Services Course Set Up a Student Group Project Participant Guide

2 Set Up a Student Group Project Practice Example 2: Set Up A Student Group Project There are many ways to use services to help you improve communication and collaboration with students, parents, other faculty, and your school. During this exercise you will learn how to use a range of services to help complete a common scenario. Specifically you will learn how to setup a student group project using Outlook Live, Windows Live SkyDrive, and Office Web Apps. Remember you can use other combinations of services, so take the time to see what works best for you.

3 Set Up a Student Group Project For Best Results The suggested requirements for a successful practice session are: A number of Microsoft Office documents (Word, Excel, and PowerPoint) in the Office Open XML file format (.docx,.xlsx,.pptx). An Office Open XML file format-compatible version of Microsoft Office installed on your computer. This could be Office 2007, 2010, or older versions that support the Microsoft Office Compatibility Pack. 5 to 10 contacts in your Outlook Live Contacts folder.

4 Set Up a Student Group Project Practice Steps 1. Create & Share a Group Contact Create & Share a Group Contact 2. Organize a Group Meeting Organize a Group Meeting 3. Create & Share a Group Folder Create & Share a Group Folder 4. Work Together on Shared Files Work Together on Shared Files

Objective: Create a Group contact in your Contacts folder to facilitate communication between the teacher and student group members.

6 Set Up a Student Group Project Sign In to Outlook Live Open your browser and navigate to your school portal… or …enter Enter your Windows Live ID and password and click Sign in.

7 Set Up a Student Group Project Create a Group Contact Click Contacts in the Navigation Menu. Click the New drop-down arrow list. Click Group.

8 Set Up a Student Group Project Create a Group Contact (continued) In the Group Name field, enter the name of your group. Click Members to browse your personal Contacts folder or the Global Address List. Remember: The Global Address List contains everyone with the same domain as you

9 Set Up a Student Group Project Create a Group Contact (continued) Click on a contact and then click Members. The Members of the Group will be displayed at the bottom of the screen. Repeat this step until you have all the new members for your Group. Click OK. To add the selected contacts to your group, click Add to Group. Click Save and Close.

10 Set Up a Student Group Project Create a Group Contact (continued) The group will appear in your Contacts. The group will have an icon beside it indicating it is a group. To share the Group Contact with the rest of the group members, right-click it and select Forward as Attachment. Recipients can open the attachment, then click Save and Close to save it to their own Contacts folder.

Objective: Invite group members to a regularly recurring review and advisement meeting.

12 Set Up a Student Group Project Create a Meeting Request Click Calendar in the Navigation Menu. Click the New drop-down arrow list. Click Meeting Request.

13 Set Up a Student Group Project Create a Meeting Request (continued) Enter the Group Contact name in the To field. Enter a meeting name in the Subject field. Enter the meeting location in the Location field. You may also browse for a location from the Global Address List (if available) Enter the Start Date/Time and End Date/Time. Enter a reminder for the meeting.

14 Set Up a Student Group Project Set the Meeting Request to Recur Click the Recurrence icon in the meeting request toolbar. Select the frequency and days you want the meeting to recur. Determine how long you want the meeting to recur (or set No end date). Click OK.

15 Set Up a Student Group Project Send the Meeting Request Click Send. The recurring meeting will now be displayed in your Calendar.

Objective: Create a group folder to store and edit project documents and files.

17 Set Up a Student Group Project Open a Windows Live SkyDrive Tab In your browser, click to open a new browser tab. Navigate to the Windows Live SkyDrive link on your school portal or enter

18 Set Up a Student Group Project Click the New dropdown menu. Click Folder. In the Name field, type a name for your new folder. Click Change.

19 Set Up a Student Group Project Leave the permission slider set to Me. Under Add additional people, type the address of the individuals you want to give access to the folder. Remember: Keep Outlook Live open in another browser tab for quick access to your Outlook Live contacts. Because Outlook Live is managed by the IT department within your school, Outlook Live and Windows Live contacts are not connected. You will add each group member individually; you cannot add a Group Contact in SkyDrive. As you add people, their names or e- mail addresses will appear below the name field. Use the dropdown menus to determine whether they have viewing rights or editing rights. When you’re finished adding people, click Next.

20 Set Up a Student Group Project Click Skip this if prompted to send an auto-notification. Click Share. Click Get a link. Click Copy. Click Allow access (if prompted). Paste the link into an Outlook Live message. Type the Group Contact in the To… field. Add a subject and message text, then click Send.

Objective: Co-author project documents in near real-time using Office Web Apps and Microsoft Office 2010.

22 Set Up a Student Group Project Co-authoring in Microsoft Office With co-authoring in Office Web Apps and Office 2010, multiple authors can edit a single document at the same time and stay in sync with each others' changes. SkyDrive-based Excel and OneNote files can be co-authored in the browser using Office Web Apps. SkyDrive-based Word and PowerPoint files can be co-authored using the Office 2010 client applications. Important: To complete this portion of the practice session, you will work with another person in your training group. Revisit the steps in the previous section to ensure that person has editing rights to your shared folder.

23 Set Up a Student Group Project Co-author Excel Workbooks in the Browser In the Class Project shared folder, click the New dropdown menu. Click Excel workbook. Type a name for the new file. Click Save.

24 Set Up a Student Group Project Co-author Excel Workbooks in the Browser (continued) The new Excel workbook will open automatically in the Office Web Apps edit mode.

25 Set Up a Student Group Project Co-author Excel Workbooks in the Browser (continued) To edit the file, type directly in the body of the workbook or use the tools available in the Ribbon. To see other users who are active in the workbook, click the status area in the bottom-right of the window. Any changes between users will save and update in near-real-time. Click X at the top-right to close Excel Web App.

26 Set Up a Student Group Project Co-author PowerPoint Presentations in Office 2010 (Optional) In the Group Project shared folder, click the New dropdown menu. Click PowerPoint presentation. Type a name for the new file. Click Save.

27 Set Up a Student Group Project Co-author PowerPoint Presentations in Office 2010 (Optional) The new PowerPoint presentation will open automatically in the Office Web Apps edit mode. Click Open in PowerPoint.

28 Set Up a Student Group Project Co-author Word/PowerPoint in Office 2010 (continued) Once in PowerPoint 2010, you will be notified when another user opens the PowerPoint presentation from SkyDrive. Click the co-authoring notification in the status bar to see all of the individuals working in the document. If you use Office Outlook for your client, you can click the names for additional communications options. To synchronize any changes, click the Save/Sync button. Close PowerPoint.

29 Set Up a Student Group Project View and Restore Document Versions Place your cursor on a document in the Group Project shared folder to reveal the file menu. Click More. Click Version History.

30 Set Up a Student Group Project View and Restore Document Versions (continued) Use the version list to browse previous versions of the document. Click the version you want to restore. Click Restore.

31 Set Up a Student Group Project Practice Steps: Review 1. Create & Share a Group Contact Create & Share a Group Contact 2. Organize a Group Meeting Organize a Group Meeting 3. Create & Share a Group Folder Create & Share a Group Folder 4. Work Together on Shared Files Work Together on Shared Files

32 Exercise I: Set Up a Student Group Project © 2009 Microsoft Corporation. All rights reserved. Active Directory, ActiveSync, Encarta, Forefront, Microsoft, Outlook, Windows, Windows Live, Windows Mobile, Windows Server, Windows Vista, SharePoint, Silverlight, SkyDrive, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.