Windows 7

Implementing Office 2013 Using Office 365

Office 365 is a subscription-based service that offers various services and software that enable you to collaborate and store documents online. When implemented with Office 2013 , users can work either online or offline and take advantage of the full features available with the desktop applications in the Office suite.

Office 365 offers several different plans designed for small, midsize, and enterprise-level businesses. The Office 365 Small Business Premium (25 users), Office 365 Midsize Business (300 users), and Office 365 Enterprise E3 (unlimited users) plans include a subscription for Office 2013 for up to five PCs/Macs. Office 2013 includes desktop versions of the following applications:

  • Microsoft Access 2013
  • Microsoft OneNote 2013
  • Microsoft Excel 2013
  • Microsoft Word 2013
  • Microsoft Outlook 2013
  • Microsoft PowerPoint 2013
  • Microsoft Publisher 2013
  • SkyDrive Pro 2013
  • Microsoft InfoPath (not available with the Small Business Premium plan)
  • Microsoft Lync 2013

Office 365 manages the licenses for Office 2013 through an online portal by indicating which Office 365 users have the ability to install the program during the setup of the user's account. In the Office 365 portal, you can delete a user to free up a licenses, remove a license from a user if his job changes, or assign a license for a user after the account is set up. You can also review which licenses are assigned to a user and purchase more if necessary.

The next section reviews the different methods available for deploying Office 2013 to your users.

Reviewing Methods for Deploying Office 2013

There are several options available for deploying Office 2013. The option you choose depends on the infrastructure you already have in place and the level of IT support available in your organization.

The options you can choose are:

  • Deploying directly from the Office 365 portal:
    This option is designed for organizations that do not have IT resources; it has a self-service approach. When this option is used, you can download and install only the 32-bit version of Office 2013.
  • Deploying from a network share:
    This requires basic IT administration skills and works well in situations where you have a slow network connection. When this option is used, you have the option to deploy both 32-bit and 64-bit versions of Office 2013.
  • • Deploying using Group Policy or Microsoft System Center Configuration Manager:
    These two methods are designed to leverage Active Directory and should be used when deploying to large groups of users.

Following is a brief overview of the steps involved to deploy Office 2013 directly from the Office 365 portal. In the tutorial that follows, you look at the following steps in more detail:

  1. Administrator signs up for Microsoft Office 365, sets a new domain name, creates user accounts, and assigns licenses to each user.
  2. Administrator sends users their temporary passwords by email.
  3. Users sign into the Office 365 portal and set up a new password.
  4. Users download and configure their desktops with Office 2013 (32-bit version).

Following is a brief overview of the steps involved to deploy from Office 365 from a network share:

  1. Administrator signs up for Microsoft Office 365, sets a new domain name, creates user accounts, and assigns licenses to each user.
  2. Administrator downloads Office 2013 (32-bit or 64-bit version) from the Office 365 portal to a local computer.
  3. Administrator creates a network share (\\servername\Office2013\Source) and then extracts the files into the share using the following command: 
    MicrosoftOffice.exe /extract:"c:\ Office 2013 \Source
  4. Administrator downloads the Office 2013 Administrative template files and the Office Customization Tool (OCT) files. Visit Microsoft's website and search for Office 2013 Administrative Templates to find these files. The OCT tool is used to create a setup customization file for the Office package.
  5. Administrator double-clicks the AdminTemplates.exe file and completes the install, and then copies the \Admin folder to the \\servername\Office2013\Source folder.
  6. Administrator runs the following command to start the Office Customization Tool (OCT): 
    \\servername\Office2013\Source\setup.exe /admin
  7. Administrator customizes Office and saves the changes to the customization (.msp) file, and then places the customization file into the Updates folder located in \\server\Office2013\Source.
  8. Administrator notifies users to sign into the Office 365 portal and set up their new passwords.
  9. Users then run MicrosoftOffice.exe from the network share.
During the Office 365 setup process, you create a Microsoft Online Service ID for your account. This email address and password combination is used to sign in to Office 365. Adding new users means you are adding them to the company's Office 365 subscription and creating a new Microsoft Online Services ID for each user. These new users are assigned a temporary password and are asked to change it when they first log in.

ADD A NEW USER TO YOUR OFFICE 365 PORTAL

To add a new user in Office 365, log in to your Office 365 portal as the Administrator, and perform the following steps:

  1. From the menu on the left, click users and groups.
  2. In the middle pane, click + to create a new Office 365 user.
  3. Under details , type the user's First name , Last name, and their User name in the fields provided and then click next.
  4. Under Assign role, select No when prompted to assign the user administrative permissions. Under Set user location , choose the user's geographic location and then click next.
  5. Under Assign licenses, select the applications, and then click next.
  6. Under send results in email, select Send email, and then click c reate . By default, your email address (the Office 365 Administrator) is entered. To send a copy of the email to the user you are creating the account for, in the field provided, type his email address.
  7. Review the Results page, and then click Finish. You should see the user name you created and the temporary password assigned.

As the Office 365 Administrator, you will receive an email from the Microsoft Online Services Team with a subject line of New or modified user account information . This shows the user name(s) and their temporary password(s). You can then distribute the information to the user in a secure manner. The temporary password is valid for 90 days.

Installing Office Professional 2013 on Windows 8

To install Office 2013 and connect it to Office 365, perform the following steps: Reset the Temporary Password.

  1. Log in to the Windows 8 computer where you want to install Office 2013 and open the Internet Explorer browser.
  2. In the Internet Explorer address field, type https://portal.microsoftonline.com.
  3. In the User ID field, type the user name you assigned to the account and then type the temporary password you received. Click Sign-in.
  4. On the Update password screen, type the user's temporary password in the Old password field and then type a new password, confirm it, and click Save . The user is taken to the Office 365 home page.
    Downloading and Install Office 2013
  5. Under PC & Mac , click Install software and connect it to Office 365 . Accept the default settings for Language (English, United States) and Version (32-bit recommended), and then click Install. The 32-bit version is recommended for most people to protect against compatibility issues with other 32-bit applications being used.
  6. From the window that appears at the bottom of the screen, click Run to start the installation. If the User Account Control box appears, click Yes to continue.
  7. When the Welcome to your new Office message appears, click Next.
  8. Under First things first, select No thanks to not send updates to Microsoft, and then click Accept.
  9. On the Meet SkyDrive screen, click Next.
  10. Under How would you like your office to look? Click Next to accept the default No Background.
  11. On the Take a look at what's new screen, click No, thanks and then click All done!
  12. Minimize your browser window. The installation of Office 2013 begins. During this time, you will need to stay connected to the Internet.
  13. When the message You're good to go appears, click All done!

Managing Office 365

Office 365 is managed by a web console that enables you to set up and manage users and their software regardless of where they connect. The person who signs up your company for Office 365 is the Global A dministrator by default. This person can then grant administrator permissions to other users in the organization as needed to distribute the workload.

Office 365 provides several administrator roles that can be assigned to help distribute the workload of managing Office 365. The Global Administrator is assigned to the person who sets up Office 365 initially. This is the most powerful account in the organization. The other administrator roles can be assigned to users according to your organization's specific needs.

Five administrator roles are available for Office 365 enterprises:

  • Global Administrator:
    Has access to all administrative features. This is the person who signs up for Office 365. Only Global Administrators can assign other administrative roles. Only one person in the company can serve in this role.
  • Billing Administrator:
    Manages purchases, support tickets, and subscriptions and monitors the overall health of the services.
  • Password Administrator:
    Manages requests for services, resets passwords, and monitors the overall health of the services. Users in this role can reset passwords only for users and other Password Administrators.
  • Service Administrator:
    Manages service requests and monitors overall health of services.
  • User Management Administrator:
    Manages user accounts and user groups, resets passwords, and manages service requests. User Management Administrators can also monitor the overall health of services. They cannot reset passwords for Billing, Global, or Service Administrators and they cannot delete a Global Administrator or create other administrators.

ASSIGN A USER TO A PASSWORD ADMINISTRATOR ROLE IN OFFICE 365

To assign a user to a Password Administrator role in Office 365, log in to your Office 365 portal as with the Global Administrator's account, and perform the following steps:

  1. From the menu on the left, click users and groups.
  2. Under the DISPLAY NAME column, click the user you want to assign the administrative role to.
  3. From the menu on the left, click settings.
  4. Under Assign role, select Yes.
  5. Click the down arrow and choose Password administrator.
  6. Under Alternate email address , type an email to use in case you forget your password, and then scroll to the bottom of the page and click Save.
  7. Click Save.

Following are some of the general administrative tasks you will perform in Office 365:

  • Reset a user's password.
  • Configure a password expiration policy.
  • View the overall health of Office 365. Personalize the default SharePoint team site.

RESET A USER'S PASSWORD IN OFFICE 365

To reset a user's password in Office 365, log in to your Office 365 portal as the Global Administrator, and perform the following steps:

  1. From the menu on the left, click users and groups.
  2. Under the DISPLAY NAME column, select the checkbox next to the user you want to reset the password for.
  3. In the menu that appears, under quick steps, click Reset passwords.
  4. On the send results in email screen, clickr eset password.
  5. Click finish. The user's temporary password is displayed and mailed to the address you used in the previous step. This information is provided to the user who can now log in to their Office 365 account.

CONFIGURE A PASSWORD EXPIRATION POLICY IN OFFICE 365

To configure a password expiration policy in Office 365, log in to your Office 365 portal as the Global Administrator, and perform the following steps:

  1. From the menu on the left, click service settings.
  2. In the menu at the top, click passwords.
  3. In the Days before passwords expire field, type 100. The default is set to 90 days.
  4. In the Days before a user is notified that their password will expire field, type 20. The default is set for 14 days.
  5. Click Save.

As users start to depend upon Office 365 more and more, you will want to make sure you monitor the health of the services you provide. Office 365 provides an excellent dashboard to monitor the current status of all services and learn about any upcoming planned maintenance.

VIEW THE OVERALL HEALTH OF OFFICE 365

To view the overall health of Office 365, log in to your Office 365 portal as the Global Administrator, and perform the following steps:

  1. In the menu on the left, click service health to view the current status of the services provided by Office 365.
  2. In the menu at the top, click planned mainte n ance to determine whether there is an upcoming maintenance planned.

When Office 365 is set up, a SharePoint team site is configured for you. This is where you can collaborate on projects and share documents. However, the default site can be personalized.

PERSONALIZE THE DEFAULT SHAREPOINT TEAM SITE

To personalize the default SharePoint team site in Office 365, log in to your Office 365 portal as the Global Administrator, and perform the following steps:

  1. In the menu at the top, click Sites.
  2. Click the Team Site tile.
  3. Click the What's your style? tile.
  4. Scroll down and click the Breeze template.
  5. On the Site Settings → Change the look screen, click Try it out.
  6. In the upper right corner, click Yes, keep it.
  7. Click the Add lists, libraries, and other apps tile.
  8. Under Noteworthy, click the Document Library tile.
  9. In the Adding Document Library box, type Sales for the name, and then click Create . This creates a sales asset library , which is used to store audio, video, or picture files.
  10. In the left pane, under Recent, click Sales.
  11. Click + new document.
  12. Under Create a new file, click Word document.
  13. In the Document Name field, type Sales Forecast Q3 and then click OK.
  14. Type Sales are good into the document and in the upper, left corner, click the Save icon. Click the X to close the document. You can also drag files from your desktop directly into the Sales document library.
  15. In the left pane, click Home to return to your Team Site.
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