US User Training

1. Office 365 Training US User Training

2. Our Case for Change Partners in Health's new hosted Microsoft Office 365 solution allows users to access their email from anywhere in the world on any computer or mobile device with a web browser. While the current email system has attempted to meet PIH requirements for many years, there are significant deficiencies and it is very expensive to maintain. Microsoft Office 365 will provide PIH a reliable and secure toolbox of communication, storage, and collaboration tools, enhancing our ability to bring the benefits of modern medical science to those most in need of them and to serve as an antidote to despair. What is Office 365? Office 365 is a suite of programs and services for sending email, storing documents, and collaborating online This new cloud-based suite allows for a more reliable user experience, easier methods of sharing information, and getting in touch • Partners in Health will selectively use Office 365 in the following ways: • Email • OneDrive (Secure, Collaborative Storage Solution) • Lync (Instant Messaging) • Why Office 365? • Office 365 cloud capabilities reduce costly, “on-premises” hardware and maintenance • Office 365 mobility allows users to easily message, email and work together securely • Since users get a consistent Office experience across devices, they can move easily from one device to another and then back again For the first time in PIH history, communications and collaboration will be possible on a unified system at any internet connected site worldwide

3. Thus Far…. We have successfully completed our Office 365 Pilot Program with about 30 participants As of today, we have prepped all US User accounts for migration to Office 365 We will be completing the migration of all US user accounts by the end of September. Following the US migration, we will begin with international pilot programs and migrations, one country at a time.

4. What’s New? What is new for Users? • Upgrade to Office 2013 • Focus Point: Outlook 2013 • Focus Point: Sign-On Assistant • Lync 2013 • OneDrive for Business • Outlook Web App (OWA) • Mobile Devices

5. What is what? There is a lot of new terminology, so here is the what’s what: From your computer: From your browser: From your mobile:

6. Outlook 2013 Outlook 2013 Overview: • Some new features, but all the same functionality and usability • Application streamlined to provide faster, more efficient workflow

7. Outlook 2013 • Most users already have Outlook 2013 installed. If you DO NOT have Office 2013 installed on your computer, please contact the IT team via helpdesk@pih.org to set up a time to have it installed. • Outlook 2013 vs 2010

8. Outlook 2013 New Notable Features: • Presence • Quick action functions • Peek function

9. Sign-On Assistant Sign-On Assistant: • Already installed on most users computers at 888 in Boston • Allows authentication between Office Suite and Office 365 Online services (Outlook Web App) to allow seamless connectivity • Runs in background of computer, does not require any interaction

10. Lync 2013 Lync 2013 Overview: • A new platform for Instant Messaging • After signing in to the app, integrated with outlook in by providing “Presence” and direct instant messaging capabilities from Outlook • Ability to set your status (Presence) to Available, Busy, Do Not Disturb, Off Work, etc. as well as a location (if desired) • Status automatically updates based on your Outlook Calendar • The app is installed with your new installation of Office 2013

11. Lync 2013 Outlook Integration: • Allows instant messaging for quick replies when email is not effective

12. Lync 2013 Outlook Integration: • Presence indicators appear when composing new emails, replying, or viewing emails or contacts. Available Busy

13. OneDrive for Business OneDrive for Business Overview: • Safe, Secure Enterprise solution for cloud storage • Every user gets 1 Terabyte (over 1000 Gigabytes) of storage • Desktop folder syncing solution available for PC (Mac support should be coming soon) • Simple and secure file & folder sharing inside and outside of the organization • Ability to create, edit, and collaborate on Word, Excel, and PowerPoint documents directly from any web browser on any internet connected device.

14. OneDrive for Business Safe & Secure • OneDrive for Business is secured with encryption on a per-file basis, providing an incredibly secure solution • OneDrive for Business complies with Health Insurance Portability and Accountability Act (HIPAA), ISO standard 27001 (Information Security Management), and SSAE 16 SOC1 Type II (Audit Standard). That’s one big cloud! • Every user gets a full Terabyte of storage! • That equates to approximately: • 66,000,000 Average Sized Documents • 8,000,000 Average Sized PDF’s • 1,400,000 Average Sized Digital Photos • 215 DVD’s worth of Data

15. OneDrive for Business Desktop Syncing • Within the Office 2013 suite that was installed on your computer, is an application called “OneDrive for Business”, verify it is installed by confirming the shortcut is in Start > All Programs > Microsoft Office 2013 > OneDrive for Business 2013 • To link the program up to your 365 account, we will need to initiate the sync from your 365 OWA Portal. Go to outlook.office365.com and sign in. Once successfully logged in, click the OneDrive tab, you should see a “Sync” Button, then click “Sync Now”. It may ask if you wish to run the OneDrive for Business program, click “Yes” or “Allow”. Then it will prompt you with the dialog box below to choose a location for the folder to reside. The default location will be good unless you desire it elsewhere. • Once you select the location, any documents already online, will automatically sync to your new OneDrive folder! Placing documents from your computer into the new folder will upload them to the cloud! Tip: Go to the Notification Area, click the arrow to show hidden icons, and double click the cloud, this will open your OneDrive folder

16. OneDrive for Business Saving from Word, Excel, PowerPoint to your Cloud • After the initial setup of OneDrive to your computer, the office suite will allow you to save easily to your OneDrive, providing you safe, secure, and automatically backed up files!

17. OneDrive for Business Sharing your documents with others • You can now share and determine the permission for your files and folders In your OneDrive Folder Opens a browser for sharing

18. Outlook Web App (OWA) Outlook Web App Overview: • The new and greatly improved webmail portal for Office 365 • Many more functions are possible in the new Outlook Web App, including offline functionality of email and calendar (requires one-time setup on each device you wish to enable this function) • OneDrive integration to allow creation, editing, sharing of new and existing documents • Includes Office Online suite for quick edits, quick creation of documents on-the-go • Users now have ability to forward to another account through OWA. PIH IT will no longer be responsible for forwarding of email. PIH will stop all forwarding previously setup by IT on December 15th • ALL USERS NEED TO SIGN IN AT LEAST ONCE! Login Portal: http://outlook.office365.com

19. Outlook Web App (OWA) Initial Sign-In: • Every person with an Office 365 account NEEDS to initialize their account by signing into the OWA portal (http://outlook.office365.com) • To sign in, go to the link above, and input your username in the following format (ctraylor@pih.org) and your current email password • During the first login, you may be asked for language and time zone selections that are applicable to you

20. Outlook Web App (OWA) Offline Functionality: • Once enabled on a specific machine, Office 365 offline mode will allow you to do the following: • Reading and responding to messages • Sending new messages • Viewing and editing your calendar • Responding to meeting requests • Viewing and editing your contacts Tip: Enable offline mode here!

21. Outlook Web App (OWA) Forwarding Email to another Email Address: • While in the “Outlook” Tab, click settings “ “, then click “Options”, click “Account” on the left hand menu, then click “Connected Accounts”, enter the new email address in the “Forward my email to:” field and click “Start Forwarding”

22. Outlook Web App (OWA) OneDrive on Outlook Web App: • OneDrive on OWA will allow you to view, edit, and collaborate on-the-go at any internet connected device with a browser. Drag-and-Drop Files in this region Other Options… Sharing of Files/Folders

23. Outlook Web App (OWA) Creating in OneDrive on OWA: • Create a new document or folder from OWA • Word Document, Excel Workbook, PowerPoint Presentation, OneNote Notebook, or Excel Survey Click “New” to create a new file in your current folder location

24. Outlook Web App (OWA) Creating/Opening Files in OneDrive on OWA: • Tip: • When you create a new document from the list, the new document will automatically be created in the Online version of the applicable program (this program is great for basic functions, but may be limited if you need advanced functionality. If you need more functionality, click the “Open In Word” button, and it will open the same document in your Word program installed on your computer. • When you open a document from your OneDrive, it will automatically open in the online version of the applicable program. In order to edit the document, you need to choose how you would like to edit it from the “Edit Document” button. Choose the Online version (basic functions, faster), or Installed Program (more advanced, slower). • To get out of the document, you do not need to save (it is continuously saved automatically), all you have to do is hit the back button. Click “Open In Word” to open in your installed Word program for more advanced functionality Creating a New Document Editing a Document from OneDrive

25. Outlook Web App (OWA) Checking Storage Capacity of OneDrive: • While in the “OneDrive” Tab, Click Settings “ “, then “Site Settings”, then under Site Collection Administration, click “Storage Metrics” Your Remaining Capacity

26. Mobile Devices Using Office 365 with Mobile Devices: • With the introduction of Office 365, Microsoft has developed and deployed apps to allow connectivity to nearly all services right from your mobile devices • Currently supported Mobile Platforms: Android Phones, Apple iPhones & iPads, Windows Phone • Deployed Apps: Microsoft Office Mobile, Lync 2013, OneDrive, OneNote, OWA Mail

27. Mobile Devices Microsoft Office Mobile: • Allows user to create, edit, and collaborate on your mobile device any Word Document, Excel Workbook, or PowerPoint Presentation saved to your OneDrive for Business or on your mobile device.

28. Mobile Devices Lync 2013: • Keep in touch via Instant Message on your phone to all your contacts in Outlook and OWA, also check on peoples “Presence” at any instant

29. Mobile Devices OneDrive: • Upload or download files from your device to your OneDrive for Business. Open files directly with Microsoft Office Mobile.

30. Mobile Devices OneNote: • Take notes on your mobile device now, review and sort later in OneNote on your computer or in Outlook Web App

31. Mobile Devices OWA (Outlook Mobile): • Utilize the native Microsoft app to use your Email, Calendar and Contacts on your mobile device

32. Educational Resources Please utilize our Office 365 at PIH Website to review frequently asked questions, gain access to training material, and review updates on the migration! http://www.365atpih.org For additional help, please send your questions or requests to helpdesk@pih.org.

33. Office 365 Training Questions?