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Up and Running with Office 365

Accessing and editing the team site


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Up and Running with Office 365

with David Rivers

Video: Accessing and editing the team site

It's time now to dive into what I consider to be the real advantage to Office 365, and that is SharePoint functionality. SharePoint online is built into Office 365, giving you access to something called team sites, which we're going to explore in this chapter. We're going to begin as end users simply accessing the team site and perhaps making a couple of modifications. When you log in and click Sites at the very top, you'll notice tiles for accessing your default team site.

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Up and Running with Office 365
2h 11m Appropriate for all May 16, 2013

Viewers: in countries Watching now:

Get started using Office 365, the Microsoft hosted collaboration and productivity suite that allows businesses and teams to email, collaborate on documents, and share calendars. Author David Rivers tours the subscription service, showing how to administer user accounts; share and collaborate with a team site; and manage mail, contacts, and calendars with the Outlook web app. The course also explains how to connect with colleagues using the instant messaging and social media features.

Topics include:
  • What is Office 365?
  • Choosing the right plan
  • Defining and adding users
  • Uploading files to the cloud with SkyDrive
  • Viewing and editing your website
  • Sending and receiving email
  • Importing contacts into Outlook Web App (OWA)
  • Managing tasks
  • Creating documents on a team site
  • Adding web parts to a page
  • Sending instant messages
  • Setting up newsfeeds
Subjects:
Business Computer Skills (Mac) Computer Skills (Windows) Email Spreadsheets Word Processing
Software:
Office 365
Author:
David Rivers

Accessing and editing the team site

It's time now to dive into what I consider to be the real advantage to Office 365, and that is SharePoint functionality. SharePoint online is built into Office 365, giving you access to something called team sites, which we're going to explore in this chapter. We're going to begin as end users simply accessing the team site and perhaps making a couple of modifications. When you log in and click Sites at the very top, you'll notice tiles for accessing your default team site.

Every Office 365 installation comes with a default team site, and the administrator can go in there and start updating, and as end users, if you have the permission, you can do the same. You'll also see a tile for accessing your public website, and eventually you might come across sites that you want a return to and you'll, follow them by marking them as sites to be followed. They'll appear on a list down below under Sites I'm following. And then eventually, once you complete your profile and start following people and content, you'll see Suggested sites starting to show up here in the right hand side.

For now though, we're going to go to our team site and see what's there. Click the team site tile and you'll arrive at the homepage. Now this was edited by the administrator, lynda.com team site, and the layout that we see here was probably designed by the person who first set this up. We have Documents, a section where documents can be created, uploaded, and accessed by simply clicking the links. For examples, this Revenues_by_ Department spreadsheet, by clicking the link, I'll launch the Excel Web App, I'll be able to update it. Others may be doing the same even at the same time.

That's the beauty of SharePoint online. Also, down below you'll see Site Assets in this particular site, where we can add new documents, but by default there will be a team site notebook, a OneNote notebook that can be accessed by everybody, who can be adding content to the notebook and updating it, so we all have access to the same information. Also you'll find links down the left- hand side. With Home selected you'll always be able to return to your homepage here. If you want to go into that Site Assets team site notebook, you can do it from here as well by clicking Notebook.

Or want to focus on documents only? Click Documents. That's the only section you're going to see now over here on the right-hand side. We can also go to Site Contents, and this gives us access to things like the Site Assets again, which is our notebook, or just the documents. But we could also add applications. We could access site pages, even add pages, something we will do as we move through this chapter. Form Template, Style Libraries, all here, we can even create subsites to our team site by going down to the bottom here and clicking New Subsite.

For now though, we're just simply going to go back to our homepage by clicking Home. Now from here, if I wanted to, I could start uploading documents, even creating new ones on the fly. But if I want to make modifications to the look and feel, I have to have those permissions. I'll know if I do if I see Edit up here in the top right-hand corner and I click it to get into modifying my team site. Now you'll see a cursor flashing where you can start adding content. So if you wanted to add additional text, for example, we can select that text.

We can modify it using our Ribbon here. We have a number of different formatting sections, including the font, which in this case happens to be using the body option from our styles, so if we wanted to, we could change this to a heading. I like that. But we could also go in here and change the Font face, the Size, Coloring, et cetera. All of that's done by selecting a style, so that's fine with me. We could change the text layout. Right now we're looking at the sections one on top of the other in a single wide column.

If we click the dropdown, we could change it to two columns maybe. That way we can put things over here on the right-hand side. Or if you'd like to have a header across the top, where you'll put that text for team members only, you might choose one of the options that include a header, like two columns with header and then move this content into the header section. That way when you create additional pages, you'll be able to see that content at the top. All right, down below now, we don't need this extra space, so we can click and delete. Now, let's see if we are allowed to add some things here.

Let's say for example on the right- hand side we want to add announcements or something, so we click over here on the right-hand side. And now we're going to go over to those Site Contents again, and you'll notice a little message popping up if you have not saved your changes. So by clicking OK, we'll save our changes before we go over to Site Content. Well, this is great if I want to do things like add pages, but if I wanted to add things like web parts, I need to go back to my homepage.

Because from here, when we click Edit, we actually have an Insert tab that appears on the ribbon. So we click the Insert tab, and now we're ready to start inserting things like web parts. Well, where do we want that web part? How about over here on the right-hand side? We'll click there first, click Web Part, and then maybe if we wanted to, we could go down to Community and down here, What's happening. This is a way of kind of announcing the number of members, topics, and so on. Am I allowed to do this? Well, I'll find out when I click Add.

If you see a warning that pops up, indicating you don't have permissions to add and customize pages like this, you have to click OK and pass that on to your administrator. For now though, we can click Save up here in the top-left, you could also click it in the top right-hand corner of your screen to save any changes you've made and returned to your homepage looking at the new layout and the new content. All right, so if we do want new pages, how do we do that, and can we do that as an end user? We'll check that next.

Find answers to the most frequently asked questions about Up and Running with Office 365.


Expand all | Collapse all
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Q: Where did the Save button go? How do I update the files I’m editing?
A: All files are now automatically updated/saved on the fly while editing, so there’s no need to save manually. Hence the absence of the Save button.
Q: How do I rename my Excel workbook or PowerPoint presentation?
A: Click the name of the file in the title bar and edit it there.
Q: I can’t see my headers and footers.  How do I edit them in Word?
A: Go to the Insert tab, and click Header & Footer.  Any existing data will appear and can be edited.
Q: Where is Track Changes in the web apps?
A:  That functionality is not yet available.  You can open your file in the desktop app to use that feature and then continue to work on it in the web app without losing the Track Changes information.
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