Office 365 Staff Training

Staff Training Manual

Sheet -- Outlook Outlook for for Android Android Cheat sheet Connect. Organize. Get things done.

If you don’t have it already, you can download Outlook for Android from the Google Play Store.

Tap Menu to see a list of Folders and Settings Tap Filters to only show messages that are Unread, Flagged, or have Attachments

Tap to switch between Focused and Other messages

Items arranged by conversation thread indicate number of items in the conversation Swipe right or left to take action Tap Search once to find recent contacts and files. Tap twice for a search box to find email contents and more

To flag a message, tap to open, tap the three dots More > Flag

In Settings

In the Menu

Tap Settings > Swipe Options > Swipe Right or Swipe Left and select an action Tap the Settings > Focused Inbox to turn Focused Inbox on or off

Tap Menu > Edit icon and tap the star to Favorite a folder.

Favorite folders rise to the top

Tap Menu > Bell icon to set Do not disturb options

Focused Inbox intelligently presorts your email so you can focus on what matters.

Š 2018 Microsoft Corporation. All rights reserved.

Page 1 of 2

Outlook Sheet for Android Outlook for for Android Android Cheat sheet -- Outlook Attach a file from OneDrive

Cheat Sheet

Contact Card In an email, tap a contact name to see their phone number, email address, and more

Tap New Message > Attach > Choose from files and select a file

Manage your calendar, schedule meetings, and get reminders Tap Menu to view or add a calendar including shared calendars

Switch to Calendar view

Swipe down to show more of the calendar

Tap a day to see events for that day

Create a new calendar event

Tap Meeting to see the details

RSVP to an invitation

Change calendar view

Tap RSVP in a meeting invitation in your Inbox, and then tap Accept, Tentative, or Decline

Š 2018 Microsoft Corporation. All rights reserved.

In Calendar, tap View and select Agenda, Day, or 3-Day view

Page 2 of 2

Cheat sheet - Outlook for iOS Connect. Organize. Get things done.

Tap Menu to see Folders or Settings for: • Focused Inbox • Swipe Options • Organize By Thread

Cheat Sheet If you don't have Outlook for iOS, download it from the Apple Store.

Tap Filter to only show messages that are Unread, Flagged or have Attachments.

Tap to switch between Focused and Other messages. Focused shows important emails while the rest are found on the Other tab.

Items arranged by conversation thread indicate number of items in the conversation.

Swipe right or left to take action on a message.

Tap Search to show contacts, files, and upcoming reservations and deliveries. Double tap for the Search box.

Change settings

Add a favorite folder Tap Swipe Options > Swipe Right or Swipe Left and select an action.

Tap Focused Inbox to turn Focused Inbox on or off.

From the menu, tap the pencil icon for Edit settings. Tap the star icon to favorite a folder.

Tap Organize by Thread to arrange messages as conversation threads.

© 2018 Microsoft Corporation. All rights reserved.

Page 1 of 2

Cheat sheet - Outlook for iOS Find Folders

Cheat Sheet

Mark and flag messages

In a message, tap …

More, and then tap Mark Unread or Flag.

Tap Menu, and then press and hold an account icon to see a list of folders for that account.

Attach a file from OneDrive

View contact cards In an email, tap a contact name to see their phone number, email address, and more.

Tap Compose > Attach

and select a file.

Tap Show Organization to see a contact’s organization tree.

RSVP to an invitation

Change calendar view

Tap RSVP in a meeting invitation, and then tap Accept, Tentative, or Decline. You can also choose to not send a reply to the sender.

© 2018 Microsoft Corporation. All rights reserved.

In Calendar, tap View and select Agenda, Day, or 3-Day view.

Page 2 of 2

Outlook on the web Calendar Cheat sheet - Outlook on the web Calendar Schedule meetings and track responses Step 1 – Schedule a meeting

Step 2 – Get free/busy times for attendees

Select New event, and then enter attendee names in the Invite attendees box.

Select Scheduling Assistant to see free/busy times.

Step 3 – Add a room

Step 4 – Make it a Teams Meeting

In Scheduling Assistant, select the Add a location or room box, and select a room under Suggested locations, or select

Select the Teams meeting toggle to make the meeting an online meeting.

Add Room and then choose a room.

Step 5 – Attach a File

Step 6 – Track invite responses

Select Attach and choose if you want to upload a file from your computer or a cloud storage account like OneDrive.

On your calendar, select the meeting to view the responses.

© 2018 Microsoft Corporation. All rights reserved.

Page 1 of 2

Outlook on the web Calendar Cheat sheet - Outlook on the web Calendar Apply categories to sort your events

Switch calendar views

Right-click an event, select Categorize, and then select the

In Calendar, select the current view option like Work Week

category.

and choose another view option.

Add another calendar to your calendar view

Share a calendar

To add another calendar to your calendar view, such as

To share your calendar with someone, select Share at the top

holidays, select Discover calendars in the navigation pane.

of the page, enter the person’s name or email address, and select Share.

Keyboard shortcuts Go to Calendar

Ctrl + Shift + 2

Go to Mail

Ctrl + Shift + 1

Switch to day (1), work week (2), week (3), or month (4) Shift + Alt + [1,2,3,4] More keyboard shortcuts: https://go.microsoft.com/fwlink/?linkid=2025075

More info Outlook for Web Help https://go.microsoft.com/fwlink/?linkid=864505

Š 2018 Microsoft Corporation. All rights reserved.

Differences between desktop, online, and mobile https://go.microsoft.com/fwlink/?linkid=864504

Page 2 of 2

Outlook on the web Mail

Cheat Sheet

Organize your Inbox Switch between Focused and Other inbox.

Filter, sort, and turn on Conversations and Focused Inbox.

See only your Unread messages.

Sort mail by Date, From, Subject, Attachments, and more‌.

Turn on Focused Inbox to see mail that matters most to you.

Group messages by conversation.

Messages are grouped by subject.

Flag messages

Train your Focused Inbox Select the Focused or Other tab, and then right-click the message you want to move.

Set a reminder.

Right-click to choose a date.

Pin message to top of inbox.

For instance, from Other, choose Move to Focused or Always Move to Focused.

Š 2017 Microsoft Corporation. All rights reserved.

Page 1 of 2

Outlook on the web Mail Find and perform actions with Tell Me

Cheat Sheet

Upload a file and attach a link to a message

Select Attach, and then select a file. Select Upload and share as a OneDrive link to upload a file.

Select ? and enter what you want to do.

Then select the Action to perform or Help to find out more.

Select the arrow next to the file name to set file permissions.

Create a signature

Set an Out of Office notification

Select

Select

> Mail > Layout > Email signature

> Automatic replies

Choose your keyboard shortcuts Select

> General >

Keyboard shortcuts, and choose which version of shortcuts to use

Outlook shortcuts include: New message

Ctrl + N

Reply

Ctrl + R

Reply All

Ctrl + Shift + R

Forward

Ctrl + F

Previous/Next Up/Down keys More Keyboard Shortcut: https://go.microsoft.com/fwlink/?linkid=864503

More info Outlook on the Web Help, https://go.microsoft.com/fwlink/?linkid=864505

Š 2017 Microsoft Corporation. All rights reserved.

Differences between desktop, online, and mobile, https://go.microsoft.com/fwlink/?linkid=864504

Page 2 of 2

Cheat sheet - Outlook Calendar for Mac Schedule meetings and track responses Step 1 Select Home > Meeting.

Step 2

Step 3

Step 4

Select Room Finder, select a location from the room list, and then choose a room.

Select Organizer Meeting > Online Meeting to include an online meeting link.

Step 5

Step 6

Click Format Text > Attach File > Online Locations to attach a link to a file you’ve stored on OneDrive or SharePoint.

After you send the invite, open it and select Organizer Meeting > Scheduling to see responses.

Š 2018 Microsoft Corporation. All rights reserved.

Select Scheduling, then add attendee names in the Add New box to see free/busy times.

Page 1 of 2

Cheat sheet - Outlook Calendar for Mac Apply categories to sort your events

Use event cards

Right-click an event, select Categorize, and then select a category.

See everything you want to know about a meeting at a glance.

Switch calendar views

Add a calendar to your calendar view

Select Home and then a view option like Day or Work Week.

Select Home > Open Shared Calendar and enter a name to see available calendars from people in your organization.

Share a calendar Select Organize > Calendar Permissions, and then select the Permissions tab. Select Add Use and choose the permissions.

Keyboard shortcuts Go to Calendar

⌘+2

Create appointment

⌘+N (in Calendar view)

Go to Mail

⌘+1

Switch view to today

⌘+T

More keyboard shortcuts: https://go.microsoft.com/fwlink/?linkid=864503

Learn more Outlook for Mac Help, https://go.microsoft.com/fwlink/?linkid=864508 © 2018 Microsoft Corporation. All rights reserved.

Differences between Windows and Mac version of Outlook, https://go.microsoft.com/fwlink/?linkid=864506 Page 2 of 2

Cheat Sheet Outlook Calendar for Windows Cheat sheet - Outlook Calendar for Windows

Schedule meetings and track responses Step 1

Step 2

Select Home > New Meeting.

Select Scheduling Assistant, and then add attendee names to get free/busy times.

Step 3

Step 4

In Room Finder, select a location from the room list, and then choose a room.

Select Teams Meeting to make an online meeting.

(Your organization may be using Skype for Business.)

Step 5 – Attach a File

Step 6 – Track invite responses

Select Insert > Attach File > select a file, and then Share link.

Select your meeting and then Tracking to see responses.

© 2018 Microsoft Corporation. All rights reserved.

Page 1 of 2

Cheat Sheet Outlook Calendar for Windows Cheat sheet - Outlook Calendar for Windows Apply categories to sort your events

Switch calendar views

Right-click an event, select Categorize, and then select the

From your Calendar, select View, and then select a view option

category. You can use multiple categories.

like Day, Work Week, Week, or Month.

Add a calendar to your view

Create a meeting from an email

From your Calendar, select Add Calendar > From Address

In an open message, select Meeting. A request is made

Book and enter a contact to see calendars from people in your organization. Or From Internet to view online calendars.

inviting everyone on the To line as Required Attendees.

Title and message body is copied over and can be edited.

Keyboard shortcuts Go to Calendar

Ctrl + 2

Go to Mail

Ctrl + 1

Switch view to include today

Ctrl + T

Create new meeting request

Ctrl + Shift + Q

Open selected calendar event

Ctrl + O

Create Appointment

Ctrl + Shift + A

See keyboard shortcuts for Outlook at: https://go.microsoft.com/fwlink/?linkid=864503

More info Outlook Training https://go.microsoft.com/fwlink/?linkid=864509

Outlook Quick Start Guide https://go.microsoft.com/fwlink/?linkid=864510

Differences between desktop, online, and mobile https://go.microsoft.com/fwlink/?linkid=864504

Differences between Windows and Mac version of Outlook https://go.microsoft.com/fwlink/?linkid=864506

Š 2018 Microsoft Corporation. All rights reserved.

Page 2 of 2

Cheat Sheet - Outlook Mac Mail Organize your Inbox Switch between Focused and Other inbox.

Sort and Group messages.

Turn on Conversations.

Set a Reminder on a message.

Tag messages with Categories.

See only your Unread messages.

Find specific messages

Train your Focused Inbox

Enter a word or words to search for in the Search box. Select a

Select the Focused or Other tab, and then right-click the

keyword or press Enter.

message you want to move.

Select Close Search to close the search results.

For instance, from Focused, choose Move to Other or Always Move to Other.

Š 2018 Microsoft Corporation. All rights reserved.

Page 1 of 2

Cheat Sheet - Outlook Mac Mail Automate actions with Rules

Attach a link or file in a message

Select Attach File to include a link to a file you’ve stored in OneDrive or SharePoint.

Select Organize > Rules to create and edit Rules to perform actions automatically on incoming or outgoing messages.

Select the arrow next to the file name to set file permissions.

Create an AutoSignature

Set an Out of Office notification

Select Outlook > Preferences > Signatures

Select Tools > Out of Office.

Keyboard shortcuts Go to Calendar

⌘+2

Attach file to message

⌘+E

Go to Mail

⌘+1

Previous/next message

Up / Down keys

Reply

⌘+R

Move to folder

⌘+Shift + M

Reply All

⌘+Shift + R

Search current folder

⌘+Option + F

Flag for follow up

⌘+=

Send/Receive

⌘+K

More keyboard shortcuts, https://go.microsoft.com/fwlink/?linkid=864503

Learn more Outlook for Mac Help, https://go.microsoft.com/fwlink/?linkid=864508

© 2018 Microsoft Corporation. All rights reserved.

Differences between Windows and Mac version of Outlook, https://go.microsoft.com/fwlink/?linkid=864506

Page 2 of 2

Cheat Sheet - Outlook Mail for Windows Organize your Inbox Switch between Focused and Other inbox view.*

Find and perform actions with Tell Me.

Inbox – MollyD@contoso.com

Quickly find messages with Search.

See only your Unread mail.

Arrange mail by Date, From, Categories, Flags, Subject and more…

Turn on Focused Inbox to see mail that matters most to you.

Group messages by conversation.

Messages are grouped by subject.

*Focused inbox is only available with an Exchange, Outlook.com, or Office 365 account.

Flag messages to set a reminder Select

by a message

to add it to your to-do list.

Train your Focused Inbox Select the Focused or Other tab and right-click the message you want to move.

To set a reminder, rightclick and select Add Reminder... Then choose a date and time.

© 2018 Microsoft Corporation. All rights reserved.

From Focused, choose Move to Other or Always Move to Other.

Page 1 of 2

Cheat sheet - Outlook Mail Windows Find & perform actions with Tell Me

Attach a link to share a file While composing a message, select Attach File.

If it's an online file, select the arrow next to the file name to set file permissions.

Enter what you want to do, then select the action, or select Get Help to find out more.

Create a signature

To share as an online file, select Upload, and then select your cloud location.

Set an Out of Office notification Select New Email >

Select File > Automatic

Signature > Signatures...

Replies (Out of Office)*

*Automatic Replies is only available with an

Exchange, Outlook.com, or Office 365 account.

Keyboard shortcuts Go to Calendar

Ctrl + 2

Flag for followup

Ctrl + Shift + G

Go to Mail

Ctrl + 1

Insert file

Alt + N A, F

Reply

Ctrl + R

Search

Ctrl + E

Reply All

Ctrl + Shift + R

Send/Receive

F9

See keyboard shortcuts for Outlook at: https://go.microsoft.com/fwlink/?linkid=864503

More info Outlook Training, https://go.microsoft.com/fwlink/?linkid=864509 Differences between desktop, online, and mobile, https://go.microsoft.com/fwlink/?linkid=864504 Š 2018 Microsoft Corporation. All rights reserved.

Outlook Quick Start Guide, https://go.microsoft.com/fwlink/?linkid=864510 Differences between Windows and Mac version of Outlook, https://go.microsoft.com/fwlink/?linkid=864506 Page 2 of 2

OneNote Quick Start Guide New to OneNote? Use this guide to learn the basics.

Quick Access Toolbar Keep favorite commands permanently visible.

Notebooks List Select the notebook name to switch between notebooks or select the pin icon to keep the Notebooks pane open.

Explore the ribbon See what OneNote can do by selecting the ribbon tabs and exploring available tools.

Discover contextual commands Select any part of a table or an inserted recording to reveal additional tabs.

Get help with OneNote Select the question mark icon to learn how to use OneNote.

Notebook Sections Select these tabs to switch between sections in the current notebook.

Type anywhere on a page OneNote’s flexible canvas isn’t constrained in the ways that other apps are.

Select or move paragraphs Select or drag the gripper to the left of a note to select or move it, or right-click it for more options.

Resize Note Containers Drag the edge to make notes fit the page or drag the entire frame to move it elsewhere.

Share your notes with others Give other people permission to view or edit your notebooks.

Control the ribbon Select the pin icon to keep the ribbon displayed, or hide it again by selecting the arrow.

Instantly find everything Search the current page or all notebooks at once and navigate the results with ease.

Notebook Pages Select these tabs to switch between pages in the current notebook section.

OneNote Access your notes anywhere

Never run out of paper

What good are notes, plans, and ideas if they’re trapped on a hard drive? Keep your notebooks available to you by signing in with your free Microsoft account when you first start OneNote on your PC. There’s even a free OneNote app for all of your preferred devices to stay in sync wherever you go.

OneNote doesn’t have any of the limitations of a traditional paper notebook.

When you run out of room, you can just make more.

To create a new page in the current section, select the (+) Add Page button at the top of the page tabs column. You can also right-click any page tab and then select New Page, or press Ctrl+N on your keyboard.

To create a new section in the current notebook, select the small tab with the plus sign [+] to the right of the section tab bar, or right-click any section tab and then select New Section.

When you first launch OneNote, a default notebook with a Quick Notes section is created for you, but you can easily create any number of additional notebooks for the subjects and projects you want by selecting File > New.

Don’t worry about saving OneNote automatically saves all of your changes as you work — so you never have to. Even when you close the app or your PC goes to sleep, your notes are always saved, so you can continue right where you left off. To see when OneNote last synced your changes, select File > Info > View Sync Status.

You can create new notebooks on your local hard drive, or you can store them on your free OneDrive account so your notes are always accessible on all your devices. The choice is yours!

OneNote Tag important notes

Organize information in tables

The Tags gallery on the Home tab lets you visually prioritize or categorize selected notes. Tagged notes are marked with icons that prompt you to follow up on your important action items or to check off completed tasks on your to-do lists.

Whenever a spreadsheet is overkill, use simple OneNote tables to make sense of information. Start on a new line of text by typing a word, phrase, or number, and then press the Tab key to create the next column. Press Enter to create a new row.

Alternately, you can select Insert > Table on the ribbon to draw a table.

Once your table is created and selected, use the commands on the Table Tools tab on the ribbon, or right-click any part of your table for the same Table options.

Create wiki-style hyperlinks

Copy text from pictures

Turn your notebook into a functional wiki by creating links to specific sections or pages. Right-click the tab of the section or page that the link should point to.

Next, select Copy Link to Section or Copy Link to Page, and then paste the link wherever you want it.

OneNote can recognize text in pictures. On any page, insert a picture containing legible text (for example, a cell phone photo of a receipt), right-click the picture, select Copy Text from Picture, and then paste the copied text where you want it.

OneNote Share notes with other people

Get help with OneNote

In OneNote, your cloud-based notebooks remain private unless you choose to invite other people to view or edit information in the current notebook. To begin collaborating with others, select File > Share, and then choose what you want to do.

Near the top right of the ribbon, select the ? icon to open the OneNote 2016 Help window, where you can enter keywords or phrases to look for assistance with OneNote features, commands, and tasks.

Get other Quick Start Guides

Next steps with OneNote

To download our free Quick Start Guides for your other favorite apps, go to https://go.microsoft.com/fwlink/?linkid=2008317.

See what’s new in Office Explore the new and improved features in OneNote and the other apps in Office. Visit https://go.microsoft.com/fwlink/?linkid=871117 for more information.

Get free training, tutorials, and videos for Office Ready to dig deeper into the capabilities that OneNote has to offer? Visit https://go.microsoft.com/fwlink/?linkid=871123 to explore our free training options.

Send us your feedback Love OneNote? Got an idea for improvement to share with us? On the File menu, select Feedback and then follow the prompts to send your suggestions directly to the Word product team. Thank you!

OneNote for Mac Quick Start Guide

New to OneNote for Mac? Use this guide to learn the basics.

Get quick access to tools and commands See what OneNote for Mac can do by clicking the ribbon tabs and exploring new and familiar tools.

Quick Access Toolbar Keep popular commands right at your fingertips.

Tag important information Categorize or prioritize important details by applying tags to selected notes.

Share your notes Share your notebooks or invite others to edit.

Resize note containers Drag the edge to make notes fit the page or drag the entire frame to move it.

Select a paragraph Click to select notes or Control-click for more options.

Notebook sections Click these tabs to switch between sections in the current notebook.

Notebook pages Click the page titles to switch between pages in the current notebook section.

Type anywhere on the page OneNote’s flexible canvas isn’t limited to the constraints that many other apps have.

Capture your ideas freely Type, create tables, insert shapes and photos, or write and draw freehand.

OneNote for Mac Access your notes anywhere

Never run out of paper

What good are notes, plans, and ideas if they’re trapped on a hard drive? Always keep your notebooks available by signing in with your free Microsoft account when you first start OneNote on your Mac. There’s even a free OneNote app for your iPhone and iPad or Android devices to help you stay in sync on the go.

Want to create a new notebook? Click + Notebook or File > New Notebook on the menu bar.

To create a new section in the notebook, click + Section, or File > New Section.

You can also create section groups. Click File > New Section Group.

To create a new page in the current section of your notebook, click + Page, or File > New Page.

When you first launch OneNote, a default notebook with the Quick Notes section is created for you. Select a color, and then enter a name and where to create it.

Save your work automatically OneNote automatically saves all your changes as you work — so you never have to. Even when you close the app, or your Mac goes to sleep, your notes are always saved so you can continue right where you left off.

A syncing icon appears over each notebook icon when an automatic sync is in progress. You can also sync notebooks at will. Control-click a notebook’s title to initiate a manual sync.

OneNote for Mac Tag selected notes

Organize information in tables

The Tags gallery on the Home tab lets you visually prioritize or categorize selected notes. Tagged notes are marked with icons that prompt you to follow up on important action items or to check off completed tasks on your to-do lists.

When you don’t need a full spreadsheet, use simple OneNote tables to make sense of information.

Start on a new line of text by typing a word, phrase, or number, and then press the Tab key to create the next column. Press Return to create a new row.

Or, you can click Insert > Table on the menu bar.

Once your table is created and selected, the Table tab on the ribbon shows additional commands.

Create wiki-style hyperlinks

Copy text from pictures

Turn your notebook into a functional wiki by creating links to specific sections, pages or paragraphs.

OneNote can recognize text in pictures. On any page, insert a picture containing legible text (a receipt, for example), hold the Control key while clicking the picture, click Copy Text from Picture, and then paste the copied text where you want it.

Hold the Control key while clicking the tab of the section or page, or clicking a paragraph that you would like to link to. Next, click Copy Link to Section or Copy Link to Page or Copy Link to Paragraph, and then paste the link wherever you want it.

OneNote for Mac Share notes with others

Get help with OneNote

Click the Share icon in the top right corner to invite others to edit your current notebook, to copy a link to its cloud location, or to send the current page as a message or PDF attachment from your preferred email service.

On the menu bar, click Help to search for the OneNote features and commands that you need help with, or click OneNote Help to browse through popular content. To let us know if the information we’ve provided has been useful to you, use the feedback form at the bottom of each of our Help articles.

Get other Quick Start Guides

Send us your feedback

Visit http://aka.ms/office-mac-guides to download our free Quick Start Guides for Mac versions of Word, Excel, PowerPoint, and Outlook.

Love OneNote for Mac? Have an idea for improvement? Click the smiley face icon in the upper right corner of the app window to send your feedback directly to the OneNote development team.

If you have any feedback about our guides, please submit your comments at the bottom of the download page. Thank you!