Working with Microsoft Office 365: Running Your Small Business in the Cloud ® Brett Hill Published with the authorization of Microsoft Corporation by: O’Reilly Media, Inc 1005 Gravenstein Highway North Sebastopol, California 95472 Copyright © 2012 by Hill Tech Services, LLC All rights reserved No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher ISBN: 978-0-7356-5899-8 LSI Printed and bound in the United States of America Microsoft Press books are available through booksellers and distributors worldwide If you need support related to this book, email Microsoft Press Book Support at mspinput@microsoft.com Please tell us what you think of this book at http://www.microsoft.com/learning/booksurvey Microsoft and the trademarks listed at http://www.microsoft.com/about/legal/en/us/IntellectualProperty/ Trademarks/EN-US.aspx are trademarks of the Microsoft group of companies All other marks are property of their respective owners The example companies, organizations, products, domain names, email addresses, logos, people, places, and events depicted herein are fictitious No association with any real company, organization, product, domain name, email address, logo, person, place, or event is intended or should be inferred This book expresses the author’s views and opinions The information contained in this book is provided without any express, statutory, or implied warranties Neither the authors, O’Reilly Media, Inc., Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book Acquisitions and Developmental Editor: Ken Jones Production Editor: Kristen Borg Production Services: Octal Publishing Services Technical Reviewer: Amy Babinchak Copyeditor: Richard Carey Indexer: Denise Getz Cover Design: Twist Creative • Seattle Cover Composition: Karen Montgomery Illustrators: Robert Romano and Rebecca Demarest Contents at a Glance Introduction xv Chapter Office 365: A Big Deal for Small Business Chapter Choosing an Office 365 Plan 19 Chapter Signing Up for the Office 365 P1 Plan 31 Chapter The Dual Purpose Office 365 Portal 43 Chapter Working with User Accounts 63 Chapter Working with Custom Domains 85 Chapter Desktop Setup and Migration 123 Chapter Working with Outlook Web App 147 Chapter Working with Mobile Devices 185 Chapter 10 Improving Your Business Image and Productivity with Outlook 201 Chapter 11 Working with SharePoint Online 219 Chapter 12 Working with Lync Online 287 Appendix A Deployment Checklist 333 Index 335 Contents Introduction xv Chapter Office 365: A Big Deal for Small Business What Is a Cloud Service? Current Services vs the Cloud Are Cloud Services a Good Deal for Small Businesses? Office 365 in a Nutshell The Cloud vs Self-Hosting How Can My Company Benefit from Office 365? Professional Image Keep Using What You Know Work In or Out of the Office Security and Availability What’s Included in Office 365? Exchange Online for Email SharePoint Online for Document Collaboration and Websites 10 Office Web Apps 14 Instant Messaging and Online Meetings with Lync Online 14 Office Professional Plus (Optional) 18 Next Steps 18 Chapter Choosing an Office 365 Plan 19 The E Plans 19 Advantages of All E Plans 20 Plan E1 21 Plan E2 22 Plans E3 and E4 23 What you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you To participate in a brief online survey, please visit: microsoft.com/learning/booksurvey v Office Professional Plus 24 The K Plans 26 Scenarios That Are Not a Good Fit 27 Mass Email Companies 27 Businesses with Slow or Unreliable Internet Connections 28 Specific Compliance and Security Requirements 28 Significant Investments in Third-Party or Custom Software for OnPremises Servers 28 Work with Large or Non-Office Files 28 For More Information 29 Chapter Signing Up for the Office 365 P1 Plan 31 The Free Trial 31 Sign Up for the Trial 32 Step 1: Complete the Sign Up Page 32 Step 2: Sign In 36 Step 3: Ensure Administrator Password Recovery 37 Step 4: Use Office 365! 38 Purchase the Service 40 Next Steps 42 Chapter The Dual Purpose Office 365 Portal 43 The Main Menu 43 The Home Page 44 The Home Page: First Use 45 The Home Page: On the Road 46 The Office 365 Portal Profile 46 The Office 365 Admin Portal .49 Management 50 Subscriptions 52 Support 54 Service Administration 59 Put the Portal to Work 61 vi Contents Chapter Working with User Accounts 63 Password Best Practices 63 Add a New User .64 Step 1: Details 66 Step 2: Settings 68 Step 3: Assign Licenses 69 Step 4: Send Results in Email 70 Step 5: Results 71 Bulk Add Users 72 Step 1: Select File 72 Step 2: Verification 73 Step 3: Settings 74 Step 4: Licenses 74 Step 5: Email 76 Step 6: Results 76 Reset Passwords 77 User Password Reset 78 Administrator Password Reset 78 Delete a User 80 Edit User Information 81 Block a User’s Sign In 82 Bulk Editing 83 Adding Users Recap 84 Chapter Working with Custom Domains 85 About Domains and DNS 85 Microsoft’s DNS Solutions 86 An Alternate DNS Solution 87 Timing and DNS Changes 88 Your First Domain 88 When to Add Users 88 Reuse Your Domain in Office 365 89 Add a Domain: Common Steps 89 Contents vii Add a Domain by Using the Domain Quickstart Wizard 90 Confirm That You Own Your Domain (Domain Validation) 93 Verification Methods 95 Add Verification Entries 96 Variations from the General Instructions 97 Delay Before Validation 98 Set Up Office 365 DNS for Your Website 99 Update Existing Office 365 Email Addresses 102 Add Users 103 Complete the Process 105 To View Your Office 365 DNS Settings 108 Assign Microsoft as the DNS Provider 109 Add a Domain Without the Domain Quickstart Wizard 111 Specify Domain 112 Verify Domain 112 Prepare Your Accounts 113 Update Office 365 DNS for Your Website and Other Services 114 Change Name Servers 117 Add a Domain Without Redirecting DNS 119 Multiple Domains 120 SharePoint Online and Custom Domains 120 Final Thoughts 122 Chapter Desktop Setup and Migration 123 Cleaning House 124 Document Your Existing Setup 124 Migration Options .124 Use a Partner or Service 125 Move Mail with PST Files 125 Export from Outlook 126 Use Connected Accounts 127 Export Calendar Settings 128 viii Contents DNS (domain name services) DNS (domain name services) adding a domain, without redirecting DNS, 119 alternative solutions, 87 changes, timing of, 88, 117 Microsoft, assigning as provider, 109–112 Microsoft DNS solutions, 86 settings, 52, 107, 108 setting up for your website, 99–102 setup configuration, testing, 140 SharePoint Online, 120–122 updating for mobile clients, 192 updating for websites and other services, 114– 117 documenting your existing setup before migration, 124 document libraries alerts, adding, 233 creating new, 231–233 deleting, 237 publishing, 245–247 putting on desktop, 230 recycle bin, recovery from, 238 settings, 233 title, description, and navigation, 234 versioning settings, 234–237 documents accessing with mobile devices, 14 external document sharing, 12, 276 SharePoint Online checking in documents (offline editing), 252– 254 checking out documents, 250–252 collaboration and websites, 10–13 document version control, 11 editing online and coauthoring, 249 invitations, sending, 277 limiting to Live ID Authentication, 277 in Microsoft Word, 248 opening documents from, 22 recovering unsaved documents, 255 restrictions on external users, 278 Team Sites and Documents, 60 version history, 236 domain names See also custom domains adding from the Admin portal, 50 Domain Quickstart wizard, 86, 90–92 multiple domains, 120 without redirecting DNS, 119 338 Index adding without the Domain Quickstart Wizard accounts, preparing, 113 change name servers, 117–119 specify domain, 112 updating Office 365 DNS, 114–117 verify domain, 112 DNS and, 85 New Domain Name setting sign-up page, 34 Trusted Domain, 259 understanding, 34 user accounts and, 64, 66, 73 validation, 93–95 downtime, scheduled by Microsoft, 58 E editing bulk editing, 83 calendars, permissions for, 209 offline with SharePoint Online, 247, 252 online with SharePoint Online, 249 user information, 81 email ActiveSync users, preventing their access to, 193 alternate, for administrators, 68, 78 attachment size, maximum, 197 deleting users and mail, 80 distribution groups employee public groups, creating, 164–168 with external email addresses, 168–170 groups within groups, 169 list terminology, 163 public groups, joining, 170 restricting senders, 169 understanding, 163 when not to use, 170 domain name changes and, 93 email addresses as username, 73 Exchange Online email service, 8–10 features, in Office 365, junk mail filters, refining, 214 list terminology in OWA and Outlook, 163 mailboxes adding new, 60 deleting a user, 80 mailbox aliases, mailbox size in Office 365, merge the contents of, 141 recovering deleted mailboxes, 141 HTML-formatted email, settings for MailTips, 161, 162, 212 mass emailing companies, Office 365 and, 27 message formatting, setting, 155 migration options connected accounts, using, 127 importing and filtering, selective, 143 mail considerations, 124 Outlook, exporting from, 126 partners or services, using, 125 PST files, moving mail with, 125, 141 out-of-office messages, 213 personal archives archive policy, enabling and applying, 181– 183 auto-archives vs personal archives, 179 enabling and configuring, 178 Outlook 2010 and, 184 receiving, from Microsoft Partners, 36 retention policies, enabling and applying, 183 security and availability of, signatures, creating, 154 sign-up email address, setting, 33 as stand-alone service, 27 users company usernames and, 35 deleting Exchange Online licenses, 70 setting up in Bulk Add process, 76 temporary passwords, sending, 70 updating existing addresses, 102 when to add, 88 emoticons, displaying in chat window, 304 encryption, mobile device settings, 195 E plans advantages of, 20 company size and, 19 E1 plan, 21 E2 plan, 22 E3 and E4 plans, 23 permissions, assigning, 68 recovering deleted mailboxes, 80 Excel spreadsheets, creating lists from, 268–270 using, in plans E3 and E4, 23 Exchange ActiveSync devices, 187 Exchange Online email service, 8–10 Exchange Online licenses, 70 Exchange Server 2010, expiration notice, for free trials, 31 expiration of administrator passwords, 63 exporting Calendar settings, 128 from Outlook, for migration, 126 external document sharing, 12, 276–279 F Facebook, 215 federation services, identity and, 20 files adding, in SharePoint Online, 226 file transfer, using Lync Online, 306 large or non-office, working with, 28 opening with Windows Explorer, 228–230 viewing offline, 12 filtering, selective, 143 folders, for shared documents, 226–228 fonts and font color for chat window, changing, 304 footer of website, changing, 283 ForeFront Protection for Exchange, Forgot Your Password? link, 79 See also passwords format of website, changing, 283 forms, creating, 23 forums, 54 free trial of Office 365, 31–37 frequency of updates, 50 G Global Address List (GAL) coworker details, viewing, 67 external contacts, 158 scheduling with, 201 using, 205 Gmail, using as a connected account, 172 grace period free trials and, 31 sign-up email accounts and, 33 H help See support services history of chats, saving, 305 Home page of the portal, 44–46 HTML-formatted email, settings for, 197 Index 339 iCAL files, importing calendar information with I iCAL files, importing calendar information with, 144 IM See instant messaging (IM) images adding photos to Lync Online, 291–293 adding to website, 259 changing photos in portal profile, 48 importing See also migration options selective, 143 using CSV files, 144 using iCAL files, 144 InfoPath Forms Services, 23 information details, in portal profile, 48 inheriting permissions, 240 instant messaging (IM) compatibility outside of Lync Online, 296 contacts, adding to OWA, 151–153 using Lync Mobile, 192 presence, online Microsoft Lync Mobile 2010, 303 Microsoft Office and, 302 Outlook Web App, 300–302 in SharePoint Online, 245 status indicators, 298 status, manually setting, 299 viewing options for, 15, 300 using Lync Online adding others to a chat, 304 conversation history, 305 overview, 15 starting and accepting a session, 303 Internet access email access, 10 necessity for, and Office 365, 28 Office 365 dependent on, work in or out of office, Internet resources BlackBerry Cloud Services, 187 changes and updates, 50 DNS providers, locating, 89 existing DNS providers, configuring, 88 logging in for the first time, 45 Lync Online, 332 Microsoft Partners, adding, 54 Migration Wiz service, 125 mobile devices Mobile Phone Setup Wizard, 188 using a partner or service, 187 340 Index online community support, 54 Outlook how to use, 217 setup instructions, 137 using contact cards as business cards, 202 Outlook Web App (OWA), using, 148 password creation, 63 passwords, changing, 77 permissions, managing, 243 plans, information on, 29 service providers, for dial-in conferencing, 329 SharePoint Online, 286 signatures for email, creating, 202 Windows phones connecting to, 186 and the Office Mobile Workspace, 191 invitations, sending, 277 IP addresses understanding, 34 of your website and Office 365, 100 iPhones and iPads, 192, 280 J junk mail filters, refining, 214 Just Checking screen, 65 K kiosk plans (K plans), 26 L language display, in portal profile, 48 setting, 33, 149 large files, working with, 28 libraries, document alerts, adding, 233 creating new, 231–233 deleting, 237 publishing, 245–247 putting on desktop, 230 recycle bin, recovery from, 238 settings, 233 title, description, and navigation, 234 versioning settings, 234–237 main menu of the portal licenses See also subscriptions Licenses page, 54 second admin accounts and, 69 user assigning, 69 in Bulk Add process, 74 LinkedIn, 215 lists, in SharePoint Online columns adding, 274 editing, 272 reordering, 275 creating, from Excel spreadsheets, 268–270 Datasheet view, 271 filtering and sorting, 276 Quick Launch link, adding, 271 sharing, 13 Live Meeting services, Microsoft, 17 lobby, admitting people from, 325 local folders, 142 location of company, 33 setting, in Lync Online, 293 user locations, setting, 69 logging in for the first time, 37, 45 logs, server, Lync Online administration external communications, enabling or disabling, 330 settings, 328 users, 328 audio and video, configuring, 290 contacts, adding from outside your company, 296 from your organization, 295 control panel, 60 custom domains, deleting, 89 file transfer, 306 installing, 131 instant messaging (IM) adding others to a chat, 304 conversation history, 305 overview, 15 starting and accepting a session, 303 Lync 2010 client, 287 Lync Attendee client, 319 Lync Server 2010, 23 mobile devices, 192 online meetings inviting others to, 314–319 joining, 16, 203, 319, 320 managing, 325–327 online meeting setup and prep configuration, 322 navigating the deck, 323 polls, 324 PowerPoint decks, uploading, 322 options menu, 289 personalizing activity, setting, 294 location, setting, 293 phone numbers, adding, 294 photo ID, adding, 291–293 presence and Microsoft Lync Mobile 2010, 303 Microsoft Office, 302 in other programs, 300 Outlook Web App, 300–302 status indicators, 298 status, manually setting, 299 user presence, 15 setting up, 134–136 sharing applications, 309 designated driver, 313 a desktop, 314 participant's view of a shared application, 311 presenter's view of a shared application, 310 requesting and granting control, 312 signing in to, 289 64 or 32 bits, choosing, 132 updates and more information, 332 variations due to country, 33 voice calls, 307 M mail See email mailboxes adding new, 60 deleting a user, 80 mailbox aliases, mailbox size in Office 365, MailTips, 161, 162 merge the contents of, 141 recovering deleted mailboxes, 80 main menu of the portal, 43 Index 341 maintenance, planned maintenance, planned, 58 managing Office 365 administrator accounts Admin landing page, 38, 39 password expiration, 63 password recovery, 37 password resetting, 55, 67, 78–80 permissions, assigning, 68 public groups and, 164 recovering documents and libraries from the recycle bin, 238 second administrators, 69 service administration, 59 settings, changing, 69 Admin portal maintenance, planned, 58 management, 50 service administration, 59 subscriptions, 52–54 support and troubleshooting, 54–58 users and domains, 59–61 using, 43, 49 mobile devices ActiveSync Access page, 194 ActiveSync device policies, 195–197 device policies, applying to different users, 197–199 email, preventing ActiveSync users from accessing, 193 phone and voice admin, 193 permissions, 239–242 service admin accounts, creating, 35 mass email companies, 27 meetings See also online conferencing delegates, working with, 212 Lync Online, using, 203 Meet Now option, in Lync Online, 314 online conferencing, 17 Outlook Social Connector and, 216 scheduling internal recipients and, 212 using Outlook, 10, 202 messaging See instant messaging (IM) Microsoft assigning as DNS provider, 109–112 DNS servers, 107 limited liability for Office 365, universal mail server name, 189 Microsoft Office continuity with Office 365, 342 Index Office Professional Plus subscription, optional, 18, 24 presence in, 300 Microsoft Online Community, 54 Microsoft Partners associating accounts with, 53 managing migration with, 125 support and help of, 57 Microsoft Word, opening documents in, 248 migration options business size and, calendar information, importing using an iCAL file, 144 calendar settings, exporting, 128 cleaning house first, 124 connected accounts, using, 127 CSV files, using to import contacts and data, 144 existing setup, documenting, 124 importing and filtering, selective, 143 mail considerations, 124 Migration Wiz service, 125 Outlook, exporting from, 126 partners or services, using, 125 PST files importing mail, contacts, and settings from, 141 moving mail with, 125 mobile devices administration ActiveSync Access page, 194 ActiveSync device policies, 195–197 device policies, applying to different users, 197–199 email, preventing ActiveSync users from accessing, 193 password reset, 67 phone and voice admin, 193 advantages of, 185 BlackBerry, 187 documents, accessing with, 14 Exchange ActiveSync devices, 187 Microsoft Lync 2010 Mobile, 192, 303 setup assistance, online, 187 setup wizard, 188 using SharePoint Online with, 190–192, 280 support for, in Office 365, 365 Mobility Solutions Service Description, 187 Windows phones, 185, 190 multinational companies, 33 MX (mail exchange) record verification, 95 N names First Name and Last Name settings on sign-up page, 33 new user accounts, 66 networks, Outlook Social Connector and, 216 Nokia smartphones, 192, 280 O Office 365 See also desktop setup and migration benefits of, 4–7 features Exchange Online for email, 8–10 Lync Online, for messaging and online meetings, 14–16 Office Professional Plus optional subscription, 18 Office Web Apps (OWA), 14 SharePoint Online, 10–13 summary of, free trial, 31 Internet resources BlackBerry Cloud Services, 187 changes and updates, 50 DNS providers, locating, 89 existing DNS providers, configuring, 88 logging in for the first time, 45 Lync Online, 332 Microsoft Partners, adding, 54 Migration Wiz service, 125 mobile devices, 187, 280 Mobile Phone Setup Wizard, 188 online community support, 54 Outlook, how to use, 217 Outlook setup instructions, 137 Outlook Web App (OWA), using, 148 password creation, 63 passwords, changing, 77 permissions, managing, 243 plans, information on, 29 service providers, for dial-in conferencing, 329 on SharePoint Online, 286 signatures for email, creating, 202 using Outlook contact cards as business cards, 158 Windows phones, 186, 191 Office Mobile Workspace, 191 online conferencing See also meetings plans, choosing businesses not suited for Office 365, 27–29 the E plans, 19–24 Office Professional Plus, 24–26 the K plans, 26 purchasing, 40–42 signing up for trial, 32–37 troubleshooting tool, locating, 56 using for first time, 38 Office 365 Portal admin portal, 49 Home page, 44–46 Lync Online, 60 main menu, 43 management, 50–52 online services, updating, 50 OWA, accessing, 147 profiles, creating, 46–48 service administration, 59 subscriptions, 52–54 support and troubleshooting, 54–58, 117 team sites and documents, 60 uses of, 43 website, 61 Office 2010 Home and Business, 24 Office Mobile Workspace, 191 Office Professional Plus subscription, 18, 24–26, 41 Office Web Apps (OWA) challenges of, 223 description of, 14 disabling, 226 documents, creating, 224 documents, saving, 224 in E1 plan, 22 in E2 plan, 22 printing from, 225 offline work checking in documents, 252–254 viewing of files, 12 OneNote Web App, 255 Online Community support, 54 online conferencing See also meetings conferencing service providers, adding, 329 inviting others to with Meet Now, 314–317 scheduling with Outlook, 317–319 joining end user experience, 16, 320 Lync 2010 Attendee client, 319 the Lync Web App, 320 from Outlook, 203 Index 343 online conferencing online conferencing, continued using Lync Online, 16 managing admitting people from the lobby, 325 annotation and demonstrations, realtime, 326 audio, muting, 325 demos, presenting, 327 video, using, 326 setup and prep configuration, 322 navigating the deck, 323 polls, 324 PowerPoint decks, uploading, 322 online presence See presence, online online resources See Internet resources online services current services vs the Cloud, update process, 50 options menu, in Lync Online, 289 organization setting, on sign-up page, 33 Outlook business image, improving calendar, publishing, 205 custom domains, using, 201 Lync Online, online meetings and, 203 meeting requests, external contacts and, 202 signatures, creating, 202 comparison with OWA, 147 contact cards, 158 importing mail, contacts, and settings importing and filtering, selective, 143 merge contents, 141 PST, attaching to Outlook profile, 142 migration options exporting from Outlook, 126 PST files, working with, 125 special circumstances for, 125 using connected accounts, 127 online meetings in, scheduling, 317–319 personal archives and, 184 productivity, improving calendar sharing, 206–210 delegating access, 210–212 GAL, using, 205 how-to resources, online, 217 junk mail filter, refining, 214 MailTips, using, 212 meeting requests, internal recipients, 212 344 Index Outlook Social Connector, 215–217 out-of-office messages, using, 213 setting up, 137–140 SharePoint Online, 13 support for, in Microsoft 365, troubleshooting the setup, 140 Outlook Web App (OWA) accessing, 147 administrator section of mailboxes of other users, configuring, 177 service administration, 60 as browser-based version of Outlook, cell phones, wiping, 177 comparison with Outlook, 147 conference rooms, adding and administering, 173–175 connected accounts adding existing email service to Office 365, 171–173 Connect Accounts feature, 93 email, sending from, 172 mail, frequency of reading from, 173 contacts, external creating, 159–161 details, adding, 161 Outlook contact cards, 158 sharing, 157 distribution groups employee public groups, creating, 164–168 with external email addresses, 168–170 list terminology, 163 public groups, joining, 170 understanding, 163 when not to use, 170 MailTips, 162 personal archives archive policy, enabling and applying, 181– 183 auto-archives vs personal archives, 179 enabling and configuring, 178 Outlook 2010 and, 184 retention policies, enabling and applying, 183 personalization conversation view, setting up, 150 instant messaging contacts, adding, 151–153 language and time zone, setting, 149 rules, creating to send a text message to your phone, 155–157 settings, configuring, 155 signatures, creating, 154, 202 themes, selecting, 153 presence in, 300–302 out-of-office messages, 10, 213 P page layout adding pages to website, 283 of SharePoint Online websites, changing, 260 Partners, Microsoft See Microsoft Partners passwords best practices, 63 changing new users, 77 password lifetime, enforcing, 196 in portal profile, 47 creating, 36 expiration of administrator passwords, 63 mobile devices and, 196 for new users, Results page, 76 password recovery administrators, 37, 55, 67, 78–80 enabling, 196 user password reset, 78 password structure, 196 recycle count, 196 temporary passwords, receiving, 63, 70, 76 permissions assigning for new user accounts, 68 calendar editing in Outlook, 209 delegates in Outlook, 211 managing in SharePoint Online, 239–243 personal archives archive policies, 181–183 enabling and configuring, 178 Outlook 2010 and, 184 retention policies, 183 personalizing Lync Online activity, setting, 294 location, setting, 293 phone numbers, adding, 294 photo ID, adding, 291–293 phone calls in Lync Online, 288, 294, 297, 307 phone numbers adding to Lync Online, 294 for Online Support in all countries, 56 phones See cell phones; mobile devices phone support See support services preferences, in portal profile photos adding to Lync Online, 291–293 adding to website, 259 changing in portal profile, 48 Planned Maintenance link, 58 planning guide for Office 365, 286 Plan P1 Access Web Services, 285 BlackBerry Internet Services and, 187 choosing, 4 comparison with E1 plan, 21 features of, 8–10, 201 free trial, 31 purchasing, 40–42 signing up for administrator password recovery, 37 signing in for the first time, 36 sign-up page, completing, 32–36 using Office 365, 37 support for https connections, 231 versioning settings, 237 plans, choosing businesses not suited for Office 365, 27–29 the E plans, 19–24 Office Professional Plus, 24–26 Plan P1, stand-alone services, 27 the K plans, 26 polls, adding, 324 portal, using admin portal, 49 Home page, 44–46 Lync Online, 60 main menu, 43 management, 50–52 online services, updating, 50 OWA, accessing, 147 profiles, creating, 46–48 service administration, 59 subscriptions, 52–54 support and troubleshooting, 54–58, 117 team sites and documents, 60 uses of, 43 website, 61 PowerPoint, Microsoft decks navigating, 323 uploading, 322 presentations, sharing, 314 preferences, in portal profile, 48 Index 345 presence, online presence, online Lync Online Microsoft Lync Mobile 2010, 303 Microsoft Office, 302 Outlook Web App, 300–302 status indicators, 298 status, manually setting, 299 in SharePoint Online, 245 viewing options for, 15, 300 pricing of Office 365 plans, 20, 24, 26 private meetings, delegates and, 212 productivity, improving calendar sharing, 206–210 delegating access, 210–212 GAL, using, 205 how-to resources, online, 217 junk mail filter, refining, 214 MailTips, using, 212 meeting requests, internal recipients, 212 Outlook Social Connector, 215–217 out-of-office messages, using, 213 professional image, Office 365 and, profiles attaching a PST file to, 142 configuring information, display language, and contact preferences, 48 My Profile page, 46 passwords, changing, 47 photos, changing, 48 exporting, using the PST file technique, 127 provisioning, account, 39 PST files attaching to Outlook profiles, 142 moving mail with, 125 selective importing and filtering, 143 understanding, 126 public groups, creating, 164–168 public websites See websites, public publishing a document library to Outlook, 245–247 a website, in SharePoint Online, 281–284 purchasing Office 365, 40–42 See also specific plans Purchasing Subscriptions page, 54 Q Quick Launch link, adding, 271 346 Index R read receipts, configuring, 155 real-time features, during online meetings, 326 recycle bin, recovery from, 238 registrars of domain names, 86, 89, 94 See also domain names resetting passwords See passwords Results page, new users and passwords, 76 ringtones, setting, 294 room mailboxes adding and administering, 173–175 customizing, 176 rules creating, to send a text message to your phone, 155–157 email, 10 S sandbox solutions, 285 secrets, in the domain validation process, 90 security and availability of email, built-in features of Office 365, 4–6 limitations of, in Office 365, 28 mobile devices, 195 password creation at sign-in, 36 SharePoint Online sites and, 231 self-hosting vs the Cloud, servers on-premise, and custom software, 28 server access with Office 365, server logs, access to, universal Microsoft server name, 189 service administration, 59 service administrator accounts See administrator accounts service credits, Service Health, support services, 58 service licenses, 50 service providers, for dial-in conferencing, 329 Service Requests link, 57 settings mobile device security, 195–197 new users, in Bulk Add process, 74 personalization configuring, 155 conversation view, setting up, 150 instant messaging contacts, adding, 151–153 language and time zone, setting, 149 rules, creating to send a text message to your phone, 155–157 signatures, creating, 154 themes, selecting, 153 setting up Office 365, 45 See also desktop setup and migration SharePoint Online accessing, 220–222 applications, custom, 13 collaboration, ease of, custom domains and, 120 document libraries alerts, adding, 233 creating new, 231–233 deleting, 237 publishing, 245–247 putting on desktop, 230 recycle bin, recovering from, 238 settings, 233 title, description, and navigation, 234 versioning settings, 234–237 documents, sharing invitations, sending, 277 limiting to Live ID Authentication, 277 restrictions on external users, 278 documents, working with checking in documents (offline editing), 252– 254 checking out documents, 250–252 document version control, 11 editing online and coauthoring, 249 in Microsoft Word, 248 recovering unsaved documents, 255 external document sharing, 12 features for document collaboration and websites, 10– 14 in plans E3 and E4, 23 files adding, 226 offline viewing of, 12 opening with Windows Explorer, 228–230 folders for shared documents, 226–228 lists, working with columns, 272, 274, 275 creating, from Excel spreadsheets, 268–270 Datasheet view, 271 slow Internet connections filtering and sorting, 276 Quick Launch link, adding, 271 sharing, 13 mobile devices and, 190–192, 280 Office Web Apps, using challenges of, 223 disabling, 226 documents, creating and saving, 224 printing from, 225 OneNote Web App and, 255 opening documents from, 22 permissions, managing, 239–243 presence indicator, 245 structure and terminology, 219 Team Site webpage calendars, contacts, and tasks, 261 editing, 256 images, adding, 259 new sites, creating, 264–266 organization of, 266 page layout, changing, 260 pages, adding, 263 pages for new sites, creating, 266 SharePoint Designer 2010, 267 title, changing, 257 Web Parts, 257 troubleshooting with Windows Explorer, 231 websites, public advanced topics and resources, 285 customizing, 282–284 custom URLs, 281 limitations of, 12, 284 sharing, in Lync Online applications, 309 designated driver, 313 a desktop, 314 participant's view of a shared application, 311 presenter's view of a shared application, 310 requesting and granting control, 312 signatures for email, creating, 10, 154, 202 signing in blocking a user's sign in, 80 failures, security settings and, 196 for the first time, 36 to Lync Online, 289 sign-in status, for created users, 74 sign-up page, completing, 32–37 slow Internet connections, 28 Index 347 small businesses small businesses business size, upgrading plans and, Cloud services for, Exchange Online and, Lync Online and, 288 Microsoft Office, which version to choose, 24 Office Professional Plus, as optional subscription, 17 Social Connector, Outlook, 215 social networking, 215 software clients, understanding, 131 custom or third-party, 28 setup software, 130 sounds, setting, 294 spam filtering, spreadsheets, 73 See also Excel stand-alone services, when to choose, 27 storage cards, encryption for, 195 style of website, changing, 283 subscriptions free trials, 31 licenses, 54 managing, 52–54 Office Professional Plus, optional, 18, 24 purchasing, 40–42, 54 sign-up page, completing, 32–37 Subscription Details page, 53 support services for Plan P1, 54 for P1 and E plans, policies for, 21 Planned Maintenance link, 58 Service Health, 58 Service Request link, 57 Troubleshooting tool, 56 synchronizing devices, 197 T Team Site webpage accessing, 60 calendars, contacts, and tasks, 261 editing, 256 images, adding, 259 new sites, creating, 264–266 organization of, 266 page layout, changing, 260 pages, adding, 263 348 Index pages for new sites, creating, 266 SharePoint Designer 2010, 267 title, changing, 257 Web Parts, 257 technical support See support services temporary passwords, 63, 70 See also passwords terms of use, accepting, 36 texting See instant messaging (IM) theme of website, changing, 283 themes for OWA, selecting, 153 third-party software and Office 365, 28 365 Mobility Solutions Service Description, 187 time zone, setting, 149, 203 title page of websites, changing, 257 transfer of files, using Lync Online, 306 trial accounts, 31–37 troubleshooting desktop sharing and, 314 the DNS setup, 117 SharePoint Online, 231 Troubleshooting tool, 56 TXT (text) record verification, 95 U universal mail server name, Microsoft, 189 unsaved documents, recovering, 255 updates to the services frequency of updates, 50 Microsoft control of, planned maintenance, 58 upgrading plans business size and, from P1 to and E plan, 20 uptime guarantees, 7, 58 URLs custom, changing default URL, 281 for online meetings, 204 to photos for Lync Online, 292 user accounts adding by adding a mailbox, 60 Bulk Add feature, 72–77 and managing, 50 new user accounts, 64–71 using the wizard, 103–108 when to add, 88, 113 Zone format menu blocking a user's sign in, 82 deleting a user, 80 editing, 81, 83 Home page view, 44 location, for new user accounts, 69 passwords administrator password reset, 67, 78–80 best practices, 63 Bulk Add process, 76 changing, 77 temporary passwords, receiving, 63 user password reset, 78 permissions, assigning, 68 policies for, 198 updating existing email addresses, 102 user location, setting, 69 the Users page, 65 usernames as email addresses, 73 consistent company pattern for, 35 in Lync Online, 328 user presence, in Lync Online, 15 V verification delay before validation, 98 domain validation, 89, 112 methods of, 95 of new users, in Bulk Add feature, 73 validation failure, 98 verification entries, adding, 96 verification field, on sign-up form, 36 version control Microsoft Word, working online with, 250 settings in SharePoint Online, 234 with SharePoint Online, 11 video, configuring for Lync Online, 290 videos, Get-Started-With-SharePoint, 286 Virtual Agent, querying, 56 virus and malware protection, 7, voice calls, in Lync Online, 288, 307 W web conferencing See online conferencing webinars See online conferencing Web Parts, 257 websites See also Team Page websites making changes to color, 283 footer, 283 format, 283 style, 283 theme, 283 title page, 257 Office 365 DNS setting up, 99–102 updating, 114 public websites, administration of, 61 using SharePoint Online, 12 SharePoint Online sites, URL for mobile display of, 191 websites, public advanced topics and resources for SharePoint Online, 285 customizing in SharePoint Online, 282–284 custom URLs in SharePoint Online, 281 designing, 284 limitations, in SharePoint Online, 284 whiteboard, 327 Windows Explorer, troubleshooting SharePoint Online with, 231 Windows phones, 185, 187, 190, 280 wiping a cell phone, 177 Workflow Settings feature, 237 working offline checking in documents, 252–254 viewing of files, 12 work location, with Office 365, Z Zone format menu, 283 Index 349 About the Author Brett Hill , Office 365 MVP, is a consultant, trainer, speaker, and author, living in Bellevue, Washington Brett was an IIS MVP for three years before joining Microsoft as the IIS Technical Evangelist He was one of the key authors for the IIS Resource Guide for Microsoft Press on IIS He then transitioned to online services and was instrumental in creating technical training and content for Microsoft related to Business Productivity Online Suite (BPOS) and Office 365 Brett left Microsoft to start Office365training.com, which hosts online training and other content for end users of Office 365 Since then he was named Office 365 MVP by Microsoft for 2011 and 2012 You can find out more about Brett at LinkedIn http://www.linkedin.com/profile/view?id=8088527 and at Office365answers.com or Office365training.com What you think of this book? We want to hear from you! To participate in a brief online survey, please visit: microsoft.com/learning/booksurvey Tell us how well this book meets your needs—what works effectively, and what we can better Your feedback will help us continually improve our books and learning resources for you Thank you in advance for your input! SurvPage_Corp_02.indd 5/19/2011 4:18:12 PM ... Chapter Office 365: A Big Deal for Small Business Chapter Choosing an Office 365 Plan 19 Chapter Signing Up for the Office 365 P1 Plan 31 Chapter The Dual Purpose Office 365 Portal 43 Chapter Working. .. Contents Introduction M icrosoft Office 365 is taking the small business world by storm According to Microsoft, over 90 percent of the sales of Office 365 are to small businesses I can’t say I’m surprised... Company Benefit from Office 365? Office 365 is packaged in a variety of plans, as you’ll learn in Chapter The primary focus of this book, called Office 365 for professionals and small businesses, or