Resources for Employees (Office365)

SIGNING INTO OFFICE 365 EMAIL

1. Open a Web Browser: Launch your preferred browser (e.g., Chrome, Edge, Firefox, Safari).

2. Go to the Office 365 Portal: https://login.blainecountysa.com 

3. Alternatively, you can use https://mail.blainecountysa.com to go directly to Outlook.

4. Enter Your Email Address: On the Office sign-in page, enter your Office 365 account email address (firstnamelastname@blainecountysa.com) 

5. Enter Your Password: After entering your email address, you will be prompted to enter your password. If you need to reset your password, visit IT services. 

6. Two-Factor Authentication (if enabled): If your organization uses two-factor authentication, you will need to verify your identity. This may involve entering a code sent to your mobile device or using an authentication app.

7. Access Your Email: Once logged in, if you accessed https://outlook.office.com, your email will open automatically. If you logged in through https://www.office.com, click on the Outlook icon from the Office 365 dashboard to access your email.

NAVIGATING OFFICE365

Once you're signed in, you will have access to several Office 365 apps, including Outlook for email, Word, Excel, PowerPoint, Teams, and OneDrive. Here’s how to navigate these essential apps:

• After logging in, you’ll land on the Office 365 Home Page or Dashboard.

• This page will show icons for all the apps available to you.

• You can quickly access frequently used apps such as Outlook, Word, Excel, and Teams from here.

KEY APPS IN OFFICE 365

Outlook (Email)

• Email: View, send, and manage emails.

• Calendar: Manage your schedule and set reminders.

• People: Manage contacts and address book.

• Use the left-hand menu to switch between Mail, Calendar, People, and Tasks.

• The search bar at the top helps you find emails, contacts, or events quickly.

• Use the New Email button to compose and send emails.

Word, Excel, and PowerPoint (Online Versions)

• These online versions of Word, Excel, and PowerPoint allow you to create and edit documents directly in your browser.

• Use the left-hand menu for easy access to your recent documents or shared files.

• Select Word, Excel, or PowerPoint from the dashboard.

• Click New Blank Document or open a template to start creating content.

• All documents save automatically to OneDrive for easy access later.

Teams (Collaboration & Communication)

• Microsoft Teams is a communication hub where you can chat, meet, call, and collaborate.

• Access Teams directly from the dashboard or install the Teams desktop app for more features.

• The Activity feed shows recent activity, including mentions, replies, and messages.

• Use the Chat tab for one-on-one or group conversations.

• The Teams tab is for group collaboration, where you can create or join teams and channels for different projects or departments.

OneDrive (File Storage & Sharing)

• OneDrive provides cloud storage for all your files. Access and share documents from any device.

• Use the navigation on the left to view files by category (e.g., Recent, Shared, Discover).

• Drag and drop files from your computer to upload, or click the Upload button.

• Right-click on any file for options like sharing, moving, or deleting.

Planner (Task Management)

• Planner helps organize and assign tasks, great for team-based work.

• Access Planner from the dashboard and view tasks in board format or as a calendar.

• Click New Plan to create a task plan.

• Use the Buckets feature to organize tasks by category or progress.

• Drag and drop tasks between buckets as they move from “Not Started” to “In Progress” or “Completed.”

BASIC SETTINGS AND PERSONALIZATION

Changing Profile and Personal Settings

• Click on your profile icon (top right corner).

• Select My Account to manage personal details, security settings, and subscription information.

Language and Time Zone

• Go to Settings (gear icon on the top right) and click View All Outlook Settings.

• Under General > Language and Time, adjust your preferences.

Email Signatures

• In Outlook, go to Settings > Mail > Compose and Reply.

• Create or edit your email signature here. You can set it to apply to all outgoing messages.

Notifications

• To manage app and email notifications, go to Settings > Notifications.

• Customize alerts for incoming emails, calendar events, and chat messages.

ADDITIONAL TIPS

Switching Between Apps

• Use the App Launcher (grid icon) at the top left of the Office 365 page to quickly switch between Outlook, Word, Excel, Teams, OneDrive, and other apps.

Keyboard Shortcuts

• Office 365 supports a wide range of shortcuts to enhance productivity. For example:

  • Outlook: Press Ctrl+N to start a new email, Ctrl+Shift+M to open the new mail window.

  • Teams: Press Ctrl+E to search, Ctrl+Shift+A to attach a file to a chat.

SHAREPOINT

SharePoint is a powerful collaboration platform that allows teams to store, organize, and share information. Below is a step-by-step guide on how to navigate the SharePoint site for the Blaine County government.

Accessing the Sharepoint Site

• Open a web browser and navigate to our SharePoint’s site URL: https://uscgov1.sharepoint.com/sites/bcgov  

• Enter your Office 365 credentials to access the SharePoint site.

• Upon logging in, you will land on the homepage of the SharePoint site. The layout of our homepage includes quick links to important resources.

Navigating the Left-Hand Menu (Quick Launch Bar)

• The left-hand side of the screen shows a Quick Launch Bar, which provides access to the various sections and departments within the SharePoint site. Here are some key elements:

• Home: Returns you to the SharePoint site’s main landing page.

• Directory: This section contains important internal resources, such as contacts or directories for employees and departments.

• Departments: The left-hand menu contains direct links to various departments or offices, such as:

  • Administrator's Office

  • Assessor's Office

  • Clerk and Recorder's Office

  • Human Resources Department

  • Justice Services Department

  • Click on any department name to view documents, forms, or other resources related to that department.

• Shared with us: This section displays files and folders that have been shared with your team or organization.

Using the Document Library

• In the center of the page, there is a Document Library where you can view and manage files.

• Key Features:

  •  New: Click this button to create a new document or folder within the library. You can start new files like Word documents, Excel sheets, or create folders for better organization.

  • Upload: Use this to upload existing files or folders from your computer into SharePoint. It’s a simple drag-and-drop feature or allows manual file selection.

  • View Options: You can view the documents in different formats such as list view or grid view by clicking on the Edit in Grid View option.

  • Document Management: Click on a document (such as EMPLOYEE HELP OFFICE 365 AND EMAIL.docx) to open or download it.

  • You can collaborate on documents in real-time by clicking on them and opening them in Microsoft Office online apps (e.g., Word, Excel).

Creating, Sharing, and Managing Files

• Click on + New to create a new document, folder, or a link to other resources.

• When creating files, you can edit them directly in your browser using Office 365 apps.

• Use the Upload button to upload documents from your computer. You can upload single files or entire folders.

• Once a document is uploaded or created, you can share it with other users by selecting the document, clicking on the three-dot menu (...), and selecting the Share option.

• The Blaine County Government has enabled version control, you can view previous versions of a document by selecting a file, clicking on the three-dot menu (...), and choosing Version history. This allows you to restore or compare older versions of the file.

Searching for Files

• At the top of the SharePoint site, there is usually a Search bar. You can use this feature to search across the SharePoint site for documents, folders, or information stored within the SharePoint environment.

Using the Ribbon and Additional Options

• Depending on your SharePoint permissions, you may see additional tools like:

  • Edit: Edit page content or modify document libraries.

  • Sync: Sync SharePoint libraries to your local computer using OneDrive, making it easier to access files offline.

  • Automate: Use Power Automate (formerly Microsoft Flow) to create workflows for automating processes like sending notifications when a new file is added.