Office 365 for Dummies, 3rd Edition

322 Pages·2018·26.41 MB·English

by  Rosemarie Withee

Office 365®

Office 365®
3rd Edition
by Rosemarie Withee, Ken Withee,
and Jennifer Reed
Office 365® For Dummies®
Published by: John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030-5774, www.wiley.com
Copyright © 2019 by John Wiley & Sons, Inc., Hoboken, New Jersey
Published simultaneously in Canada
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Library of Congress Control Number: 2018956414
ISBN 978-1-119-51335-3 (pbk); ISBN 978-1-119-51337-7 (ebk); ISBN 978-1-119-51336-0 (ebk)
Manufactured in the United States of America
10 9 8 7 6 5 4 3 2 1
Contents at a Glance
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Part 1: Keeping Up with the Cloud
Computing Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
CHAPTER 1: Understanding Cloud Computing and the Current
Threat Landscape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
CHAPTER 2: Moving to the Office 365 Cloud . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Part 2: Communicating with Exchange Online . . . . . . . . . . . . . . 41
CHAPTER 3: Unleashing the Power of Exchange Online . . . . . . . . . . . . . . . . . . . . . . . . 43
CHAPTER 4: Being Productive, Staying Secure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Part 3: Exploring SharePoint Online . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
CHAPTER 5: Collaborating Effectively Anytime, Anywhere . . . . . . . . . . . . . . . . . . . . . . 69
CHAPTER 6: Going Beyond Websites with SharePoint and
OneDrive for Business . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
CHAPTER 7: Integrating the Mobile Experience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97
CHAPTER 8: Demystifying SharePoint Online Administration . . . . . . . . . . . . . . . . . . . 111
CHAPTER 9: Customizing SharePoint Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Part 4: Diving into Office Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
CHAPTER 10: Introducing Office Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
CHAPTER 11: Getting into Word Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 .51
CHAPTER 12: Getting into Data with Excel Online and Power BI . . . . . . . . . . . . . . . . . 161
CHAPTER 13: Presenting Like a Pro with PowerPoint Online . . . . . . . . . . . . . . . . . . . . 175
CHAPTER 14: Staying on Top of Things with OneNote Online . . . . . . . . . . . . . . . . . . . 183
Part 5: Using the Right Tool for the Right Purpose . . . . . . . . 193
CHAPTER 15: Supercharging Your Team with Microsoft Teams . . . . . . . . . . . . . . . . . . 195
CHAPTER 16: Choosing the Right Collaboration Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Part 6: Preparing to Move . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
CHAPTER 17: Meeting Office 365 Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
CHAPTER 18: Planning for Your Office 365 Implementation . . . . . . . . . . . . . . . . . . . . . 223
CHAPTER 19: Implementing Office 365 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
CHAPTER 20: Administering Office 365 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Part 7: The Part of Tens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
CHAPTER 21: Ten Signs It’s Time for You to Move to Office 365 . . . . . . . . . . . . . . . . . . 265
CHAPTER 22: Ten Office 365 Value Propositions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
CHAPTER 23: Ten Tips for Increasing Productivity with Office 365 . . . . . . . . . . . . . . . 279
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Table of Contents
INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
How to Use This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Beyond the Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Let’s Get Started! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
PART 1: KEEPING UP WITH THE CLOUD
COMPUTING ENVIRONMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Understanding Cloud Computing and
CHAPTER 1:
the Current Threat Landscape . . . . . . . . . . . . . . . . . . . . . . . . . 7
Understanding Cloud Computing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Breaking down the cloud deployment models . . . . . . . . . . . . . . . . . 10
Knowing the common cloud service models . . . . . . . . . . . . . . . . . . . 12
Determining the Right Office 365 Plan for Your Organization . . . . . . . 14
Choosing between Small Business and Enterprise plans . . . . . . . . 15
Office 365 Small Business . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Office 365 Enterprise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Taking care of the firstline workforce . . . . . . . . . . . . . . . . . . . . . . . . . 18
Getting to Know the Security Features in Office 365 . . . . . . . . . . . . . . . 18
Stepping through the anatomy of a modern attack . . . . . . . . . . . . . 19
Overview of the built-in security in Office 365 . . . . . . . . . . . . . . . . . 21
Managing security and privacy in a single dashboard . . . . . . . . . . . 22
Updating the anti-spam settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
CHAPTER 2: Moving to the Office 365 Cloud . . . . . . . . . . . . . . . . . . . . . . . 25
Discovering Office 365 Features and Benefits . . . . . . . . . . . . . . . . . . . . 26
Generating greater productivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Accessing from anywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Working with what you know . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Robust security and reliability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
IT control and efficiency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Getting Familiar with Office 365 Products . . . . . . . . . . . . . . . . . . . . . . . . 29
Microsoft Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Severing Ties to Your Desk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Using Outlook Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Grouping conversations in your inbox . . . . . . . . . . . . . . . . . . . . . . . . 33
Getting organized with Office 365 Groups . . . . . . . . . . . . . . . . . . . . 34
Archiving just got personal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Collaborating made easy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Table of Contents vii
Creating communities for the corporate world . . . . . . . . . . . . . . . . 36
Sharing information with customers and 
partners with extranet sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Going Virtual with Intuitive Communications . . . . . . . . . . . . . . . . . . . . . 37
Text/voice/video in a single app and service . . . . . . . . . . . . . . . . . . . 38
From conversations to ad hoc meetings — yes, it’s possible . . . . . 39
Online meetings unleashed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Interacting with photos and activity feeds . . . . . . . . . . . . . . . . . . . . . 39
Keeping up with your teammates on your own time . . . . . . . . . . . . 40
PART 2: COMMUNICATING WITH EXCHANGE ONLINE . . . 41
CHAPTER 3: Unleashing the Power of Exchange Online . . . . . . . . . 43
Gaining Flexibility and Reliability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Deployment flexibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Deployment predictability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Flexible provisioning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Continuous availability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Simplified administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Accessing from Anywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
From your Outlook email client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
From the web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
From multiple devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
From any email client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Manage inbox overload . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Efficient collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Enhanced voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Protecting Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Archiving and retention . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Information protection and control . . . . . . . . . . . . . . . . . . . . . . . . . . 52
CHAPTER 4: Being Productive, Staying Secure . . . . . . . . . . . . . . . . . . . . . 53
Incorporating Bots to Get More Done . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Your very own AI personal assistant . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Time to leave alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Integrating Cortana in Office 365 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Securing Your Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Licensing requirements for Office 365 M essage Encryption . . . . . 60
Enabling Office 365 Message Encryption . . . . . . . . . . . . . . . . . . . . . . 61
Sending an Encrypted Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Using the Encrypt policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Using the Do Not Forward policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
viii Office 365 For Dummies