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Higher security

Built into Microsoft 365 is support for two-phase authentication. Ie. to require a one-time password or similar when logging in. One way to do that is with Microsoft Authenticator as an app on your phone.

Two-phase authentication may not be activated for your MS365 environment. If you are interested in turning this on, or ask about the different options, then contact us .

Guide for new users of Microsoft 365 (MS365)

This is a best practice for you who have a Microsoft 365 subscription where Microsoft Office is included for installation on the computer. The wizard can also be used for users who do not have a Microsoft 365 license that includes Office on the computer if you skip certain steps. The guide is primarily aimed at users in companies / organizations that do not have their own local Active Directory (AD) where the work computers are connected to this AD.

Note: Active Directory is not the same as Azure Active Directory.

It will be the best experience if the computer is connected to Azure Active Directory (AAD). This can be done with computers running Windows 10 PRO or Windows 10 Enterprise. Then you can always log in to the computer with your Microsoft 365 account directly, and by doing so, logins to services in Microsoft 365 are integrated automatically and you do not have to log in per program you run. Other computers such as Windows 10 Home or Mac can also be used, but then it lacks the benefits of an AAD connected computer. Note that Windows 7 is dead, so if you do not have Windows 10, upgrade or change your computer.

Regardless of whether the computer is connected to AAD or registered there (see below), you should always log in with your e-mail address, ie. your Microsoft 365 username. Keep the password to yourself, and leave it unique. On Windows computers, you can also have a PIN when logging in to the computer that can be used instead of the password on that particular computer. Both good and bad. The good thing about always entering a password is that you remember it. Microsoft 365 supports two-phase authentication, and if it is set to be used, you may also enter a one-time password or equivalent when logging in. Talk to Vanjos about activating two-phase authentication if desired and your company / organization does not use it today.

Make sure your Windows 10 is healthy, you can get some tips on this here.

MacOS users should also make sure to always have their system updated for everything to work.

Connect your computer to Azure Active Directory

Each Microsoft 365 environment has its own Azure Active Directory. It handles users, groups and computers etc.

 

When to connect your computer to AAD (Windows 10 Pro or Enterprise)

Follow the instructions on Set up Windows devices for Microsoft 365 Business Premium users - Microsoft 365 Business | Microsoft Docs , NOTE! The trick with Microsoft's guide is to find the blue linked text that says "Join this device to Azure Active Directory". Read carefully! If it is a new computer, in many cases you can only log in directly with your Microsoft 365 account when the computer is started for the first time. Then the computer automatically connects to the AAD (then everything is ready, and you can confirm it by looking at the settings according to the Microsoft guide above).

NOTE! If you are already using your computer, you probably already have a lot of files and settings. When you log in after connecting the computer to AAD, a new user profile is created and it is empty! However, your old profile remains. The best way in this scenario is that before connecting the computer save settings and files in a place that you can access from the new user profile, e.g. on "Shared Documents". You can find the place by typing% public% in the search box, or typing it in the run box. When you then log in for the first time after the computer is AAD connected, copy or move the information from there. Files are best to have on OneDrive.

If you use the Microsoft 365 Business Premium or E3 / E5 license, your administrator can also monitor security settings, policies, and virus protection.

For other Windows computers (not AAD connected)

Follow the Register Windows 10 Device Wizard in Intune | Microsoft Docs and register your computer in AAD. It is not the same as connecting the computer to the AAD, but close.

The effect is that the Windows computer can be managed by the administrator of your company's Microsoft 365 environment.

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For Mac OS

There is no support for AAD connection of MacOS computers, but there is support for device registration, see this link to do so:

Register your Mac with the Intune Business Portal | Microsoft Docs

The effect is that your Mac computer can be managed by the administrator of your company's Microsoft 365 environment.

Settings to be made once on the computer

Set Edge by default - it is best for you who have an AAD connected computer. You can also use Chrome, but then more sign-ins are usually required. With Edge as standard and an AAD connected computer, Edge remembers that you have logged in to MS365 on the computer itself (Windows). Then you will less often be asked to log in or confirm that you are you. Safari works as an option on Mac OS in the same way as Chrome. Note : Internet Explorer is dead and should not be used.

 

Go to www.office.com . For a Windows 10 computer that is AAD connected and logged in as yourself on the computer, it should work automatically, you should not be prompted to log in. (Feel free to bookmark the page!)

 

  1. Install Office, you see the link above. While the installation is in progress, continue with the following:

  2. Open Outlook on the Web

  3. Verify or enter your time zone in the Outlook calendar

  4. Open Onedrive on the Web

  5. Launch Sync by OneDrive

  6. Customize OneDrive; Enable Backup of Documents, Pictures, Desktops (Windows)

  7. If you already have files on your computer that you can define as your own, move them now with Explorer to OneDrive. By doing this with Windows Explorer when OneDrive is set, OneDrive will upload all those files for you. If there are many files, it may take a while, but you do not have to wait. The blue OneDrive icon at the bottom of the watch shows the status.

  8. If you have files that you would like to share with others, put them on Teams - see below.

 

When Office is installed

  1. Start Word

  2. Accept license rules and set Open XML by default

  3. Verify that Office is

    1. in current version, shall stand; Product with subscription + Microsoft 365 applications for companies

    2. licensed to your name / email address

  4. Select OPEN from the menu

    1. Verify that you see a link to both your OneDrive - "company name" and to Websites - "company name"

  5. Close Word. Excel and other programs in the Office suite inherit the settings automatically.

  6. Start Outlook on your computer + create Outlook profile.

    1. Check in Outlook at the bottom that it says "Connected to: Microsoft Exchange".

    2. When everything is synchronized ready, it will say "All folders are updated".

Teams

Start Teams. If you do not have the Teams app on your computer, first open Teams on the web via www.office.com and choose to install the Teams app from Teams web. Set up the Teams app so that Teams starts automatically. Take the opportunity to set up your audio and video devices as well. Settings can be found via your photo at the top right.

Settings to make on your mobile phone

You should use Outlook on your mobile. The built-in email app should (should) not be used for Microsoft 365 and is classified as less secure. Follow the wizard for mobile settings here .

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Using Microsoft Office 365

It all starts at www.office.com . From there, you can access all the apps you have access to. At the top left of the page is the app menu, which is displayed in most apps you run, so you can jump between the apps directly without going through the home page www.office.com.

 

Mail can be run in several ways:

  1. Webbmail

  2. Outlook on your computer

  3. Outlook in mobile / tablet

 

Office programs

Word, Excel, PowerPoint and OneNote can run either in the browser (simpler variant) or on the computer if Office is installed. These are also available as mobile apps.

Work with files

Save all files in Office 365.

 

For shared files, Teams and / or SharePoint must be used. Save files in your OneDrive Company for files that are mostly just for you. If you do this, everything is saved securely and can easily be shared with the people you need to share with.

 

Each time you save a file, a new version is created (500 is the default). It makes it easy to back up if you made a mistake, and you can always know that the file you see [first] is the most recent, and everyone else you share knows that too. Do not name the files with version numbers, it is unnecessary in most scenarios, and feel free to use long file names. The better the file name, the easier it will be for others to understand its contents, and it will be easier to find files through all the search features available.

 

It is also possible to work simultaneously in one file , it works for Word, Excel and PowerPoint. And of course with OneNote as well, even if OneNote works slightly differently.

Share instead of email. Either with Teams, or individual files / folders in your OneDrive. This means that everyone you communicate with works with the current file, forget the chaos of knowing which file is current that happens if you send attachments via email.

 

Deleted files can be retrieved within 90 days. If you need more security than version control and the Recycle Bin, then you can buy more.

 

Teams

Use Teams when you want to share something with your colleagues or collaborate with people outside the company. It's easier than sharing individual files in your OneDrive, you just invite everyone needed in your team to Teams.

 

It is possible to sync files / folders in Teams to a computer if you need to.

 

Teams can be run in the browser or as an app, the app is available for computer, mobile and tablet. With Teams you can also chat, call and create / participate in online meetings.

 

There are many opportunities with Teams, e.g. to have many teams, multiple channels, apps integrated and much more. Many companies / organizations have become so fond of Teams that the strategy is that "everything" should be in Teams, no one should have to leave Teams to go to another program!

Search and find

Everything stored in the Microsoft 365 environment can be found by searching, no matter where the content is. Search functions are available in many places, in several apps. If you need to search for everything everywhere, you can go to SharePoint ( www.office.com -> SharePoint). There you will find files and other content from all places except email. You will always only get hits on content that you have the right to access. You search for mail content in Outlook.

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Work effectively remotely

Several of the tips can also be used for you who work in the office.

Set up a workplace

Find a place in your home where you can concentrate. If you're in a place with background issues, you can use background blur in Microsoft Teams to keep your colleagues focused.

Communicate, communicate, communicate

The pace of working online from home may differ from what it is like in the office. At home, you may be engaged in both work and children. Let your colleagues know what your schedule looks like so they know when they can contact you.

Use online meetings

Make sure all meetings have an option to participate online, so that colleagues can be with them wherever they work. Enable video so you and your team can interact face to face and get in better touch.

Be attentive and inclusive

In a conference call with many participants, it can be difficult for people to share their opinions. Pause often to allow time for questions and remind participants that they can use the chat window when they want to share their thoughts.

Record the meetings

Choose to record the meeting when you start it. Those colleagues who are unable to attend the meeting can look later or search the automatically created transcript for important information. Then everyone can easily go through something they missed or that they want to hear again.

Bring the team together

Working remotely can feel lonely. It's important to create opportunities for the whole team to meet virtually, whether it's hatching ideas with the Microsoft Whiteboard app or daily contacts over a virtual cup of coffee.

Have fun

Use Teams to encourage fun activities and challenges that keep work ethic up. Holding photo competitions or praising employees for creative ideas is a great way to create an energetic team that is positive and committed.

 

Self-study

Use these assets to get started quickly with Teams:

Online lessons

See how all the functions in Teams are used in practice and get your questions answered. The lessons are run both live and are recorded. More information here .

Training

  • Use the built-in help features found in most apps.

  • Ask Vanjos for help installing a training portal or the Teams app for managed training in your Microsoft 365 environment. With it, everyone in the company can easily find and implement the help and training they need.

  • There are lots of online education on the internet, much is free too.
    For example. you can start here: Microsoft 365 Basics Training Video - Office 365

  • Book one or more courses with Vanjos for the areas of interest.

Support

If you have problems, Contact Vanjos !