Office 365 User Guide

Have you signed up for 2-Step for Office 365 (Heelmail)? Visit the 2-Step site for information about how to sign up early for 2-Step Verification.

Don’t see your question answered here? Please visit the Office 365 program website. We post information about upcoming learning events, a list of training resources, and you can sign up for the monthly newsletter there.
Looking for guidelines about storing sensitive information in Office 365? Read the Sensitive Information Guidelines to learn about which applications you can store and/or share sensitive information in.

In order to log into an Office 365 account, you must first sign up for an account. If you have not signed up for an account please do the following:

  1. Go to selfservice.unc.edu.
  2. Log in with your onyen and password.
  3. Click on Email Sign-up. Follow the on-screen instructions.

Office 365 offers the users the ability to access their email through Outlook Web App or Desktop and Mobile clients (Outlook, Apple Mail, Mail App, Email App, and Outlook App).

Outlook Web App

You may access basic services provided through Office 365 by visiting http://heelmail.unc.edu or http://office.unc.edu (click on the Mail icon).  The following information is to acquaint you with the basic features that are offered through the Outlook Web Application (OWA).

Login

To access your Office 365 account, you will need to sign in with your onyen@ad.unc.edu as your username and your Onyen password.

The four main features of the Office 365 Outlook Web App are:

Upon logging into Outlook Web App, your Office365 email inbox is displayed and the available folders within your account are presented within the menu on the left of the screen. The horizontal menu bar, above the listed messages, presents the available options for working with your messages.

Within the Outlook Web App you may:

  • Check for messages
  • Compose a new message
  • Move, delete, recover deleted messages
  • Mark messages as read and unread
    • Note: The checkbox next to the message(s) that are to be manipulated must be checked.

Recovering Deleted Items

Right-clicking the Deleted Items folder will open a menu. Click on Recover Deleted Items which allows you to recover the items that have been deleted. These items will be available for 30 days.

Clicking the calendar on the lower left reveals the current day and any meetings scheduled for the day.

  • Scheduling an appointment, by default, only schedules time on your personal calendar. You may add attendees to the event (appointment or meeting) by clicking on the ‘Search’ field and enter the name of the ‘Attendees:‘.
  • The Add Skype meeting will add a link to a Skype for Business meeting in your calendar invite.  Attendees may use Skype for Business to attend the meeting from remote locations.
  • Within the currently available options, the only distinction between Appointments and a Meeting Request is the inclusion of attendees. Adding attendees to an appointment turns the appointment into a meeting.

Your personal contacts within your Office 365 account are listed in this section. You may create and manage contact folders. To differentiate sets of contacts, click the ‘People’ menu on the lower left corner of the screen and then click on New in the upper left corner.

People Search

You can choose to Create a Contact, Contact list, or Group.

Clicking the Tasks menu on the lower left reveals the emails that are flagged and available tasks to complete. Tasks are a way to organize your email and make certain email requests stand out as important emails. Tasks allow you to categorize emails by colors.

Settings

  • Offline Settings
    • You can set this so you can use the computer offline.
  • Theme
    • Set the color of how Outlook will look.  The default is the UNC Blue theme.
  • Notifications
    • Turn Notifications on or off.
  • Your app settings:
    • Office 365
      • Set Office 365 settings such as Theme, Start Page, Notifications, and Software.
    • Mail
      • Set the Mail options.
    • Calendar
      • Set the Calendar options.
    • People
      • You can connect Social Networks or import contacts.
    • Yammer

Ensure that any changes to your options remain in place by clicking the Save button before navigating to another section.

Heelmail
(Office 365)

Outlook (Win) 2010/2013/2016

Type of Setup:

Automatic Configuration

Settings:

Email Address: onyen@ad.unc.edu (Used to send emails)

Username: onyen@ad.unc.edu

Password: onyen password

Server name: outlook.office365.com

Your actual email will be onyen@email.unc.edu which will be used to send email.
Please note that your account may take 2 – 3 minutes
to complete authentication if you are on the UNC network.
If you are outside the network, authentication may take 5 – 10 minutes.
You may want to try connecting through VPN while off campus.

Config Document

Outlook (Mac) 2011/2016

Type of Setup:

Exchange Account

Settings:

Email Address: onyen@ad.unc.edu

Password: onyen password

Method: Username / Password

Username: onyen@ad.unc.edu

Your actual email will be onyen@email.unc.edu which will be used to send email.
Please note that your account may take 2 – 3 minutes
to complete authentication if you are on the UNC network.
If you are outside the network, authentication may take 5 – 10 minutes.
You may want to try connecting through VPN while off campus.

Mac Mail (Snow Leopard 10.6.x – El Capitan 10.11.x)

Type of Setup:

Manual Configuration

Settings:

Email Address: onyen@ad.unc.edu

Mail Type: Exchange

Username: onyen@ad.unc.edu

Password: onyen password

Server name: outlook.office365.com

iOS (9.x)

Email App

Type of Setup:

Exchange

Settings:

Email Address: onyen@ad.unc.edu

Domain: “Leave blank” (empty space)

Username: onyen@ad.unc.edu

Password: onyen password

Server: outlook.office365.com

Config Document

Outlook App

Type of Setup:

Corporate Exchange Account,
Exchange Active Sync

Settings:

Email Address: onyen@ad.unc.edu

Domain : “Leave blank” (remove ” \ ” and leave Username)

Username: onyen@ad.unc.edu

Password: onyen password

Server: outlook.office365.com

Check: “Use Secure Connection (SSL)”

Uncheck: “Accept all SSL Certificates”

Config Document

Android (2.x.x – 5.x.x)

Email App

Type of Setup:

Corporate Exchange Account,
Exchange Active Sync

Settings:

Email Address: onyen@ad.unc.edu

Domain : “Leave blank” (remove ” \ ” and leave Username)

Username: onyen@ad.unc.edu

Password: onyen password

Server: outlook.office365.com

Check: “Use Secure Connection (SSL)”

Uncheck: “Accept all SSL Certificates”

Config Document

Outlook App

Type of Setup:

Corporate Exchange Account,
Exchange Active Sync

Settings:

Email Address: onyen@ad.unc.edu

Domain : “Leave blank” (remove ” \ ” and leave Username)

Username: onyen@ad.unc.edu

Password: onyen password

Server: outlook.office365.com

Check: “Use Secure Connection (SSL)”

Uncheck: “Accept all SSL Certificates”

Config Document

Desktop and Mobile Clients

Frequently Asked Questions

OneDrive is a cloud-based file storage solution that is offered as part of the Office 365 suite by Microsoft. The service is available to faculty, staff, and students at UNC-Chapel Hill. You can always access your files stored in OneDrive by going to onedrive.unc.edu or office.unc.edu and selecting the OneDrive icon in the waffle.

What is OneDrive?

OneDrive is a cloud-based file storage solution. You can store and access all of your files and folders in OneDrive from anywhere with an internet connection. The service has two offerings:

  • Individual OneDrive is a 1 terabyte (TB) storage offering available to individuals. This is the default view you will see when accessing OneDrive from onedrive.unc.edu.
  • Office 365 Groups come with a Group OneDrive space. The amount of storage space for an Office 365 Group is 5 TB. The long-term goal for this service is to offset the use of the campus NAS services.

Login

Access OneDrive from your web browser by visiting onedrive.unc.edu or go to office.unc.edu and select the OneDrive icon in the waffle.
After login, the default view will be your Individual OneDrive space:

OneDrive_individual_screenshot

Files Section

In the “Getting Started” screenshot above, note the “Files” section.  There are 5 columns of information:

  • Name – The names of files and folders in your OneDrive space.
  • Modified – The date or relative time that a file was last updated.
  • Modified By – The last user that updated the file.
  • File Size – The size of the file.
  • Sharing – You will see 1 of 2 values – either “Private” or “Shared”.

NOTE: The following characters are not permitted in the names of files or folders in OneDrive:

” # % * : < > ? / \ |

Creating a New File or Folder

To create a new file, select “New” in the ribbon. You can also right-click in the window and select “New” from the pop-up menu.  You can create a new folder or one of the file types shown below in the screenshot.

newfile1

If you opt to create a Microsoft Office document, the online version of the selected Microsoft application will open in your browser and allow you to edit the document.

You do NOT need to save the document.  The online versions of these applications automatically save your work.  Hit the “Back” feature of your browser to return to OneDrive.

Renaming a File or Folder

To rename a file or folder, right-click the object and select the Rename option.  Type the new name in the dialog box.

Deleting a File or Folder

To delete a file or folder, right-click the object and select the Delete option.  Note that the file or folder will be available in your Recycle Bin.

Downloading a File or Folder

To download a file or folder, right-click the object and select the Download option.  The object will be downloaded as configured by your browser.

When you download a folder, it will be downloaded as a zip file.

Note: You cannot currently download multiple files or folders. They must be downloaded separately.

Uploading a File or Folder

To upload a file or folder, make sure that none of the radio boxes of existing files or folders is selected.  Select the Upload menu option.  You will be presented with an explorer view to select files to upload.  Alternative method – You can drag and drop files from your computer directly into the browser window.

Note: Depending on your browser, you may not be able to upload folders.  Microsoft Edge and Google Chrome do support folder uploads.

Moving a File or Folder Within OneDrive

To move a file or folder, right-click the object and select Move To.  A new view will be added in the right side of the browser window.  Use this view to navigate to the new destination and then select the “Move Here” button.

moveto

Copying a File or Folder Within OneDrive

To copy a file or folder, right-click the object and select Copy To.  A new view will be added in the right side of the browser window.  Use this view to navigate to the destination.

Note: you can copy within your Individual OneDrive space or to OneDrive for Groups where you are subscribed.  Navigate to the appropriate location.  Once selected, you will be presented a “Copy To” button.

copyto1

Version History (Includes the ability to restore older versions)

You can view the version history of files.  (This feature is NOT available for folders)

Right-click the appropriate file and select the Version History option.

Previous versions of the file are represented:

version1

Hover over and click the down arrow for any of the versions.  If you select an older version – you can view, restore or delete that version.

version2

If you choose to Restore, you will be prompted to make sure you want to overwrite the latest version.

version3

If you choose to Delete, you will be prompted to make sure you want to move this version to the Recycle Bin.

version4

Quota

How do I check my Individual OneDrive quota?
Click the “Gear” icon near the top right of the window (circled in red below).

quota1

The view changes to add a Settings section on the right side of the screen.

Click the “Site Settings” link (circled in red below).

quota2

Click the “Storage Metrics” link (circled in red below).

quota6

The overall quote is shown near the top right (circled in red below).
In the example, the user has 1021.49GB of free space available.
Note that you can drill down in the folders to see the relative use of space.

quota5

New Sharing of a File or Folder

To view or modify sharing for a file or folder, select the radio button for the object and then select the “Share” icon.

sharing1

You will see this new pop up screen.  You need to take 2 actions:

  • Enter the name of the person you wish to choose from.  As you type, the interface will show you people in the campus directory.  (Note – Sharing with people external to the University is not currently permitted but is on the roadmap for the service.)
  • Choose either “Can Edit” or “Can View” from the circled dropdown.
  • An email invite will go out to the user you selected.  You have the option of adding a custom message but it is not mandatory.

sharing 5

As an example, user Caison, Brent was selected with “Can View” options.  Click “Share” and the user is sent the invite.

sharing6

Get Link Functionality

There are 3 “Get Link” options available for files and folders.

  • Restricted Link – Creates a web link (URL) that allows direct access to the file or folder.  The file or folder can only be opened by specific people based on how you have shared it.
  • View Link – Creates a web link (URL) that allows anyone with an Onyen to View, Copy or Download the file or folder.
  • Edit Link –  Creates a web link (URL) that allows anyone with an Onyen to Edit, Copy or Download the file or folder.Note: Microsoft has a Get Link option to create links for non Onyen accounts but that option has been disabled.
Warning!
It is recommended that you be very careful when using the View Link and Edit Link options, especially at the folder level.  Files and Folders linked using these methods are viewable to the entire campus and the inadvertent sharing of data is a strong possibility.

How To See If A Link Is Active

Select the radio button for the file or folder you wish to verify.  Then, select “Get Link” from the menu.

getlink1
Select the drop down for the first box (circled below).  Select the View Link option.

getlink4

In the screenshot below, note that all 3 types of links have been previously created.  Circled in red for illustration.

getlink10

To Create, View Or Remove A “Restricted Link”

Select the radio button for the file or folder you wish to modify.  Then, select “Get Link” from the menu.

getlink1

In the screenshot below, note that the default view is Restricted Link.

The web link for directly accessing the file or folder is presented in the second box.  Note that the link may extend past the length of the box.

You can copy the web link and share it with people you have granted access.

Click Close to exit.

getlink3

To Create, View Or Remove A “View Link”

Select the radio button for the file or folder you wish to modify.  Then, select “Get Link” from the menu.

Select the drop down for the first box (circled below).  Select the View Link option.

getlink4

Click Create

getlink5

Note the new box with the web link.  You can copy the web link and share it with people that have an Onyen.

You can click the “REMOVE” link to make the web link inactive.

Click Close to exit.

getlink6

If you use the Remove link above, you will see this dialog box.

Click “Remove Link” or Cancel.  You can recreate the link later if needed.

getlink9

To Create, View Or Remove An “Edit Link”

Select the radio button for the file or folder you wish to modify.  Then, select “Get Link” from the menu.

Select the drop down for the first box (circled below).  Select the Edit Link option.

getlink4

Click Create

getlink7

Note the new box with the web link.  You can copy the web link and share it with people that have an Onyen.

You can click the “REMOVE” link to make the web link inactive.  Click Close to exit.

getlink8

If you use the Remove link above, you will see this dialog box.

Click “Remove Link” or Cancel.  You can recreate the link later if needed.

getlink9

Viewing Sharing of a File or Folder

To view or modify sharing for a file or folder, select the radio button for the object and then select the “Share” icon.

sharing1

A new pop up window appears:

sharing3

Select “Shared with” (circled in the screenshot above) to change the view:

sharing4

Note that the user Caison, Brent has the “Can Edit” permission.

Removing Existing Sharing of a File or Folder

To remove a user’s permissions, follow the Viewing Sharing instructions above then select “Advanced” to see this new view:
Click the radio button for the user you wish to remove then click the “Remove User Permissions” icon.  Shown below:

shared3

Click OK on the pop-up window and then close the browser tab:

shared4

Recycle Bin

Open the Recycle Bin to view/restore files or folders you have previously deleted.

Select the Recycle Bin link (circled in red below):

recycle1

Here is the Recycle Bin view:

recycle2

Right-click on a file or folder.  You get the option to Delete, Restore or get Details.

recycle3

If you choose to Delete, you will be prompted to make sure you want to remove the file from your Recycle Bin.  This is NOT a recommended action.

recycle4

If you choose to Restore, you will be NOT be prompted.   The file will be restored.

If you choose to Details, the view changes to add an information pane on the right side of the browser.

You can close the information pane by clicking the Information icon near the top right corner of the browser (circled below).

recycle6

Click the Files link (circled below) to return to the Files view of OneDrive.

recycle7

It is STRONGLY recommended that you do USE this feature, use with CAUTION.  See the Introduction section below for more detail.  Please consult with your local IT support for guidance. If you do enable the synchronization of sensitive data, your computer MUST meet the UNC-Chapel Hill Information Security Controls Standard.

Introduction

Microsoft offers a synchronization client called Microsoft OneDrive. The client allows you to synchronize files between Office365 and your computer. It is STRONGLY recommended that you do NOT use this feature unless you have a strong business reason for doing so. Here are a few good reasons to be cautious when using the synchronization feature:

  • The current version of the application works better than previous versions BUT most users ran into issues where the synchronization stops working. Generally, the user is unaware that synchronization has failed and their file systems get into an inconsistent state leading to lots of confusion.
  • Sensitive Data is allowed to be stored in Office365. If you synchronize sensitive data to your computer, special requirements must be met. To review these requirements, please see the UNC Chapel Hill Information Security Controls Standard.
  • There are concerns that users may try to synchronize a group, file or folder not realizing that it contains sensitive data.
  • The storage allocations in Office 365 can be large. If you choose to synchronize large amounts of data, you can fill up your local hard drive. If you do choose to synchronize, select just the files and folders you wish to synch – not all files and folders.
  • CAUTION: If you enable local synch and then delete the local files, they will be deleted in Office 365.

Based on these concerns, the University implementation of Office365 DISABLES synchronization of OneDrive for Groups document libraries. Group owners have the ability to re-enable this feature if needed. Please see this help document for instructions.

Synchronization is available by default for OneDrive for Individuals.

How do I enable Synchronization for individuals?

Windows

Open OneDrive. See the OneDrive Getting Started help document if you need instructions.
Click the Sync link on the menu bar (circled below).

s1

If your local client is already configured for synchronization, you will see the list of files and folders you are currently synchronizing.  You can modify the settings if desired.

s15

If the client is not installed, you will see the following pop up window.
Click the link “get the latest version of OneDrive” (circled below).

s3

Save the file.  This view may be different depending on your browser.

s5

Open your Downloads folder and run the OneDriveSetup.exe file that was just downloaded.

s7

Note: You must have administrative privileges on your computer to perform this installation.  If your account does not have administrative privileges, you will be prompted to provide alternate credentials for the installation.  Please contact your local IT support if you do not have permissions to continue.

You should now see an installation progress window.

s8

Enter your user information in the box circled below.  It will be in the form:
onyen@ad.unc.edu (replace the word onyen with your actual onyen).
Click Sign in.

s9

Click the password box (circled below).  The page will redirect to a new window.

s10

Finally!  Enter your password and click the Sign in button (circled below).

s11

The setup wizard for configuring your OneDrive folder is shown.  Click Next (circled below).

s12

WARNING: The default setting is to synchronize all of your files and folders.  It is recommended that you uncheck the Sync all files settings and select just those folders and files you need.
Note the checkboxes circled in red below.  Uncheck the files and folders you do not want to synchronize.

s13

The wizard is complete.  You can click the “Open my OneDrive…” link (circled below) or just close the window.

s14

A new window will open showing you your local explorer view of the files you have selected to synchronize.
Note the new OneDrive entry under Favorites (circled below).

s16

How do I enable Synchronization for a OneDrive for Groups site?

Open the appropriate OneDrive Group you wish to synchronize.  Review notes at the beginning of this document if you need help getting started.

If the group has been configured to allow synchronization (it is disabled by default) – select the “Sync” link in the menu (circled below).  If the “Sync” link does not appear, see this link for help configuring this feature.
s17
Follow the instructions above for OneDrive for Individuals to take you through the rest of the configuration steps.

Managing configuration of the OneDrive client

After you have installed the application and configured synchronization following the steps above, you can manage the configuration from the Microsoft OneDrive application on your client machine.
In your Windows Explorer systems tray (bottom right corner of your screen), you should have a blue cloud icon (circled below).
If the cloud is not displayed, open the Microsoft OneDrive application under All Programs and it should then show up.s21 Right-Click the cloud icon to see the application options.s22

  • Open your OneDrive – University of North Carolina at Chapel Hill folder
    • Opens your local folder that is being synchronized with Office 365.
  • View Online
    • Shows the office.unc.edu online view of Office 365 that is being synchronized locally.
  • View Sync problems
    • Shows any synchronization errors
  • Manage storage
    • Presents a web view of your Office 365 files and folders and their relative sizes.
  • Help Topics
  • Report a problem
  • Pause/Resume synching
    • Allows you to pause or resume synchronization.
  • Settings
    • Defaults to the Account tab in a new window.  Note the links (circled below).
    • s32
    • Add an account
      • Allows you to configure a new Office 365 account to synchronize with.  Follow steps above for configuration.
    • Manage Storage
      • Same behavior as manage storage above.
    • Unlink this PC
      • Allows you to stop synchronization.   A copy of the files will be left on the local PC.
    • Choose folders
      • Allows you to modify the OneDrive files and folders you are synchronizing.
    • Stop Sync
      • Allows you to stop synchronization.   A copy of the files will be left on the local PC.

How do I access my synchronized files and folders?

Open the “computer” view on your PC.  You can access it from the start menu.

s16

Mac

Open OneDrive. See the OneDrive Getting Started help document if you need instructions.
Click the Sync link on the menu bar (circled below).

1-Mac-OneDriveSync-SyncButton

If your local client is already configured for synchronization, you will see the list of files and folders you are currently synchronizing. You can modify the settings if desired.

2-Mac-OneDriveSync-FolderSelection

If the client is not installed, you will see the following pop up window.
Click the link “get the latest version of OneDrive” (circled below).

3-Mac-OneDriveSync-Browser

Launch the App Store. Click Open Link button.

4-Mac-OneDriveSync-LaunchApp

Once the App Store opens, click on Get button.

5-Mac-OneDriveSync-Get

Click on the Install App button.

6-Mac-OneDriveSync-InstallApp

Note: You must have administrative privileges on your computer to perform this installation. If your account does not have administrative privileges, you will be prompted to provide alternate credentials for the installation. Please contact your local IT support if you do not have permissions to continue.

When prompted enter your Apple ID and Password.

6a-Mac-OneDriveSync-AppleID

Click the Open button.

7-Mac-OneDriveSync-Open

Enter your user information in the box circled below. It will be in the form:
onyen@ad.unc.edu (replace the word onyen with your actual onyen).
Click Sign in.

8-Mac-OneDriveSync-Setup

Click the password box (circled below). The page will redirect to a new window.

9-Mac-OneDriveSync-365FedLoging

Finally! Enter your password and click the Sign in button (circled below).

10-Mac-OneDriveSync-UNCLogin

Choose which folders you want to synchronize or create a folder. Click the Choose OneDrive Folder Location button.

11-Mac-OneDriveSync-ChooseFolder

The setup wizard for configuring your OneDrive folder is shown. Click Next (circled below).

12-Mac-OneDrive-folder

WARNING: The default setting is to synchronize all of your files and folders. It is recommended that you uncheck the Sync all files settings and select just those folders and files you need.
Note the checkboxes circled in red below. Uncheck the files and folders you do not want to synchronize.

13-Mac-OneDriveSync-Check

The wizard is complete. You can click the “Open my OneDrive…” link (circled below) or just close the window.

Note: The checkbox Open at login so my files sync automatically can be checked.  This will start OneDrive when you login.

14-Mac-OneDriveSync-Open

A new finder window will open showing you your local view of the files you have selected to synchronize.
Note: The new OneDrive entry under Favorites (highlighted below).

15-Mac-OneDriveSync-UNCFolder

How do I enable Synchronization for a OneDrive for Groups site?

Open the appropriate OneDrive Group you wish to synchronize. Review notes at the beginning of this document if you need help getting started.

If the group has been configured to allow synchronization (it is disabled by default) – select the “Sync” link in the menu (circled below). If the “Sync” link does not appear, see this link for help configuring this feature.s17Follow the instructions above for OneDrive for Individuals to take you through the rest of the configuration steps.

Managing configuration of the OneDrive client

After you have installed the application and configured synchronization following the steps above, you can manage the configuration from the Microsoft OneDrive application on your client machine.
In your Menu Bar (Top right corner of your screen), you should have a black cloud icon (circled below).If the cloud is not displayed, open the Microsoft OneDrive application under Applications Folder and it should then show up.16-Mac-OneDriveSync-CloudIcon

Right-Click the cloud icon to see the application options.

17-Mac-OneDriveSync-AppOptions

  • Open your OneDrive – University of North Carolina at Chapel Hill folder by clicking on the folder icon or gear icon.
    • Opens your local folder that is being synchronized with Office 365.
  • Report a problem
  • Preferences
    • Defaults to the General tab in a new window.
      19-Mac-OneDriveSync-General

      • Hide Dock icon
        • Allows you to hide the icon from showing on the dock.
      • Open at Login
        • Opens the OneDrive client when you log in.
      • Display notifications when people share with me or edit my files.
        • This will notify you when people share items with you or when they edit items you have shared with them.
    • Account tab.  Note the links (circled below).
      20-Mac-OneDriveSync-Account
    • Add an account
      • Allows you to configure a new Office 365 account to synchronize with. Follow steps above for configuration.
    • Manage Storage
      • Same behavior as manage storage above.
    • Unlink this PC
      • Allows you to stop synchronization. A copy of the files will be left on the local PC.
    • Choose folders
      • Allows you to modify the OneDrive files and folders you are synchronizing.
    • Stop Sync
      • Allows you to stop synchronization. A copy of the files will be left on the local PC.

How do I access my synchronized files and folders?

Open the “Finder” Window then click on the Applications folder. Then click on the OneDrive icon which will open the OneDrive client if it does not open automatically at login.

Mac-OneDriveIcon

Or if the OneDrive client is running you can click on “OneDrive -University of North Carolina at Chapel Hill“.

21-Mac-OneDriveSync-Finder

Office 365 Groups are the backbone of group work within Office 365. Office 365 Groups is a membership service you can use to manage group members and leverage many of the Office 365 applications. Microsoft Teams and many other applications within Office 365 are built on top of an Office 365 Group, so when a new Team is created, a Group space is as well. Note that an email address is also created – Office 365 Groups are mail-enabled.

An Office 365 Group comes with many features. The Office 365 Groups guide is a chart of all the features included and which applications you can use to create an Office 365 Group.

NOTE: An Office 365 Group is different than a distribution list, listserv, and shared mailbox. For more information about the differences, see the links below:

Learn about Office 365 Groups
What to create: Office 365 groups, shared mailboxes, security groups, and distribution lists

Create a new Office 365 Group:

There are several ways an Office 365 Group can be created. We recommend creating a Group via Teams, Individual OneDrive, or Outlook.

You can find Teams in the waffle at office.unc.edu. You can use the web app or download a desktop client when you open Teams.

Instructions for creating a new Team can be found here.

Here’s information on choosing which Team type fits your needs: Choose a Team type

(If you wish to use Outlook to create a Group, click here for instructions.)

Once a Team is created, you can use the Teams application for group work or you can use the Group site if you’d rather use the traditional view of a Group site for document storage. To access the Office 365 Group site, navigate to OneDrive (office.unc.edu). On the left-hand side of your Individual OneDrive homepage, you will see Groups you are a member and/or owner of. Click on the colored Group icon for the Office 365 Group site you would like to open.

OneDrive_group_screenshot

Office 365 Group settings

An Office 365 Group has certain settings in place by default.

  • Only Group members can send email messages to an Office 365 Group. This setting is to reduce the amount of phishing messages sent to Office 365 Groups. If you need a Group to be open so that non-members can send emails to the Group mailbox, you can either contact the ITS Service Desk or send an email to office365@unc.edu and request that non-members be allowed to email the Office 365 Group you would like to open. NOTE: This setting has to be changed per Group, not per Group owner.
  • Private Office 365 Groups will not be published to the GAL (Global Address List), which means they will not be searchable in Outlook. All public Groups are published to the GAL. If you have a private Group and need it to remain private, but want it published to the GAL, please email office365@unc.edu to request this exception.
Caution: The use of public Office 365 Groups and Teams is recommended only for certain use cases. If a Group or Team is public, anyone with an Onyen has the ability to see the Group’s data and join the Team. We recommend using private Groups and Teams unless you want anyone at UNC to be able to interact with your Group and Team.

There are 2 types of Office 365 Groups and Teams, private and public.  Content in a public Group can be seen by anybody with an Onyen, and anybody with an Onyen is able to join the Group and Team. Content in a private Group can only be seen by the members of the Group and Team. People who want to join a private Group and Team have to be approved and added by a Group owner. It is STRONGLY recommended that you use PRIVATE Groups and Teams to minimize the chances of inadvertent sharing.  Sensitive data is NOT permitted in PUBLIC Groups and Teams.

How to see if your Group and Team is public or private

NOTE: You can see and change Group settings within Outlook. Click on the Group you wish to work with and in the ribbon, you will see an option for Group settings. You can alter several options within the pane, such as private vs. public and whether you would like people outside of UNC to be able to email the Group.

Below you will see how to navigate these settings within the Group space accessible via OneDrive or SharePoint.

Navigate to the Office 365 Group you wish to verify in OneDrive or SharePoint.  In the line just below the name of the Group, it will say either Private Group or Public Group.
Circled in red in the example below:

private

How to convert an existing Group and Team to public or private

Navigate to the Office 365 Group you wish to verify.  Near the top right of the window, click the word members (circled in red below):

private2
You will be taken to a new view that shows you the members of the Group you are working on.

Note: you should see your Group name at the top of the form (circled in yellow below).  If the view is different, select your appropriate Group from the list displayed in the left hand column under Groups.
One you have the appropriate Group, click the ellipsis (…) menu icon near the top right of the page then select “Edit Group“.  Both are circled in red in the example below:

private4

A new panel will appear on the right-hand side of the screen.  Select the drop-down arrow under the Privacy section to see the public and private Group options.  Click the one you prefer and then select save at the top of the panel.  Both are circled in red in the example below:

private5

Office 365 Group “owners” have the ability to manage group membership. By default, the user that created a Group is its owner. The Group owner has the option to assign other users as owners.

How to view/manage Group membership

Navigate to the Office 365 Group you wish to view. Click the square box next to the Office 365 Group name to take you to the home site for the Group (circled in red below):

b1

Click the “members” link near the top right of the screen (circled in red below):

b2

A new “Group membership” popup window will slide in from the right.

b3

To modify the permissions of the existing users, select the down arrow next to their name.
You will see 3 options.  In the example below, the user is an owner of the Group signified by the check mark.
You can make them just a member or delete them by changing the option.

b4

To add a user, click the “Add members” box.  Enter the name of the user.  You will see a list of possible matches.  Select the appropriate user and click “Save”.

b5

 

 

How to delete a Group

WARNING: When Office 365 Groups and associated content are deleted they are completely deleted.  The Group, Team space, document library, email address, and any other associated data can only be recovered for 30 days after deletion. If you deleted an Office 365 Group by mistake, send an email to office365@unc.edu to request that the Group be restored.  *Please exercise caution when deleting Office 365 Groups.*

Office 365 Group “owners” have the ability to delete a Group.  By default, the user that created a Group is its owner.  The Group owner has the option to assign other users as owners. If you delete a Group, the Group and all of its associated data are NOT recoverable after 30 days.

Connect to https://office.unc.edu through your web browser.  Select the “Mail” icon (circled in red below):

In the left-hand navigation menu, select the Office 365 Group you wish to delete.  As an example, “ITS Office 365 Demo” is selected (circled in red below):

In the upper right corner, select the ellipsis (…) – circled in red below:

The menu will expand as shown below.  Select “Edit Group”:

The menu expands on the right hand of the screen.  Select “Delete Group” (circled in red below):

You will get a confirmation pop up screen.  Be sure to read the impacts of the Group deletion.
Click the checkbox saying you understand and click “Delete” (both circled in red below):

How do I enable syncing for a Group OneDrive space?

Microsoft offers a synchronization client for Group OneDrive.  The client allows you to synchronize files between Office365 and your computer.  It is recommended that you only use this feature if you have a strong business reason for doing so.  Here are a few good reasons for being cautious about syncing:

  • The current version of the application works better than previous versions BUT some users run into issues where the synchronization stops working. Generally, the user is unaware that synchronization has failed and their file systems get into an inconsistent state leading to lots of confusion.
  • Sensitive Data is allowed to be stored in Office365. Read through the Sensitive Information Guidelines for more information. If you synchronize sensitive data to your computer, special requirements must be met. Please see the UNC Chapel Hill Information Security Controls Standard to review these requirements.
  • There are concerns that users may try to synchronize a group, file or folder not realizing that it contains sensitive data.
  • The storage allocations in Office 365 can be large.  If you choose to synchronize large amounts of data, you can fill up your local hard drive.  If you do a sync, select just the files and folders you wish to sync – not all files and folders.
  • If you enable local sync and then delete the local files, they will be deleted in Office 365.  BE CAREFUL.

Based on these concerns, the University implementation of Office365 DISABLES synchronization of Group OneDrive document libraries.  Group owners have the ability to re-enable this feature if needed.

Group OneDrive has an option to enable/disable file and folder synchronization at the document library level.  There is a default “Documents” library that is automatically created when new Office 365 Groups are created.  In our campus implementation, file and folder synchronization for document libraries is DISABLED by default.

How do I determine if synchronization is enabled?

Open the OneDrive files view for the Office 365 Group you wish to modify.  See the OneDrive Getting Started help document if you need instructions.
If synchronization is ENABLED, you should see the Sync link on the menu bar (circled below).

synch9

How do I enable/disable synchronization for document libraries?

Note: You must be a Group “owner” to make this change.

Open the OneDrive files view for the Office 365 Group you wish to modify.  See the OneDrive Getting Started help document if you need instructions.
Near the top of the window, click the square box next to the name of your Group (circled in the screenshot below).  This will open the home page for your Group.

synch1

Click the “Gear” icon near the top right and then select Site settings (both circled below).

t1

Click the “Search and offline availability” link (circled below).

t2

Under the Offline Client Availability section (circled below), select “Yes” to enable the sync feature, “No” to turn off the feature.  Note our default is “No”.
The click OK to save your change.

t4

Introduction

Microsoft Teams is one of the applications offered as part of the Microsoft Office 365 Collaboration Suite. The service is available to faculty, staff, and students.

What are Teams?

Teams is a single application that brings together your team’s conversations, meetings, files, and notes to facilitate collaboration. Microsoft has published a lot of helpful content to help get you started:
https://support.office.com/en-US/Teams

How do I access Teams?

Access Teams from your web browser: http://office.unc.edu.
Click the Teams icon (circled in red below). The Teams application will open in your browser. At the top of the application you will see an option to Download the desktop application. We recommend downloading it if you like to have the application open on your computer at all times.

t1

If you are not a member of any Teams, you will see this welcome screen:

t3

If you are a member of a Team, the view changes slightly.  Your Teams will be listed.  Example circled in red:

t2

How are Teams and  Office 365 Groups related?

An Office 365 Group is the membership management service for a Team.  All Teams must have an Office 365 Group but Groups do not require Teams.  It is suggested that you create a Team to add the additional functionality available to an Office 365 Group.

How do I add a Team to an existing Group?

Note: You must be an owner of an Office 365 Group in order to create the associated Team.

Access Teams from your web browser: http://office.unc.edu.
Click the Teams icon (circled in red below)

t1

Click the “Join or create a Team” link near the bottom left of the screen (circled in red below)

t6

Hover over the “Create a team” section (circled in red below)
t7
The image will change and present a new button called “Create Team”. Click the button (circled in red below)
t8
Click the “Create a Team from an existing Office 365 Group” link near the bottom of the page (circled in red below)
t9
Select the appropriate Office 365 Group and then click the “Choose team” button (both circled in red below)
t10
The new Team has been created and will show up in your Teams view.

SharePoint is one of the applications offered as part of the Microsoft Office 365 Collaboration Suite. The service is available for faculty, staff, and students.

Please Note:  The default storage quota for a SharePoint site is 2 GB. More space can be provided as needed, please submit a ticket to the ITS Service Desk to request more space.

To login to SharePoint, go to http://adminliveunc.sharepoint.com.

  • You will see the Microsoft federated log in site.
  • For the username, please enter your_onyen@ad.unc.edu.
  • Press Enter on your keyboard or click on Sign In.
    MSFederation
  • This will redirect to a University of North Carolina at Chapel Hill log in site.
  • The email address you entered will auto-populate in the appropriate field.
  • Please enter a password, then click on Sign In.

Frequently Asked Questions

In order to obtain a brand new SharePoint site please contact the ITS Service Desk by visiting https://help.unc.edu/servicedesk.
Each site’s URL is as follows’https://adminliveunc.sharepoint.com/sites/depts/site_name‘.

Training Resources:

What is SharePoint?

SharePoint search

Version history

Add metadata to a document library

Navigation elements

Uploading a document

Deleting and recovering documents

Configuring views

Edit document in SharePoint Online

The video below requires you to log in with your onyen and onyen password. Please visit https://software.sites.unc.edu/lynda document for more details.

SharePoint Online essential training

For additional information about SharePoint, you can also always contact the ITS Service Desk at https://help.unc.edu/servicedesk.

The applications below are part of the Office Online selection of applications. This is a sub-set of the applications available as part of Office 365. All of the Office Online applications are available by going to office.unc.edu and clicking the application icon (referenced as the waffle icon).

Key
This application is available for specified roles, supported, and able to perform all of the functions very well, with few or no issues.
This application is available to some specified roles and has limited support of some basic functions.
This application is not available for the specified role.
Application Description Faculty/Staff Student

 365OneNoteOneNote

Take a quick note before you forget it. Share your meeting notes so everyone is on the same page. Organize all your class notes and ace that exam. OneNote is a digital notebook. Whether you’re at home, in school, or in the office, use OneNote to take notes wherever you go. And OneNote automatically saves and synchronizes your notes so you can focus on your thoughts and ideas.

Click here to learn more.

365ClassNotebookClass Notebook

The OneNote Class Notebook is an app that helps you set up OneNote in your class. This app will create a class notebook, which includes three types of sub-notebooks:

  • Student Notebooks— private notebooks that are shared between each teacher and their individual students. Teachers can access these notebooks at any time, but students cannot see other students’ notebooks.
  • Content Library— a notebook for teachers to share course materials with students. Teachers can add and edit its materials, but for students, the notebook is read-only.
  • Collaboration Space— a notebook for all students and the teacher in the class to share, organize, and collaborate.

Click here to learn more.

365 Outlook iconOutlook

Your online mailbox in Office 365. Access email, contacts, and shared calendars anywhere.

Click here to learn more.

365CalendarCalendar

Add meetings, appointments, and other events to your calendar in Outlook Web App and track and share with others.

Your calendar in Outlook Web App lets you create and track appointments and meetings. You can create multiple calendars, link to other people’s calendars, and even share your calendar with other people in your organization.

Click here to learn more.

365WordWord

With Word on your PC, Mac, or mobile device, you can:

  • Create and format your document with Themes.
  • Review work with Track Changes.
  • Polish your words with proofing tools like Editor.
  • Save to OneDrive, to access your documents from your computer, tablet, or phone.
  • Share your work to chat, comment, and collaborate with others, wherever they are.

Click here to learn more.

365PwrPntPowerPoint

With PowerPoint Online you can create presentations right in your browser. Create and save your presentations in your OneDrive space, and edit and share them online. You don’t need any additional software and you don’t have to install anything.

Click here to learn more.

365ExcelExcel

Excel 2016 makes it easy to crunch numbers. With Excel, you can streamline data entry with AutoFill. Then, get chart recommendations based on your data, and create them with one click. Or, easily spot trends and patterns with data bars, color coding, and icons.

Click here to learn more.

365OneDriveOneDrive

With OneDrive, you can:

  • Create documents on your computer and edit them on your laptop, tablet, or phone.
  • Share files and photos with others.
  • Collaborate on Office documents with co-workers.
  • Get to your files and photos from anywhere, on any device.

Click here to learn more.

Skype for Business is a chat-based application available to UNC. You can have one-on-one conversations, group chats, and A/V conferencing options for online meetings. Skype for Business functionality is being moved into the Teams app, and will be retired in the next few years by Microsoft.If you have not used Skype for Business before, check out Teams at office.unc.edu for many of the features you get with Skype for Business.

Visit the Skype for Business help center to get started.

Frequently Asked Questions

How do I remove cached credentials?

Open the Skype for Business client.
Sign out of Skype – Click on the status drop-down menu and select “Sign Out” (circled in red in the example below).

 

Delete your cached credentials – Click “Delete my sign-in info” (circled in red below).
Sign back into Skype – Enter your Sign-in address in the form of your onyen@ad.unc.edu.  Then click the “Sign In” button.
Both are circled in red in the example below:
Enter your password and click “Sign In”.

How do I set-up dial-in or PSTN conferencing?

There is annual service charge for this service, please visit Software Acquisitions Office Microsoft Products page for more details and to be able to place the order.

Instructions

The following is a step by step process to add PSTN conferencing to a Skype meeting.  Here we will use the Outlook Web App (Heelmail.unc.edu).  The Outlook desktop client may look only slightly different.

The following will be a step by step process to add PSTN conferencing to a skype session.  The outlook web app (Heelmail.unc.edu) and outlook are slightly different.

Outlook Web App Process (Heelmail.unc.edu)

  1. Open your outlook calendar and select the day from the month you would like for the Skype meeting.
  2. Right click the day of the meeting and select “New”.
  3. Enter the details of the meeting including the name of the meeting, location, start date and time and meeting stop date and time. All day and Private are options as well.  Other controls for the meeting can be set too like Repeats if the meeting will be a regularly scheduled meeting along with reminders for the meeting.  Additional notes about the meeting can be entered in to the text box below the details.
  4. To Add the Skype option to the meeting click on the tab at the top labled “Skype Meeting” and then “Add Skype Meeting” .
  5. The Conference Phone number and the conference ID will auto populate in the text box of Outlook. This is part of having the license.  Note:  the Conference ID will differ from meeting to meeting.
  6. Adding attendees to the Skype meetings easily done through the “People” field. The Attendees onyen, last name, first name, email or parts there of will search names of attendees you want to add to the meeting.
  7. Hit the  “Send” tab  to send out the invite to the meeting.
  8. Finally we see our meeting appear in the outlook calendar.

Outlook Client on the desktop

The following will be a step by step process to add PSTN conferencing to a Skype session.  The outlook client is slightly different that the web app.

  1. While in the Outlook Calendar tab select the “New Skype Meeting” tab.
  2. In the “To” field add the onyen or email of those you want to attend the Skype meeting. Fill in the rest of the details for date and time. The Phone number and Conference ID will auto populate for the skype meeting.  Hit the send button to complete the meeting.

Microsoft Project is a project management tool available to faculty and staff at UNC-Chapel Hill. With Project, you can:

  • Create project plans, gantt charts, etc.
  • Manage team members and resources
  • Manage project timelines and schedules
  • Manage budgets and create reports

Microsoft’s help center is a great resource for getting started with Project.

Below describes the installation of Microsoft Project 2016 for Office 365 ProPlus. Please check your version of Office as described here to ensure you have Office 365 ProPlus before proceeding.

You must have completed an order for Microsoft Project 2016 with our Software Acquisition Office for this installation to be available to you.

1. Log in to http://office.unc.edu by entering your onyen@ad.unc.edu and your onyen password.

 

2. Click on “Other Installs”, which is beneath the “Install Office 2016” button in the top right of the screen.

 

3. On the Software page, locate “Project” along the left side of the screen. If you do not see Project listed here, please check with our Software Acquisition Office to ensure your order was completed and the license for the software was assigned to your account.

 

4. The Microsoft Project 2016 logo will be on the next screen along with install information. At the bottom, click the “Install” button.

 

5. A pop up window will appear and say “Just a few more steps…” Along the bottom just above the task bar, click on the “Save” button.

 

6. Next, click on the “Run” button.

 

7. Click on “Yes” on the following prompt to allow the app to make changes.

 

8. You will see the following as Office prepares to install.

 

9. In the lower right of the screen in the taskbar, you should see an orange Windows Office logo. If not, click on the carrot “^” also known as the “show hidden icons” button to find it. After doing so, an install status will appear.

Note: On Windows 7 machines the carrot ”^” is a triangle in the same general area.

 

10. After the Install of Microsoft Project 2016 is complete, click on the “close” button and launch Microsoft Project 2016 from the Start Menu. You may need to do a search within the Start Menu to find Microsoft Project.

11. Finally, click on the “Accept” button to agree to the Microsoft Office license Agreement.

Microsoft Visio is a workflow and process design tool available to faculty and staff at UNC-Chapel Hill. With Visio, you can:

  • Create flow charts, timelines, workflow process maps, organizational charts, etc.
  • Connect diagram elements directly to their data sources to keep the chart up-to-date.

Microsoft’s help center is a great place to get started with Visio.

Below describes the installation of Microsoft Visio 2016 for Office 365 ProPlus. Please check your version of Office as described here to ensure you have Office 365 ProPlus before proceeding.

You must have completed an order for Microsoft Visio 2016 with our Software Acquisition Office for this installation to be available to you.

1. Log in to http://office.unc.edu by entering your onyen@ad.unc.edu and your onyen password.

 

2. Click on “Other Installs”, which is beneath the “Install Office 2016” button in the top right of the screen.

 

3. On the Software page, locate “Visio” along the left side of the screen. If you do not see Visio listed here, please check with our Software Acquisition Office to ensure your order was completed and the license for the software was assigned to your account.

 

4. The Microsoft Visio 2016 logo will be on the next screen along with install information. At the bottom, click the “Install” button.

 

5. A pop up window will appear and say “Just a few more steps…” Along the bottom just above the task bar, click on the “Save” button.

 

6. Next, click on the “Run” button.

 

7. Click on “Yes” on the following prompt to allow the app to make changes.

 

8. You will see the following as Office prepares to install.

 

9. In the lower right of the screen in the taskbar, you should see an orange Windows Office logo. If not, click on the carrot “^” also known as the “show hidden icons” button to find it. After doing so, an install status will appear.

Note: On Windows 7 machines the carrot ”^” is a triangle in the same general area.

 

10. After the Install of Microsoft Visio 2016 is complete, click on the “close” button and launch Microsoft Visio 2016 from the Start Menu. You may need to do a search within the Start Menu to find Microsoft Visio.

 

11. Finally, click on the “Accept” button to agree to the Microsoft Office license agreement.

Planner is one of the applications offered as part of the Microsoft Office 365 Collaboration Suite. The service is available to faculty, staff, and students.

Planner is a simple and lightweight task management tool. In Planner you can do the following:

  • Create plans and assign tasks to team members.
  • Customize your tasks into boards based on category, person, milestone, etc.
  • Keep track of your team’s progress with simple charts and a project calendar.

Here is a link to Microsoft’s Quick Start guide to help get you started.

Stream is one of the applications offered as part of the Microsoft Office 365 Collaboration Suite. The service is available to faculty, staff, and students.

Stream is a video streaming service, where you can upload, view, and share videos with others at UNC-Chapel Hill.

Microsoft’s FAQ is a great place to get started with Stream.

Yammer is one of the applications offered as part of the Microsoft Office 365 Collaboration Suite. The service is available to faculty, staff, and students.

Yammer is an enterprise communication and social networking tool. You can create Office 365 Groups in Yammer to manage membership of a group for specific topics or interests.

At UNC all faculty, staff, and students are in the same Yammer network. This allows for easy collaboration and communication across the network. The groups you create in our Yammer network are easy for others at UNC to join.

Microsoft’s help center is a great place to get started with Yammer.

 

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