OFFICE 365 USER GUIDE

What is Microsoft Office 365?

Microsoft Office 365 is provided for all staff and students at the Trinity School.

Office 365 is upgraded E-mail, Office apps and storage made available online using your Trinity user account. You can access all of this using any modern web browser on a PC/Mac or mobile device. 

To install Office on a PC or Mac view the videos below:

Groups in Outlook

If you prefer the shared inbox mode of collaboration, then the groups experience in Outlook is for you. By using a group in Outlook you’ll get:

  • Shared Inbox – For email conversations between your class. This inbox has an email address and can be set to accept messages from people, much like a traditional distribution list

  • Shared Calendar – For scheduling events related to the group

  • A Document Library – A central place for the group to store and share files

  • Shared OneNote Notebook – For gathering ideas, research, and information

  • Planner – For assigning and managing project tasks among your group members

You can access these resources through the familiar Microsoft Outlook 2016 desktop client, via Outlook on the Web or using our dedicated Microsoft Groups apps on iOS, Android or Windows Phone.

NOTE: Our school email policy applies to group conversations, please keep all messages relevant to the subject!

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Office 365 Groups – Teachers

  1. Managing Groups – System Created

Your Class Groups are automatically created by the system so they can update dynamically from SIMS. Please consider the following

  1. Group Name – Do not change the group name as the system will think the group does not exist and then re-create them with a blank group without content.
  2. Conversations – Remember the conversation tab is visible to all in the group. Keep the conversations appropriate to what the group is doing.
  3. Student Groups – these system created groups have you as the owner and all students in your class as members. Please keep a check on your conversation page etc. so students understand the need for this to be classroom focused not a chat room.
  4. Following a Group – Make sure students in the group go to the ‘Files’ Tab and select ‘Following’ from the top right hand of the browser, this will keep them up to date with the group activities

 

  1. Creating Groups

When you are creating Groups please consider the following.

  1. Naming convention – what you call your group is visible to all
  2. Group type – Public or Private – We recommend always choose PRIVATE. If it’s a departmental group select PLC as this makes it private by default. If you are creating a group that will include students choose standard but change the group setting to PRIVATE.
  3. Group messages – If you want everyone to be updated when things happen or are added to the group tick the box ‘Send Copies of All Group Messages’ people can opt out later. This sends a message to the individuals email inbox alerting them of the update.
  4. Group Members – Make sure you only add those who need to be in the group.
  5. Group Owners – When you create a group you are the owner, it is good practice to ad co-owners to departmental (PLC) groups to help with the administration.
  6. Following a Group – Members of the group should go to the ‘Files’ Tab and select Following from the top right hand of the browser, this will keep them up to date with the group activities

 

  1. Managing Groups – You Created

If you create or own a group please consider the following

  1. Conversations – Remember the conversation tab is visible to all in the group. Keep the conversations appropriate to what the group is doing.
  2. Group Calendar – By default the group calendar is only visible on the group page. If you are using the group calendar members can add the calendar to their individual calendars by using the add calendar tab and the using the ‘from directory’ and entering the group name. This calendar can then be overlaid onto the users calendar page.
  3. Group type – Remember if you have created a group check that you have made it Private, if not you change this in the ‘Edit Group’, then select Private from the drop down list.
  4. File Sharing – You can still share group files with people outside of the group by right clicking on the file and sending a share request to another user. Make sure you select ‘Read Only’ otherwise the user with have edit right to the document.