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Office 365 - User Guide

This document will provide guides on using Office 365.

Office 365 Logo


Office 365 is Microsoft's product line of Office applications.  As a Southwest Tech student or employee, you have access to the web and desktop version of Office 365 while you are attending school.  Students have access to the following applications:
  • Word
  • Excel
  • PowerPoint
  • OneNote
  • Outlook
  • Publisher
  • Access
  • OneDrive


Accessing Office 365


Web - Web versions of Office 365 are stripped down versions of the Office applications that can be used from a web browser without any additional software installed on your computer.  You can access the web versions of Office 365 at office.com.  Sign in with your Southwest Tech credentials and select the application you would like to use.

Desktop - The desktop version of Office 365 is the fully featured versions of Office that you install on your computer.  You can download and install the desktop version of Office 365 by following these installation instructions.


Application Guides

Outlook Outlook

Accessing your Student Email - Students can access their email directly at https://outlook.office365.com or by signing into MySWTC and clicking the email envelope.

Outlook Mail Web - A quick overview guide of Outlook Mail on the web.

Outlook Calendar Web - A quick overview guide of Outlook Calendar on the web.

Outlook for iOS - A quick overview guide of Outlook for iOS.  Download Outlook for iOS from the Apple App Store.

Outlook for Android - A quick overview guide of Outlook for Android.  Download Outlook for Android from Google Play.

Turn Off Focused Inbox - In Outlook, Focused Inbox is a feature that uses machine learning to control the overflow of emails by analyzing incoming messages and placing the most important emails in the "Focused" tab, while the rest go to the "Other" tab. If you would like the traditional inbox this can disabled.

Word Word

Word Web Guide - A quick overview guide of Word on the web.

Word Desktop Guide - A quick overview guide of the Word desktop application.

Word Desktop Quick Start - A quick start guide of the Word desktop application.

Excel Excel

Excel Web Guide - A quick overview guide of Excel on the web.

Excel Desktop Guide - A quick overview guide of the Excel desktop application.

Excel Desktop Quick Start - A quick start guide of the Excel desktop application.

PowerPoint PowerPoint

PowerPoint Web Guide - A quick overview guide of PowerPoint on the web.

PowerPoint Desktop Guide - A overview guide of the PowerPoint desktop application.

PowerPoint Desktop Quick Start - A quick start guide of the PowerPoint desktop application.

OneDrive OneDrive

OneDrive Quick Start - A quick start guide of the OneDrive.

Transfer Google Drive Documents to OneDrive - A guide to show you how to move files from your old Google Drive account to OneDrive.


Additional guides can be found here:

FAQ

Why was the decision made to switch student email account to Microsoft O365.

This project has been in motion for over a year. Faculty and staff have used the Microsoft platform for quite some time while student accounts had been using Google.  The move to O365 will allow staff, faculty, and students to use one unified system for email and document creation.

Is Microsoft O365 user friendly and compatible with all computer and phone types?

Yes. The Microsoft Office 365 applications run on Windows, Mac, and Linux systems and on mobile devices running iOS and Android. The web interface is easy to navigate, built to promote collaboration, and meets accessibility requirements. 

How do you think this will benefit students? How do you think it will benefit communication between faculty/staff and students?

This will provide the opportunity to enhance communication and collaboration.  With all accounts in one system, we will have a unified address book/directory, this will eliminate student accounts being tagged as ‘external’, and there will be native access to all Microsoft Office 365 applications for students, faculty, and staff.

When will this change take place?

This switchover from Gmail to O365 will occur between May 26th and May 30th. All emails will be automatically transfer from the Gmail to O365. Google Drive information will not be automatically transferred. If you would like to transfer files from Google Drive to OneDrive follow this guide: Office 365 - Transfer Google Drive Documents to OneDrive

What will happen to my Google Drive data?

Google Drive information will not be automatically transferred. If you would like to transfer files from Google Drive to OneDrive follow this guide: Office 365 - Transfer Google Drive Documents to OneDrive

What impact do you hope this has on student accounts and communication?

Students will experience positive impact across the Microsoft Office 365 suite of applications.  Collaboration and security will both be enhanced by this deployment. From a security perspective, Office 365 provides enhanced spam, phishing, and virus mitigation solutions.  To protect students from phishing and malware attacks, password changes will occur annually and mail auto-forwarding is disabled. These changes are designed to protect the student’s account and their proprietary information.  From a communication and collaboration perspective, Office 365 will provide a unified address book making connections to faculty and staff seamless within each Office 365 application.

What are some of the benefits with the transition to O365?

This project directly applies to the following core values of Southwest Wisconsin Technical College: Collaboration, Excellence, Learning, and Opportunity.  We are committed to improving the student experience at SWTC and while the process of change creates uncertainty; ITS is dedicated to ensuring this project is completed successfully.

Benefits:

  • No download of software required.
  • Can use any major browser to access all Microsoft Office 365 applications.
  • Can use Microsoft apps from the Google Play store and Apple App Store to access your @swtc.edu account.
  • Access to install Office 365 on five devices (if you want to install the full software).

Will my email address change?

Yes and no. Your username will not change, but the domain will change. Here is an example of how the email looks today

Test1234@students.swtc.edu

The new email address will be:

Test1234@swtc.edu

Although this is a change in your email address, you will still receive email addressed to your old email. Any email addressed to either @student.swtc.edu or @swtc.edu will now be delivered to your new O365 email account.

What will happen to my account during the account creation process?

Access to your Gmail account will be interrupted during the process in which the Office 365 accounts are being created. There will also be a delay in receiving new email once your Office 365 account is created. This delay could be anywhere from 15 minutes to a couple hours. Access to your Gmail account will still be done through MySWTC like normal.

How do I log into my O365 account?

Click the "Email" link within MySWTC to go to the Office 365 sign-in page. You can also simply go to portal.office.com and enter your email address and your SWTC password. You will be taken to the Office 365 landing page where you can access your mail, contacts, calendar, and the other available Office 365 web applications. To get to your mail, click Outlook from the list of applications.

What can I do to start preparing for the move to O365?

There is nothing that you need to do to prepare for this move. However, there will be some further actions that will need to be taken if you use Google Drive after the migration to O365 is completed.

ITS will be moving all of your email, calendar events, and contacts during the migration. However, ITS will not be moving your Google Drive data. You will need to log into your Google account and do a manually sync to OneDrive. If you would like to transfer files from Google Drive to OneDrive follow this guide: Office 365 - Transfer Google Drive Documents to OneDrive

Will I be able to forward my email to another account?

To take advantage of the Office 365 security features, auto-forwarding of email to another account is not available for faculty, staff, or students. By not allowing auto-forwarding, we are protecting the campus from cyber threats and attacks that aim to steal and use confidential user information in malicious ways.

How do I access my emails on a mobile device?

In order to view your emails on a mobile device, we recommend downloading the official Microsoft Outlook app from your app store (iOS App Store for iPhone and Google Play Store for Android) and adding your account ("username"@swtc.edu and password) to the app.

See the Outlook section at the top of the page for guides on using Outlook for Android and iOS.




Keywords:word excel powerpoint outlook microsoft   Doc ID:102007
Owner:Jake W.Group:Southwest Wisconsin Technical College
Created:2020-05-12 12:30 CDTUpdated:2020-06-23 14:06 CDT
Sites:Southwest Wisconsin Technical College
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