Office 365 Student Handbook

Student Handbook OFFICE 365 & TEAMS

Remote Learning WWETB | O365 MANUAL | DIGITAL LEARNING

Contents STUDENT GUIDELINES FOR PC/LAPTOP .................................................................................................. 3 Login To Office 365 on a PC, Laptop or mobile device at Home............................................................ 3 OFFICE 365 Dashboard........................................................................................................................... 3 Using email (outlook) to communicate with your teacher .................................................................... 3 Use Word, PowerPoint, Excel at home – share a folder with your teacher .......................................... 4 Teacher sharing work and handouts ..................................................................................................... 5 Recording Video/Audio or Photos to OneDrive for Subjects or Modules ............................................. 6 USE EMAIL ON MOBILE PHONE ............................................................................................................... 8 Access School/Centre email on your Mobile Phone .............................................................................. 8 Send work to your teacher .................................................................................................................... 8 Send handwritten work to your teacher ............................................................................................... 9 INSTALL THE TEAMS APP ON YOUR MOBILE PHONE ............................................................................ 11 WHAT IS MICROSOFT TEAMS ................................................................................................................ 13 Getting started ..................................................................................................................................... 13 Posts in channels .................................................................................................................................. 13 Document sharing and collaboration .................................................................................................. 13 OneNote Class Notebook ..................................................................................................................... 13 Assignments ......................................................................................................................................... 14 Join a Class Teams online class ............................................................................................................ 14 ACCESSING AND HANDING IN TEAMS ASSIGNMENTS .......................................................................... 16 TAKE A PHOTO OR VIDEO INTO ONEDRIVE ........................................................................................... 19 UPLOAD Files (photos/videos/files) to OneDrive from a Phone ........................................................... 21 USING OFFICE LENS TO SUBMIT AN ASSIGNMENT ............................................................................... 24 Use Office Lens on Android.................................................................................................................. 24 Create a PDF......................................................................................................................................... 24 Add the PDF to an Assignment in Teams ............................................................................................. 25 Watch the video below to see how it works!........................................................................................ 25 TROUBLESHOOTING OneNote problems on your phone ...................................................................... 27 Using OneNote App ............................................................................................................................. 27 STEP 1: Sync All Notebooks .................................................................................................................. 27 STEP 2: Close and reopen the Notebook ............................................................................................. 27 STEP 3: Check for an App update ......................................................................................................... 28 STEP 4: Open the notebook in OneNote online................................................................................... 28 ONLINE EXAM GUIDELINES ................................................................................................................... 31 ACCESS THE EXAM ............................................................................................................................... 31

STUDENT GUIDELINES FOR PC/LAPTOP LOGIN TO OFFICE 365 ON A PC, LAPTOP OR MOBILE DEVICE AT HOME •

Open a browser to access the internet – Google Chrome, Microsoft Edge, FireFox, Safari • In the Address bar type

Office.com • •

Select the link Sign in Enter your Office 365 Username and Password • Remember, o Your login begins with the year you started at your school o Your password begins with a CAPITAL letter

OFFICE 365 DASHBOARD

USING EMAIL (OUTLOOK) TO COMMUNICATE WITH YOUR TEACHER •

Open Outlook from the dashboard

•

Select New

Message

Enter your teacher’s name here

Enter a heading for your message

Type your message here and not in the Subject

Add your school work by clicking on the paper clip then browse in your OneDrive, on your computer/device or on a USB key to find your file.

•

Remember– you may have to check the names carefully if you see a list of options to choose from.

•

Once you have completed the message click Send

USE WORD, POWERPOINT, EXCEL AT HOME – SHARE A FOLDER WITH YOUR TEACHER •

From the Office 365 dashboard select your OneDrive

• Create a folder to share with your teacher. Share the folder with your teacher. (see image below) Now any files you create in this folder are visible to your teacher.

• Open the folder • From the ribbon select New > Word document • Type a name for the file

Create a folder for your teacher: New > Folder >Type Name – make sure you put your initials at the end.

Share the folder with your teacher: Click the Share button > type in the teacher’s email address > Send Link

•

When you open a file in Word online or any of the other office apps to continue your work the file will save automatically and is constantly updated. If it is located in the shared folder your teacher will have access to your work.

TEACHER SHARING WORK AND HANDOUTS •

If a teacher shares a folder with you to provide you with access to notes or homework you will receive an email to let you know. Be sure to check your Outlook every day.

•

This email will contain a link to the folder > Click on the link and you will be brought directly to the folder location.

•

You can now open any PowerPoint or document your teacher may have shared with you.

•

Remember: This folder will not be visible in your files in One Drive but will appear in Shared.

If your teacher Shares a folder with you, it will appear in Shared and not in My files (your OneDrive)

RECORDING VIDEO/AUDIO OR PHOTOS TO ONEDRIVE FOR SUBJECTS OR MODULES • Open Google Chrome on your phone - Log in to your Office 365 account and select OneDrive.

• Remember use the Chrome browser.

• Select the ellipses (three dots) (…) on the ribbon.

• Select Upload.

• Select an Action – Here is a screenshot for a Samsung or Android phone. This will be different on an iPhone.

Samsung phone - Actions will vary from phone to phone

USE EMAIL ON MOBILE PHONE ACCESS SCHOOL/CENTRE EMAIL ON YOUR MOBILE PHONE • Open Google Chrome on your mobile phone and type office.com into the address bar • Sign into your O365 account using your school email address and password • Select Outlook from your O365 dashboard – • To create a shortcut on your phone screen for your email: •

Select Google Settings

•

Add to Home Screen

in the top right corner of the screen

SEND WORK TO YOUR TEACHER • If you have created a Word, Excel or PowerPoint document you can send it to your teacher using your email if this is what you have been asked to do.

• Open your email account > New Message > Type in your message • Attach your file – you will be able to access files in your OneDrive, on your USB key or in your Documents folder • Once you have located the file click Open – the file will upload to the message and will be visible under the Subject of the email.

• Click Send

SEND HANDWRITTEN WORK TO YOUR TEACHER • If you have handwritten answers to questions you can send it to your teacher using your email.

• You must take a photo of the page using your mobile phone. Share this photo through your email. You can also upload the picture to your phone.

• Open your email account > New Message > Type in your message • Attach your file – you will be able to access files in your OneDrive, on your USB key or in your Documents folder.

• Once you have located the file click Open – the file will upload to the message and will be visible under the Subject of the email.

• Click Send

INSTALL THE TEAMS APP ON YOUR MOBILE PHONE You have the Microsoft Teams app as part of your Office 365 account. If you are accessing O365 on your mobile phone you will need to install the app on your phone.

Check out the video to install the Teams app on your mobile phone. These instructions are for an Android phone.

Hold down CTRL on your keyboard and Click on the image below to follow the link to the step-bystep guidelines.

WHAT IS MICROSOFT TEAMS Microsoft Teams is a digital hub that brings conversations, content, and apps together in one place. If your classes are using Teams, you’ll be able to connect with your teachers, ask your teacher questions, work on your homework and projects, and track the work you've got coming up in one place.

Note: Some of these features may disabled in Microsoft Teams due to the settings of your school. You need your school email to log in to Teams.

GETTING STARTED Make sure you are logged into Microsoft Teams with your school email and are all set and connected to your classes. Select Teams from the dashboard to view any class teams you’ve been added to.

POSTS IN CHANNELS Within each of your class teams, you’ll see channels. All teams have a General channel that is made up of Tabs in the header area

Other channels are created by your teacher and may be organised around units, topics, or small group work. Select a class team to view the tabs you share with everyone in your class (not just the people working in the channel).

• The Posts tab is where you’ll be doing a lot of collaborating with your teacher.

• Teams conversations are kind of like social media—you make posts, reply to other posts, and @mention your teacher’s name to get their attention.

DOCUMENT SHARING AND COLLABORATION Every time a file is shared by your teacher in a conversation, it automatically gets added to the Files tab of that channel. So, even if a channel piles up with different conversations and you can no longer see the file in a conversation, you’ll know where to go to see that file again. Everyone in your class can see, open, and edit these files.

If files are in the Class Materials folder you will not be able to change any of these files – they are read-only.

ONENOTE CLASS NOTEBOOK

Depending on how your teacher runs their class, you may be given access to a OneNote Class Notebook. Head to the General channel and select the tab Class Notebook in the header area. Your OneNote Class Notebook will have different sections: Content Library: Like a textbook with pages you can read for class.

Collaboration Space: Pages that you can work on with other students.

Your own workspace: This workspace is private to you and your teacher and includes sections that your teacher has created. Use this space to add pages, notes, and thoughts, or work on assignments that your teacher distributes directly to you.

• You can also insert a document here for your teacher to correct • OneNote Class Notebook pages don’t act like normal document pages. Each one can go as long or as wide as you need, and you can draw or write on them with a touch screen device, add images, and move things around just by selecting and dragging.

ASSIGNMENTS View your assignments In a class: Head to the General channel of that class team in the header area.

• • •

Or you can look at all your assignments across all your classes: Select the Assignments icon in your navigation bar (the same place where your Teams icon lives).

On your phone: Select the Assignments icon.

All your assignments will appear as cards. Just select one to open it.

JOIN A CLASS TEAMS ONLINE CLASS Device • •

•

Open the Class team where the online class will take place In Posts you will see a meeting notification – click on the notification to see the meeting details and click Join. If the meeting is not visible in Posts, select Calendar in the Navigation bar at the side You will see the online class scheduled in the calendar > select Join to attend.

Mobile Phone • •

Open the Teams app on your phone You will find the Join button in the Posts of the class team or in your calendar

NOTE: It is important you follow your teacher’s instructions when you are taking part in an online class.

ACCESSING AND HANDING IN TEAMS ASSIGNMENTS 1. Select Assignments Tab. You will see all the assignments that have been assigned in this Class Team

2. Select the Assignment that you would like to work on. In this assignment the teacher has added a Word document for students to work on.

3. Select the 3 dots (…) More options, you can open the File in Word (if you have Word on your device) or Word Online (if you don’t have Word on your device or are accessing on a phone).

4. When you are finished working on your assignment, you do not need to save it. Close the document in the top right-hand corner.

If a student wants to add work, for example a photograph of the handwritten work, or to add a PowerPoint etc. you can select ‘+Add work’ and you can add a file from your device or your OneDrive.

If you select ‘+New file’ you can add the following file types:

5. You can go back and work on an assignment several times. You do not have to complete an assignment all in one session. When you are completely finished the assignment, you then select ‘Turn in’.

You need to ‘Turn in’ the assignment so that your teacher can give you feedback.

When you ‘Turn in’ you will see an animated image if this is turned on.

Immersive Reader

Use the Immersive reader if you would like to read the assignment in a larger font or would like to listen to the instructions.

In here you can change the: • font size • line spacing • font type • background colour Grammar Options Read Aloud

TAKE A PHOTO OR VIDEO INTO ONEDRIVE o Log in to your O365 account through Google Chrome on your phone or device – Use your school email address and password. o

Select OneDrive from your O365 dashboard – Create a shortcut on your phone screen

Tap Settings in the top right corner > Add to Home Screen o Open the folder where the recording or photo will be stored Tap More (three dots) … on the ribbon.

Tap More ... on the Menu bar

Select Upload from the drop-down menu

Tap Upload > Tap File Select Camera from the options displayed at the bottom of the screen. If you have the Document option on your camera select this to take a photo of your written work.

Locate the new file (Photo) in the OneDrive folder – it will have a long name made up of letters and numbers and will be highlighted as a new file in the folder.

Tap and hold the file name > tap rename form the menu and type in a more suitable name for the photo. You can now add the photo using Add Work in Assignments in Teams.

Select Files or Folders

Select from Options displayed as shown (may vary)

o

NOTE: The options you can see here might be slightly different on your phone

o

NOTE: Video recordings may take a few minutes to upload fully – you do not have to wait for one recording to upload before commencing another however you do need to stay connected to the Wifi for the duration of the upload.

UPLOAD FILES (PHOTOS/VIDEOS/FILES) TO ONEDRIVE FROM A PHONE These files could then be shared with your teacher or added to an assignment.

Step 1: Log into Office.com using any browser with your school email address and password.

This will bring you the Office 365 Dashboard.

Step 2: From the Office 365 Dashboard - Select OneDrive

Step 3: If you don’t have a folder to upload to, Select ‘New’ and create a New Folder that you can Upload your files/photos/videos to.

Step 4: Create a Folder. Give it a name and then select this folder to upload the files to.

Step 5: Select the 3 dots and select upload.

Step 6: Select Upload  Files and select the videos/photos/files you want to upload.

USING OFFICE LENS TO SUBMIT AN ASSIGNMENT Office Lens is a scanning app or portable scanner allowing you to capture pictures of whiteboards, documents, and receipts to save and edit them digitally. This makes it easy to submit class work to your teacher. This guide explains how to use Office Lens to: • •

Convert multiple handwritten pages into a single PDF document Submit this PDF as an assignment in your Class Teams

Before you begin, you must download and sign-in to Office Lens with your student O365 login Office Lens Download Office Lens

USE OFFICE LENS ON ANDROID The following sections describe how to use Office Lens on an Android device: • •

Create a PDF Submit your PDF as an assignment on Canvas

CREATE A PDF 1. Open the Office Lens app.

2. On the screen that displays, ensure Document is selected.

Note: To add your student email, choose the three vertical dots in the upper, right-hand corner. Select Settings, and then choose Manage accounts.

3. Centre the document on the screen and tap the white circle to take a photo.

Note: A red box displays on the screen to help you align the document.

4.

To add more pages to the document, choose Add New.

5. Repeat steps 3 and 4 for each page to be included in the document.

After you capture all pages, choose the orange arrow button, and then choose Done.

Note: Before you choose Done, swipe across the screen to view each page in the document. Use the controls at the top of the screen to crop, edit, and delete pages, as needed.

7. On the save screen, select PDF, and then choose the Save button.

Note: You can also edit the title of the document by choosing the Pencil icon.

Note: The file automatically saves to your OneDrive if you are signed in .

ADD THE PDF TO AN ASSIGNMENT IN TEAMS •

Once the file has been saved as a PDF into OneDrive it can be added as work to an Assignment in Microsoft Teams.

•

Open your Class Team and in the General channel select the Assignments tab.

•

Open the assignment from the list displayed on the Assignments landing page and click on the Add work button

•

Locate the PDF file you saved using office lens and click Open to attach to your assignment

Don't forget to submit your work by selecting Turn in when you are finished.

WATCH THE VIDEO BELOW TO SEE HOW IT WORKS! https://www.youtube.com/watch?v=Xt1BHdstMmY https://www.youtube.com/watch?v=VykfpG8Xjxw

TROUBLESHOOTING ONENOTE PROBLEMS ON YOUR PHONE USING ONENOTE APP If you have installed the app to your phone and are having trouble accessing a section of your notebook try the following steps

STEP 1: SYNC ALL NOTEBOOKS • •

Open the OneNote app and Tap Notebooks at the bottom of the screen to display all notebooks Tap the 3 dots (ellipses) in the header > From the menu Tap Sync all

STEP 2: CLOSE AND REOPEN THE NOTEBOOK •

Tap Notebooks at the bottom of the screen

•

Tap and hold on the name of the notebook causing problems > Tap the Close Notebook button. (See Page 2)

•

Tap More Notebooks at the bottom of the list of Notebooks and reopen the notebook

If you still have problems with the notebook app try the following:

STEP 3: CHECK FOR AN APP UPDATE •

Open the Play Store or App store on your phone

•

Search for the OneNote app

•

If it says Update instead of Open click on the Update button

•

When finished updating open the app.

STEP 4: OPEN THE NOTEBOOK IN ONENOTE ONLINE •

Log in to your O365 account through Google Chrome on your phone or device – type in Office.com > Sign in > Use your school email address and password.

•

Swipe the screen left to see the OneNote app > Tap to open OneNote from your O365 dashboard

•

Your notebooks will be displayed under the Recent tab

•

Tap the 3 dots to the right of the notebook you want to open > Open in Browser

•

Tap the large arrow on the left of the notebook to show all the Sections in your notebook (See page 3)

•

When you have checked all the sections are available and are now working for you, you can open in the OneNote app

ONLINE EXAM GUIDELINES ACCESS THE EXAM •

Open your Outlook in Office 365

•

Locate the email with the link to the exam

ANSWERING THE QUESTIONS In the online exam you will be asked to answer different types of questions. These may include Multiple Choice, Text and Upload MULTIPLE CHOICE •

Select the radio button beside the answer you wish to choose

•

If you are asked for more than one correct answer, select more than one options by ticking the select box beside your answers

TEXT •

Click into the text box below the question and type in your answer. It will be automatically saved

UPLOAD FILE You may have been asked to answer a question in a Word or Excel document. To upload this answer to the online test •

Click Upload File below the question

•

Locate the file on your computer > Click Open

SUBMIT EXAM Make sure you scroll to the end of the exam and click on the Submit button to return your exam to your teacher.