators collaborating within a professional learning community. Examples: academic department, grade band, or group working on a shared goal.	Staff leaders and staff members collaborating on school administration and development.	Students and school employees collaborating in interest groups and clubs.
Team Owners & Team Members	Teachers are team owners and add students as team members.	Educators form the team and other educators join the team.	Staff leaders are team owners and add staff members as team members.	Any combination of students and school staff can form a team and add members.
Permissions	Teachers moderate student conversations and who can post where. Students only have write permission in certain areas.	Educators share equal read-write permissions.	Staff leaders control posting settings. Staff members only have write permission in certain areas.	Team members share equal read-write permissions unless the team owner(s) alter the settings.
Features	Class Notebook Assignments Conversations Files Video and audio calls Chat (if enabled) Pinning new tabs with documents or sites like Microsoft Forms	OneNote notebook Conversations Files Meetings Video and audio calls Chat (if enabled) Pinning new tabs with documents or sites	Staff Notebook Conversations Files Meetings Video and audio calls Chat (if enabled) Pinning new tabs with documents or sites	OneNote notebook Conversations Files Meetings Video and audio calls Chat (if enabled) Pinning new tabs with documents or sites
Educational Goals	Assign, track, and review student work Export grades Collaborate and communicate in the classroom Make announcements Administer quizzes and polls Work in student groups Share and organize rich content Invite virtual experts into the classroom	Collaborate in professional learning communities Communicate Make announcements Share work Organize virtual or face-to-face meetings Work in smaller groups Share and organize content	Oversee professional development, staff, and administrative goals Communicate Make announcements Share content and progress reports Work in smaller groups Organize virtual or face-to-face meetings	Collaborate and communicate with team members Make announcements Share content Organize virtual or face-to-face meetings Work in smaller groups

Section – Meetings

Part : Starting an Instant Meeting

Starting an Instant Meeting

Instead of scheduling a meeting for a future date, you can start one right away and invite people in on the fly.

1. Select “Calendar” from the left-hand side of the screen and click “Meet Now“

2. Give your meeting a name, select audio and video options, and click on “Join Now“

3. Your meeting should start with the Participants tab displayed so you can start inviting people right away. As you search for people and add them to your meeting, they will receive a call to be connected

4. As people accept the meeting invitation they will automatically be connected

Part : Joining a Meeting

Joining a Meeting

Meetings in Teams include audio, video, and screen sharing. They’re one of the key ways to collaborate in Teams.

1. You can join a scheduled meeting by selecting the “Calendar” tab from the left menu, then finding and left-clicking on your meeting

2. Click “Join” button on the top of the page

3. Select your video and microphone options, then left click “Join Now“

4. If you are the first participant that joined the meeting, you will see a black screen informing you that you are waiting for other members to join. As people join the meeting they will show up on the screen.

5. When you are done with the meeting, close it by clicking the red telephone icon to “Hang up” the call

Part : Scheduling a Meeting

Scheduling a Meeting

Due to Office 365 calendar integration, scheduling video and voice meetings on Microsoft Teams is simple and convenient.

1. Select the “Calendar” tab from the left-hand side of the screen. This screen displays your entire FDU Office 365 calendar. Next, click “New Meeting” button on the top right of the window

You will notice that the New Meeting window offers 2 tabs, Details and Scheduling Assistant

2. From the Details tab, enter the following information about your meeting:

• Title
• Required Attendees

• Time
• Specify whether the meeting reoccurs
• Add Channel is optional and lets you specify an entire Teams channel to receive a meeting notification
• Add location is optional and enables you to select a physical location for members to meet at
• Add details like the topic of discussion, meeting outline, etc

3. The Scheduling Assistant tab allows you to view the calendar of all attendees to check for availability. It is possible to adjust the meeting time on this tab

4. When finished, click the “Send” button on the top of the page. The meeting will be posted on the channel you selected and invites will be emailed to all requested attendees. The meeting will also show up on the calendar of the people who have accepted the meeting invitation