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Up and Running with Office 365

Defining and adding users


From:

Up and Running with Office 365

with David Rivers

Video: Defining and adding users

When you subscribe to Office 365, or even sign up for a free trial, you're automatically made the administrator. The person who initiates Office 365 automatically gets those permissions, and as the administrator, they are number of things that you will want to do, beginning with setting up new users. That's what we're going to do right now. If you're in a home environment, new users might be family members. You will all have your own login. If you're in a small business or enterprise environment, it will be office workers. Regardless, as the administrator with the Admin selected up at the top, you can go down into the lower half and you go to the users and groups section to click Add Users. You will also see we can reset passwords and do more from this link as well.

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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

Defining and adding users

When you subscribe to Office 365, or even sign up for a free trial, you're automatically made the administrator. The person who initiates Office 365 automatically gets those permissions, and as the administrator, they are number of things that you will want to do, beginning with setting up new users. That's what we're going to do right now. If you're in a home environment, new users might be family members. You will all have your own login. If you're in a small business or enterprise environment, it will be office workers. Regardless, as the administrator with the Admin selected up at the top, you can go down into the lower half and you go to the users and groups section to click Add Users. You will also see we can reset passwords and do more from this link as well.

We'll give it a click this will take us to the users and groups section. With users selected over here on the left, you'll see your own account--there's mine David Rivers--and with it highlighted or selected, I'll see information over here on the right, as well as a link to reset my password at any time. Now, as I begin to add users, I can go down the list here and do the exact same thing for other users. How do we get them there? Ce click the plus sign. Clicking the plus sign allows us to create a new user and use up one of our licenses that is available to us depending on the version that we've subscribed to.

First though, we need some details about this new user, a First Name. I'm going to type in Karen, hit my Tab key to get to the Last Name field, and type in Leslie. As I hit tab you'll notice display name is created for me. That's fine. It uses the First Name and Last Name. I can hit Tab again. At this point I'll create a username for this person. So, I'll type in kleslie. Notice the rest is created for me, using my domain that was created when I first subscribed Office 365.

If I wanted to add additional details I could. Typically in a home environment you wouldn't go to this dropdown; in an office environment though, you might want to add things like job title, department, and so on. Let's make here the chief financial officer, CFO, in the Finance Department. I could add office numbers, phone numbers, cell phones, and you can see there's a lot of a different fields that are optional, but can be filled out. I think I have everything I need, so at the bottom I'll click Next.

Now this takes us down the left-hand side to Settings. Here is where we can decide if this person will also be an administrator. As the lone administrator when you first sign up, you have the ability to give admin permissions to additional users that you might add. So, should this person be an administrator. If we choose Yes, we need an alternate email, so if the person forgets their password, you will use this email to reset and sign in into the Office 365 account.

If you choose No, that field disappears. I don't think Karen needs to be an administrator. I do have to choose their location. It could be the same as mine, Canada, but you'll notice a number of different countries around the world to choose from. Then we will click Next, and this takes us to our licenses. You'll see your current set of licenses available, nine of 10 licenses available. I am using one. One is going to get used up though if this is checked off for our new user Karen Leslie. If I deselect that, they won't have access to anything. They will just be a user. I need them to have access to Office 365 and all of the features and functions.

So, clicking Next takes me to my email section now. The new users and any corresponding temporary passwords are going to be displayed on the next page. You can also email these results, as you can see from these instructions, to up to 5 recipients including yourself. Now by default, you'll see your own email in there. You'll receive an email with all of that information that you can forward on to the new user. If you wanted to, you could add that new user's email here. All you need to do is use a semicolon and type it in.

I am going to leave it at just me and click Create. So, here are the results, there's our new user, there's the temporary password, I'm receiving an email with this information that I can forward onto the person. Now if I wanted I can continue creating another new user; otherwise, I'll click Finish. Now clicking Finish will take us back to users and groups, where we started, and you'll notice there is a new user here, Karen Leslie. We can click that name, we can go over here to make changes or edit that account, we can delete this account at any time by clicking the garbage can icon, and here's where we go to reset that person's password if they forget it.

All we are going to do though, is click this back button in the top-left corner to go back to our admin tasks. And that's all there is to creating a new user. Depending on your licenses, you'll want to set up new users for everyone at home or in your office environment.

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


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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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