Microsoft 365

Office productivity suite including Word, Excel, PowerPoint, Teams, and OneDrive.

Overview

Microsoft 365 (formerly Office 365) provides comprehensive productivity tools for document creation, communication, and collaboration.

What Microsoft 365 Provides

• Microsoft Word - Document creation
• Microsoft Excel - Spreadsheets and data analysis
• Microsoft PowerPoint - Presentations
• Microsoft Teams - Communication and collaboration
• OneDrive - Cloud storage
• Outlook - Email and calendar
• OneNote - Note-taking
• SharePoint - Document management

Getting Started

Account Access

1. Check your email for Microsoft 365 welcome message
2. Go to office.com
3. Sign in with your company email
4. Complete setup wizard

Sign In

1. Visit office.com or portal.office.com
2. Enter your work email
3. Sign in with password or Okta SSO
4. Complete MFA if prompted

First-Time Setup

1. Install Office apps:

   • Go to office.com
   • Click Install Office
   • Download and run installer
   • Sign in with work account

2. Set up OneDrive:

   • Install OneDrive sync client
   • Sign in with work account
   • Configure folders to sync

3. Configure Outlook:

   • Open Outlook app or outlook.office.com
   • Sign in with work account
   • Set up email signature
   • Configure calendar

4. Install mobile apps:

   • Available on iOS and Android
   • Office, Outlook, Teams, OneDrive

Microsoft Word, Excel, PowerPoint

Creating Documents

1. Go to office.com
2. Click app icon (Word, Excel, PowerPoint)
3. Choose New blank document or template
4. Start creating

Desktop Apps:

1. Open application from Start menu/Applications
2. Click New
3. Choose blank or template

Collaboration

Share Documents:

1. Click Share button
2. Add people by email
3. Set permissions (Can edit, Can view)
4. Send invitation

Co-authoring:

• Multiple people edit simultaneously
• See others' changes in real-time
• Use comments for feedback
• Track changes in Word

AutoSave and Version History

• AutoSave enabled by default for OneDrive/SharePoint files
• Access version history: File → Info → Version History
• Restore previous versions if needed

Microsoft Teams

Joining Teams

From Invitation:

1. Click link in invitation email
2. Open in browser or desktop app
3. Join the team

Browse Teams:

1. Click Teams in left sidebar
2. Click Join or create a team
3. Browse available teams
4. Click Join on desired team

Channels

• Teams contain channels for different topics
• General channel created by default
• Join channels relevant to your work
• Post messages, files, and start conversations

Messaging

Send Message:

1. Select channel or chat
2. Type message in compose box
3. @mention people for notifications
4. Click Send or press Ctrl/Cmd + Enter

Start Chat:

1. Click Chat in sidebar
2. Click New chat
3. Add people
4. Send message

Meetings

Join Meeting:

1. Click meeting link or find in calendar
2. Click Join
3. Configure audio/video
4. Click Join now

Schedule Meeting:

1. Go to Calendar
2. Click New meeting
3. Add title, attendees, time
4. Click Send

OneDrive

File Management

Upload Files:

1. Go to onedrive.com
2. Click Upload
3. Select files or folders

Share Files:

1. Right-click file
2. Click Share
3. Add people or get link
4. Set permissions

Sync to Desktop:

• OneDrive folder automatically syncs
• Place files in OneDrive folder to sync
• Access from File Explorer/Finder

Outlook

Email Management

Compose Email:

1. Click New message
2. Enter recipients
3. Add subject and message
4. Click Send

Organize with Folders:

• Create folders in left sidebar
• Drag emails to folders
• Use rules to auto-organize

Use Categories:

• Right-click email
• Select Categorize
• Choose or create category
• Filter by category

Calendar

Create Event:

1. Go to Calendar view
2. Click time slot
3. Add event details
4. Invite attendees
5. Click Save

View Others' Calendars:

1. Click Add calendar
2. Choose Add from directory
3. Search for colleague
4. Add their calendar

Common Issues

Can't Sign In

Problem: Login fails or account not recognized.

Solution:

1. Verify using correct work email
2. Try password reset
3. Check Okta SSO is working
4. Clear browser cache
5. Contact TechOps

Files Not Syncing

Problem: OneDrive files not syncing.

Solution:

1. Check OneDrive sync status icon
2. Restart OneDrive
3. Check internet connection
4. Verify storage quota
5. Check file size limits

Teams Not Loading

Problem: Teams won't open or stays on loading screen.

Solution:

1. Refresh browser or restart app
2. Clear Teams cache
3. Check office.com/status
4. Try web version
5. Reinstall app

Office Apps Won't Activate

Problem: Office asks for product key or won't activate.

Solution:

1. Ensure signed in with work account
2. Go to File → Account
3. Click Sign in or Switch account
4. Sign in with work email
5. Contact TechOps if persistent

Best Practices

Document Management

• Save files to OneDrive or SharePoint
• Use consistent naming conventions
• Organize with folders
• Use version history
• Share instead of sending attachments

Collaboration

• Use Teams for project communication
• Share documents for real-time collaboration
• Comment instead of editing others' work
• @mention for important messages
• Keep Teams channels organized

Security

• Use Okta SSO when available
• Enable MFA
• Don't share passwords
• Log out on shared devices
• Report phishing emails

Quick Reference

Keyboard Shortcuts

Word/Excel/PowerPoint:

Action	Windows	Mac
Save	Ctrl + S	Cmd + S
Copy	Ctrl + C	Cmd + C
Paste	Ctrl + V	Cmd + V
Undo	Ctrl + Z	Cmd + Z
Find	Ctrl + F	Cmd + F

Teams:

Action	Shortcut
Search	Ctrl/Cmd + E
Go to	Ctrl/Cmd + G
New chat	Ctrl/Cmd + N
Show commands	Ctrl/Cmd + /

Official Resources

• Microsoft 365 Help: support.microsoft.com/microsoft-365
• Teams Help: support.microsoft.com/teams
• Office Training: support.microsoft.com/training
• Service Status: office.com/servicestatus
• Community: techcommunity.microsoft.com

Support

TechOps Team:

• Slack: #techops-support
• For account issues, licenses, or access

Microsoft Support:

• Visit support.microsoft.com
• Check service status for outages
• Access through admin portal (TechOps)

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For detailed documentation, visit support.microsoft.com/microsoft-365