Office 365

LogoUsing Office 365

Office 365 enables you to install Office Pro Plus (including Word, Excel, PowerPoint, OneNote and Outlook) on up to 5 personal devices, including mobile devices.

Office 365 includes OneDrive for cloud storage and online applications for editing Word and Excel files.

Faculty and staff who have unified OSU/ONID accounts have access to Office365 now. Employees and graduate students also have access to the Microsoft Home Use Program.


 

Office 365 Portal

 

(Application) Lync 2013

What is Lync and who can use it?

Lync is Microsoft’s messaging client for corporate use. It uses the OSU global address book to connect all employees together allowing for faster collaboration. Only users with a Microsoft Exchange? account (first.last@oregonstate.edu) may use OSU's Lync service. You may also use Lync to communicate with persons who do not use Lync.

If you are unsure whether your account is capable, please contact your IT support group for clarification.

Supported Platforms

Clients for Laptops and Desktops

  • Windows 7/8: Lync 2013 is available through Office 2013 or as a standalone installer. Lync 2010 clients will continue to work, but do not have access to the enhanced functionality provided by the Lync 2013 server.
  • Mac: Lync 2011 is the most recent client; it does not officially support all the features of Lync 2013

Free Apps for Mobile Devices

  • Windows 8.1 for Tablets (Surface): The Lync 2013 app is available through the Microsoft Store. Persistent Chat is not integrated into the app.
  • Android: The Lync 2013 app is available through the Google Play Store
  • iOS: The Lync 2013 app is available through the Apple Store or through iTunes
  • Windows Phone: The lync 2013 app is available through the Windows Apps Store

Differences between Lync 2013 and 2010?

For a comprehensive comparison between Lync 2013, 2010, and other version, click on this link. The following features are the most significant and noticable changes however:

  • New Metro styling (like Windows 8)
  • Persistent chat, which was previously group chat
  • Lync web app, for use without the Lync client
  • Support for up to 1080P HD resolutions

Other helpdocs

We understand this program can be confusing to some users, so we have created a few helpdocs for anyone who needs them! Click on any of the following articles to get help:

(Lync) Adding Contacts

Adding Contacts

You can easily create meetings with other OSU employees who have Exchange? accounts. There are too many such persons to load all of them into your contacts list, but you can add any of these people to your contacts. The following steps are illustrated with Lync 2013 for Windows, but the process is similar for Lync 2011 for Mac.

  1. Open Lync and type the name, email, or phone number of the person whom you want to add.contact search box
  2. When the contact appears, click on More Options on the far right of the contact block.Contact more options
  3. You may now add this contact to a specific contact list or to your favorites.Add to list or favorites

 

NOTE: You may add a non-OSU contact, click on the small person with a plus icon then click on the “Add a Contact Not in My Organization” button, and select the messaging client they have. From there you can follow the instructions to add a contact.

(Lync) Audio and Microphone Settings

In case your audio or video isn't working correctly you can attempt to troubleshoot the audio and video settings yourself or call your support group.

Windows 7/8

To access Lync video or audio and microphone settings: 

  1. Click on the small gear in the upper right-hand side
  2. Click on Audio Device or Video Device
  3. Here, if you already have a device connected, you are able to change settings for audio inputs and/or outputs.

 

Alternatively you can click the icon with the speaker and microphone in the bottom left corner of the Lync window. It will open a little drop-down menu with a clickable option to Edit in Audio Device Settings.

 

 

Mac

To access your audio options on Lync 2011 for Mac:

  1. With Lync open, go to the Lync drop down menu and select Preferences
  2. Click on the Audio tab and verify Lync is using the correct device as well as the sound settingsMac Audio Settings

(Lync) Finding/Logging In

Finding/Logging Into Lync

Anyone with an Exchange? account can access and use Lync. To see if Lync is installed on your computer or for help logging in, follow the instructions below.

  1. Press the Windows key on your keyboard and type Lync or find the Microsoft Lync folder and open it.Open Lync windows 8Open Lync windows 7
  2. Enter your Exchange email (first.last@oregonstate.edu) and password to log in. If those credentials do not work, contact your support group to verify your credentials are correct.
  1. Open the Finder and go to your application folder. Microsoft Lync should be listed.Open Lync Mac
  2. Enter your Exchange email (first.last@oregonstate.edu) and password to log in. If those credentials do not work, contact your support group to verify your credentials are correct.

(Lync) Meetings and How To Schedule One

Lync meetings are very convenient and a powerful tool for groups that can't physically meet. With a webcam and microphone you can turn a chat room into a video conference. Scheduling a meeting allows you to organize a time for everyone to meet and also permits people to join in by calling a phone number!

Outlook 2013 (Windows)

  1. Go to calendar in Outlook located in the bottom left of the screen.
  2. Right click on the time that you would like the meeting.
  3. Select Lync Meeting in the Appointment Tab at the top
  4. Invite the people you wish to include in this meeting, then send the message.
  5. To join a meeting that you were invited to:
    1. Check your email for the invitation.
    2. In the email click on Join Lync Meeting.
    3. The next window will ask for permissions on what you want to allow to be used for that meeting.

 

Outlook 2011 (Mac)

  1. Open Outlook and go to the Calendar
  2. In the Home tab, click on Meeting Mac Calendar Meeting
  3. On the email pop-up, select Online Meeting then Create Online Meeting Create online meeting mac
  4. Fill out all the specific times and information about the meeting then send

 

Lync Web Scheduler

If you don't have Microsoft Outlook, or are on an operating system not based on Windows, you may use Lync Web Scheduler.

  1. Go to the Lync Web Scheduler Page (we recommend bookmarking this if you plan on making many meetings).
  2. If you have a unified account log in with your username@oregonstate.edu, otherwise sign in using your Exchange? domain\username and password.
  3. Fill out the desired meeting information and save it.
  4. Information will be displayed with a summary of the meeting and information on calling in.
  5. Attendees are not invited to the meeting via Lync Web Scheduler. You will need to manually copy and paste the meeting details into an email or calendar invitation.

(Lync) Persistent Chat

Persistent chat is the Lync 2013 version of a chat room. With persistent chat, you can create topic-specific chat rooms that aren’t deleted. This means that once a person joins a chat room, they will always have access to that conversation and everything said there will be displayed even if they weren't there when it was posted.

A benefit of persistent chat is the ability to check in with the chat rooms, without getting constant notifications for every message, unless of course the chat is currently open. Additionally someone with access to the chat room can see the chat’s entire conversation history, meaning information does not need to be repeated.

To join a persistent chat room:

  1. Click the icon near the top of the screen with three people within the speech bubble. 
  2. Click the box that says "Find someone or a room"
  3. Search for the name of the persistent chat room
  4. Right click the room you want, then click Follow this Room from the drop-down menu.

To create a persistant chat room:

  1. Click on the chat rooms button on yoru lync client
  2. Press the + sign and select "create a chat room" first 2 steps of creating persistant chat
  3. You will then be redirected to a webpage and asked to login, use your exchange? credentials (if you have a unified account use username@oregonstate.edu, otherwise use cn\username for username)
  4. Choose Create A New Room from the next page (This page is where you would be able to select any other chat room you are a manager off)New chat room splash page
  5. There are several options on the next page to fill out:
    • Room Name- This will be the name of your room. We recommend a concise name that accurately represents the topic of the chat room
    • Description- Enter a more in depth description of what the chat room is to be used for here
    • Privacy- Select what level of security you want
    • Add-in- Any web applications will be added here. The default is blank and shouldn't be touched unless you know what the application does.
    • Managers- Add the email address of everyone you wish to moderate and administrate the chat room here.
    • Members- Add the email address of everyone you wish to participate in the chat room here
    • Invitations- Choose whether you want an invitation email sent or not
  6. Once all those options are complete, press Create to finish

(Lync) Presence State

What does each presence state mean?

 

presence is greenAvailable You are online and available for contact.
presence is redBusy

You are in a Lync phone call or, according to your Outlook calendar, you are in a meeting.

presence is red with a white line Do not disturb You don't want to be disturbed and will see conversation alerts only if they are sent by your Workgroup contacts.
presence is yellowBe right back You are away briefly and will return shortly.
presence is yellowAway Your computer has been idle (for 15 minutes, by default).
presence is yellowOff Work You are not working and are not available to contact.
presence is greyOffline You are not signed in. If you have blocked individuals from seeing your presence, you'll always appear offline to them.

(Lync) Sharing Screens

Have you ever wanted to show someone exactly what you are looking at on the computer, but the person isn't with you at the time? With Lync 2013 you can share your screen - or just part of it - with other people, like colleagues. To do this:

  1. Open a Chat window with the person(s) with whom you want to share your screen.
  2. Hover your mouse over the monitor icon on the bottom of the chat window.
  3. You may choose to share a specific program, a specific monitor, or your entire screen (nothing on your screen is shared until you make your selection).

NOTE: This is not available in the Windows 8 Lync Metro App

(Lync) Skype for Business on Mobile Devices

Mobile Devices and Skype for Business (Formerly Lync)

One of the bonuses to using Skype for Business is that you can join meetings from your phone. This allows you to join a meeting even if you can't be physically next to your computer. There are some features that are not available on the mobile version such as desktop sharing, but the basic functionality is there. For more detail on the functionality see this article. For instructions on setting up Skype for Business on your iPhone/iPad, Android, or Windows Phone, scroll down until you find your device.

For iPhones and other iOS devices

  1. You may download the Skype for Business app from the App Store. To find it, search for "Skype for Business".
  2. Install the application.
  3. To open the app, find the icon and tap it.
     
  4. Enter your Exchange? email address and password to log in.
     

 

For Android Phones and Tablets

  1. You may download the Skype for Business app from the Google Play Store. To find it, search for Skype for Business in the Play Store.
    Android App Store screen 
  2. Once you're at the store page, press install and accept the permissions screen that pops up. Once the application is installed, go to your applications screen and select the Skype for Business icon.
    Link Button 
  3. Enter your Exchange username and password and press Sign In.
    Lync 2013 Android Log in 

 

For Windows Phones and Tablets

  1. You may download Skype for Business from Windows Mobile App Store.
  2. Install the application then go to your applications screen and select the Lync icon.
  3. Enter your Exchange email address and password to log in.

(Lync) Where Conversations are Saved

If you need to access an old conversation with a coworker they have not been lost! You can find them in two different places. Conversations are saved in the Conversations Tab in Lync, and sent to your Outlook inbox under the “Conversation History” folder. 

Lync

To find the conversations in lync, click on your conversation Tab 

Conversation Tab

 

Outlook

To view your history in outlook, click on the Conversation History folder

Conversation History

(Application) OneDrive

OneDrive is the central hub for all your documents in Office 365. It provides 1TB of online storage for any files you wish to create or upload.
Once you add a file to OneDrive, you can access it anytime, from any computer. You can also share your OneDrive documents with team members and collaborate in real time using Office Online Web Apps.
Before you begin login to Office 365 at office.cloud.oregonstate.edu



Create a new file in OneDrive


  1. At the top of the page, click “OneDrive”
  2. Below the “Documents” heading, click “+new”
  3. Select the type of file you want to create
    Click One Drive, + New, and then the document type you wish to open 
  4. Enter a name for the document
  5. Click “OK”
    Enter the name of the document in the "Document Name" field, and press "OK" below 
  6. Begin building your document in Office Online
  7. Note: All changes will be saved automatically to OneDrive.


Upload a file to OneDrive


  1. On the top of the page, click “OneDrive”
  2. Below the “Documents” heading, click “upload”
    Click OneDrive, and then select "Upload" in the folder you wish to upload 
  3. Click “Choose File"
    Press the "Choose File" button 
  4. Select the file you want to upload from your file browser
  5. (Optional) Enter comments about the current document version
  6. Click “OK”
    Confirm by Pressing OK 
Note: You can also drag and drop files directly from your computer’s desktop or file browser into the OneDrive document area.
Draw a file from your file explorer to the window in which you have OneDrive open in 


Share an OneDrive file


  1. On the top of the page, click “OneDrive”
  2. Click the three dot menu “…” next to the file you want to share
  3. Below the file preview, click “Share”
    Find OneDrive tab, find the file you wish to share, click the three dot menu, and press share below the file preview 
  4. Enter your team members’ names or email addresses
  5. Set your team members’ permissions to “Can edit” or “Can view”
  6. (Optional) Enter a message that will be sent with each share invitation
  7. Click “Share”
    On the next part of the popup, enter contact information, edit their permissions, optionally enter a message, and click share. 
Note: Share invitations will be sent to your team members’ inboxes.
Preview of what share invitations look like 


Delete a File from OneDrive


  1. On the top of the page, click “OneDrive”
  2. Click the three dot menu “…” next to the file you want to delete
  3. Click the second three dot menu “…” below the file preview
    Open OneDrive, find the three-dot-menu next to the document you wish to delete, and on the popup - click the next three-dot-menu available 
  4. At the bottom of the menu, click “Delete”
    On the drop down that shows up from clicking the three-dot-menu, press delete on the bottom 
  5. When a confirmation message pops up, click “OK”
    Press "OK" on the pop up dialogue box 
Note: Your file will now disappear from OneDrive, but it won’t be fully deleted until you empty your Office 365 recycle bin.


Delete or Restore OneDrive Files from the Recycle Bin


  1. On the top right of the page, click the cog icon
  2. Click “Site Settings” in the drop down menu
    In OneDrive, find the "cog" in the upper right corner, and click "Site Settings" in the drop down menu
  3. Under the “Site Collection Administration” heading, click “Recycle Bin”
    Find Recycle Bin Under Site Collection Administration 
  4. Click the check box “☐”next to the file(s) you want to effect
    Find the file you wish to bring back from the bin 
  5. Click “Restore Selection” or “Delete Selection” 
    Select Restore or Delete, depending on which you want to do. Deleting will permanently delete the file off your OneDrive 
    • The “Restore Selection” option will add the selected file(s) to OneDrive.
    • The “Delete Selection” option will permanently delete the selected file(s).
    • The “Empty Recycle Bin” option will permanently delete all files in the recycle bin, whether they are selected or not.


Learn more about OneDrive


(Application) SharePoint Sites

SharePoint is a set of tools that allow you to build a public or private website within Office 365. Its customization options are nearly limitless, so you can build a site that meets your unique needs.

At its core, SharePoint is designed to facilitate collaboration within organizations and teams, regardless of size. A SharePoint site can help keep your workplace, classroom, school club, or project group on the same page.

Before you begin login to Office 365 at office.cloud.oregonstate.edu 

 

Create a new SharePoint Site


  1. On the top of the page, click “Sites”
  2. Click “+new site”
    Click Sites in Office 365, and press the + symbol to create a new site. 
  3. Enter a name for your site
  4. Click “Create”
    Type in your site's name, and confirm the site creation by clicking "Create" 
  5. In the top right of your new site, click “Follow”

Note: Followed sites can be easily accessed from your main “Sites” page.

 

Share your SharePoint Site


  1. In the top right of your SharePoint site, click “Share”
    In the sites view in 365, find the "Share" icon 
  2. Enter the names or email addresses of your team members
  3. (Optional) Enter a message that will be included with each invitation
  4. Click “Share”
    In the fields, type in the people you wish to share with, a message (this is optional), and then confirm by pressing "Share" 

Note: Share invitations will be sent to your team members’ inboxes.

 

Add Documents to your SharePoint Site


Documents on a SharePoint site exist independently of OneDrive. However, the process to create or upload files is similar on both platforms.

  1. On your SharePoint site, click “Documents” in the left navigation bar
    Find Documents on your navigation bar 
  2. Click “+new” or “upload”
    On this page you may find tools to upload or create new documents for your site 

Note: When you add a document to your SharePoint site, it can be viewed and edited by anyone who has access to the site.

 

Add Apps to your SharePoint Site


Apps add extra features and functionality to your SharePoint site.

  1. On your SharePoint site, click the cog icon in the top right corner 
  2. Select “Add an app” from the drop down menu
    Find the cog in the upper right corner while in your site page 
  3. Scroll through the options and click the app you’d like to add
    Find an app within the selection of apps in which you wish to add 
  4. If prompted, enter a name for the app
  5. Click “Create”
    Once you've added the app, pick a name for it and press "Create" 
  6. Click on your newly added app to begin using it
    After pressing create, it will then go to your Site's Content. Click the app to begin using it. 

Note: The “Site Contents” page, which can be accessed from the cog menu or the left navigation menu, is where you can view and access all of the apps that you’ve installed on your site.

 

Add Links to your SharePoint Site


  1. On your SharePoint site, click “Edit Links” next to a navigation menu
    In your site, press "Edit Links" 
  2. Click “+link”
    In your links, press +Link 
  3. Enter the text that will display on the navigation menu
  4. Enter the full URL of the link destination (http://…)
  5. Click “OK”
    Type in Text to display, the URL, and then confirm by pressing "OK" 
  6. Click “Save”
    Save's location is up by the + Link option 

 

Learn more about SharePoint Sites


(O365) Accessibility

Office Online works in a web browser. This makes its accessibility features work a little differently than Office desktop programs. For example, keyboard shortcuts might not be the same and the page layouts are different. However, all the keyboard shortcuts and other accessibility features that you know from the browser work in Office Online. You can also use the browser controls to zoom, to change text size, and to control screen colors.

Office Online provides WAI-ARIA support for assistive technologies (WAI-ARIA stands for Web Accessibility Initiative-Accessible Rich Internet Applications). If you use an assistive technology such as a screen reader or speech recognition software, you will have the best experience in Office Online if the assistive technology that you use supports WAI-ARIA.

Note: VoiceOver users on the Mac OS X platform may experience mixed results in accessibility depending on the web browser being used. The Safari web browser is recommended for Office 365 Online.

Microsoft Accessibility Documentation

Microsoft provides additional help for accessibility needs. Please go here for additional assistance:http://support.microsoft.com/gp/contact-microsoft-accessibility


Additional Help or Questions about Accessibility

If you have questions about using your assistive technologies, contact Disability Access Services. For general questions about accessibility at OSU, contact the Office of Equity and Inclusion.

(O365) FAQ

FAQ

How do I sign in to Office 365?

Click the "Sign In" button at http://oregonstate.edu/office365. When prompted, enter your full ONID email address in the username field and your ONID password in the password field. If you receive an error or are unable to login, please contact the OSU Computer Helpdesk via phone (541-737-3474) or via email.

Why do I have to have Windows 7 or higher?

Because if you are on an unsupported version of Windows, you will get the error "The procedure entry point K32GetProcessImageFileNameW could not be located in the dynamic link library KERNEL32.dll" when trying to install the program.

How do I get Microsoft Office to work on my iPad/iPhone?

The Apple Store allows you to download Office apps for iOS devices. Available apps include Word, PowerPoint, Excel, OneNote, and OneDrive for Business. These apps enable you to read and edit documents stored in your OSU Office 365 Drive.

How do I get Microsoft Office to work on my Android?

Microsoft offers the "Office Mobile" app for Android devices. This application enables you to read and edit Word and Excel documents stored in your OSU Office 365 Drive.

How long can I keep Microsoft Office?

Currently, OSU students are allowed to keep Microsoft Office as long as they are enrolled in the current or a future term. This may be subject to change due as OSU's policies for account provisioning change.

Does this include Microsoft Project?

No, we are not licensed for Microsoft Project through Office 365. However, we do have the Project Online Premium Service for Education enabled. 

Does this include Exchange??

OSU has not enabled the Exchange (Outlook email) option at this time. We continue to investigate all options in an ongoing effort to find the best tools for OSU students and employees.

How do I get help?

Please contact the OSU Computer Helpdesk via phone (541-737-3474) or email, or you may visit the Service Desk on the main floor of the Valley Library.

Is Google going away?

No. OSU has chosen enable both Google Apps for Education and Microsoft Office 365. While there is some duplication of services between these two, there are differences between them that provide significant advantages to different segments of the OSU population.

Is Office 365 secure?

Yes. The Microsoft Office 365 service exceeds OSU’s security requirements for storing unrestricted and sensitive data.

Does Office 365 meet accessibility features?

Please visit the accessibility statement at http://office.microsoft.com/en-us/office365-suite-help/accessibility-in-...

Are graduate students treated as students or employees?

Graduate students are treated as students, meaning they can use Office 365 even if they are employed by the University.

I already purchased Microsoft Office, what do I need to do?

You can continue to use your personally purchased version of Office 2010 or 2013. You can find instructions to link your OSU One Drive for Business to your personal install of office. http://office.microsoft.com/en-us/sharepoint-server-help/what-is-onedriv...

If you would like to leverage the OSU provided Microsoft Office Pro Plus license on your personal computer, please uninstall your current version and then follow the instructions here to download and install the current Office 365 installs.

(O365) Installing

How to Install Office Applications with Office 365

With Office 365 you can download and install the latest version of Microsoft Office Pro Plus for free on your Windows 7+ or Mac computer.

Microsoft also offers a range of applications that allow you to access Office 365 on your tablet or mobile phone. Supported devices include iPhone and iPad, Android Phone, Windows Phone, Symbian OS, and Blackberry.

To start, login to Office 365 at office.cloud.oregonstate.edu and then choose your device from the list below:

(O365) Mac Installation

Upgrading from Mac 2011 to Mac 2016

If you have downloaded Office 365 for your Mac before July 10th, 2015, then you can upgrade from Office 2011 to Office 2016.

1. You will follow the first 3 steps above, then you will end up on the following page:

2. From here you will click on "Upgrade your OS on the Mac Apple Store" and follow the directions from there. 

(O365) Tablet and Phone Installation

Tablets and Mobile Phones

1. On the top right of the page, click the gear icon.

2. From the drop down menu, select “Office 365 settings”

Click cog icon in "phones and tablets" link. From drop down click office 365

3. Click the “software” tab

Click software tab

4. On the sidebar, click “phone & tablet”

On sidebar, click "phone and tablet"

5. Select your device from the available options

Select device from the options list.

6. Click “Get apps"

Note: You will be redirected to a webpage with information and download links for the Office applications that your device supports.

(O365) Windows Installation

Desktop and Laptop Windows Computers

1. On the top right of the page, click "Install Office 2016".

Click Install Office 365

2. Run the installer that it downloads.

Run the installer

(O365) Signing In

Sign In to Office 365 with your ONID information

1. Go to office.cloud.oregonstate.edu

2. Make sure "Microsoft Federation Services" is selected in the drop-down menu, and click “Continue to Sign In” 

3. Enter your username as: username@oregonstate.edu

4. Enter your password

5. Click “Sign In”

 


Can’t sign in to Office 365?

1. Confirm that your ONID/OSU username and password are correct

2. Contact the IS Service Desk for assistance.

(O365) Training

The following links take you to Microsoft's Office support website for training resources and information.

Office Graphic

 

Word Graphic

Word Training: Training from beginner to expert on how to use Microsoft Word which is a word processor system.

 

Excel Graphic

Excel Training: Training from beginner to expert on how to use Microsoft Excel which is a spreadsheet application which features calculation, graphing tools, pivot tables, and a macro programming language.

 

OneNote Graphic

OneNote Training: Training from beginner to expert on how to use Microsoft OneNote for free-form information gathering and multi-user collaboration via notes, drawings, and audio commentaries.

 

Outlook Graphic

Outlook Training: Training from beginner to expert on how to use Microsoft Outlook to manage email across multiple services such as Exchange?, Gmail, Hotmail and other email providers.

 

Powerpoint Graphic

PowerPoint Training: Training from beginner to expert on how to use Microsoft PowerPoint which is slide-show design and presentation program.

 

Access Graphic

 Access Training: Training from beginner to expert on how to use Microsoft Access which is a database management system that combines a database and development tools into one product.

 

Project Graphic

Project Training: Training from beginner to expert on how to use Microsoft Project which is a tool for managing project tasks, developing a plan, and tracking progress.

 

Publisher Graphic

Publisher Training: Training from beginner to expert on how to use Microsoft Publisher which is an entry-level publishing tool that has an emphasis on page layout and design.

 

Visio Graphic

Visio Training: Training from beginner to expert on how to use Microsoft Visio which helps to create profesisonal diagrams to simplify complex information.