P4, P5, P6

User Guide For Office 365

Welcome to the Office 365 user guide. In this guide you will learn how to:

• Access Your Email
• Open An Email
• Send An Email
• Add A Contact
• Attach A File
• Create A CC
• Make A Message "Urgent"

Access Your Email

Being able to access your email is the first step to any email service. if you cannot access your email, you will be unable to view your emails and notifications. Accessing your email is a simple 3 step process that once you get the hang of, becomes second nature. 

Step 1: First load up Office 365 by using a search engine such as Google to find it.

Step 2: Then enter your log in details (Email and password).

Step 3: Finally click the log in button, if all of your details are correct it should bring you to the homepage. If not, re-type your email and password making sure that the password uses upper case and lower case correctly.

Open An Email

Opening an email is one of the most important features of any email system. It allows you to view the contents of any email sent to your address. In fact with Office 365 you can instantly view your most recent email from the homepage.

Step 1: Once you have accessed your email, select an email to read from the homepage.

Step 2: The email you have chosen to read will now display.

Send An Email

Sending an email is the most useful function to any email system. They allow for large amounts of information to travel across the world without the cost of sending a letter. Emails are also virtually instantaneous, being able to send large emails in a second or two.

Step 1: Click the "New Mail" button located in the upper left corner.

Step 2: Enter your recipient (The person your sending the email to) into the "To" section.

Step 3: Enter a subject (What the email is about. This will be displayed before the email is opened) into the "Subject" section.

Step 4: Enter your desired message into the text section.

Step 5: Click the send button. Your email has now been sent to your desired person.

Add A Contact

Adding contacts is useful in Office 365. This is because it allows you to store multiple email addresses with customized names to make it easier to keep track of them. You can also use the contact book to select someone to send an email to, negating the need to type in an email address.

Step 1: Click the "People" tab located at the top of the screen.

Step 2: Click the "New" Button to add a new contact.

Step 3: A box will appear. Select the "Create Contact" option.

Step 4: Enter the persons full name into the "Name" boxes.

Step 5: Enter their email address in the "Email" Section.

Step 6: Click the "Save" Button. The person will now appear in your contact book.

Adding An Attachment

Being able to add attachments to emails allow people to send documents and files over large distances to accompany their email. This negates the need to use devices such as the flash drives and services such as the cloud.

Step 1: Create an email, as shown in Send An Email.

Step 2: Select the paperclip icon located near the "Discard" button. It should read "Insert".

Step 3: Browse through your files and select the file/document you wish to add to the email.

Step 4: When you send your email, it will also send the attached file.

Create A CC

CC stands for Carbon Copy. It is used to send a copy of the email to other people as well as the main person.This allows for one email to reach multiple people at the same time.

Step 1: Create an email as shown in Send An Email.

Step 2: Enter an email address or a contact into the "CC" bar.

Step 3: Send the email. The CC will also be sent.

Make An Email "Urgent"

Making emails "Urgent" means that they are more important than others. This is useful because it allows high priority emails to be seen more frequently. For example if you received an email from the headteacher, you could make it urgent to remind you that it needs to be addressed. This can also be used for emails which contain reminders.

Step 1: Select the email you wish to make "Urgent".

Step 2: Select the green tick located at the right side of the subject of the email.

Step 3: The tick will turn into a red flag. Click it again.

Step 4: Select the desired time it is "Urgent" until. The email is now "Urgent".

P2

General Skills

Cultural Differences

Within communication in the I.T industry, there are many different cultural differences and languages which are used. These can have an effect on communication and can be confusing. It is important that you are clear with your voice and language and that you think of the needs of others. This also applies for accents, as different accents can pronounce words differently to yours. For example if someone was doing a presentation and they had a Scottish accent, they could be difficult to understand. This is why it is important to be clear with your voice, as if you are not you may offend someone, not get your point across or be difficult to understand.

Questions and Answers

Within communication in the I.T industry, question and answer sessions are important. They are important because they allow you to gain information and a better understanding of the person you are communicating with. It is important however to know what questions to ask and when to ask them, as asking questions which are not related to the subject can be unproductive. For example if someone was confused with an assignment they needed to hand in, they could ask someone some questions which would help them out with their work. It is also important to give reliable and relevant answers, as misleading information can have negative effects.

Techniques for Engaging Audience

Within communication in the I.T industry, there are positive and negative techniques for engaging your audience. Positive techniques will engage your audience more and make them feel part of the presentation. It also makes them more interested in your subject material. Positive techniques include facing your audience, using your hands, projecting your voice clearly, avoiding errors, being confident with your work and knowing your subject material. Negative techniques include not facing your audience, standing perfectly still with your hands behind your back, mumbling and being quiet with your voice, apologising for making a mistake, not knowing your subject material and saying “Urm” frequently.

 

Interpersonal Skills

Positive and Negative Language

Within communication in the I.T industry, it is important that your language is positive and not negative. Positive language is required to be more productive in the workplace, as this will give you a more positive attitude towards both yourself and your colleagues. Negative language should not be used, as you will not be able to perform to your potential. This also means that both you and your colleagues will have a negative opinion on you. You may also need to deal with negative language sometimes, so it is important that you act positively towards this behaviour and keep calm.

Barriers

Within communication in the I.T industry, it is important that you understand your barriers. Barriers are anything which inhibits or stops your ability to perform a task or presentation. Common barriers include background noise, hearing problems, physical inhabitations and low vocal projection. These can be avoided by making sure that background noise is reduced to a minimum, you raise your voice to compensate for hearing problems and you make sure that no one has their back turned to you.

Active Engagement

Within communication in the I.T industry, active engagement is important whenever you are presenting something. This is important because it allows your audience feel a part of the presentation and become more interested in the subject material. Active engagement requires you to be confident with your subject material, present it accordingly, accurately display the information and use physical movement and gestures. It is also required that you project your voice clearly and try to involve your audience as much as possible.

 

 

Written Communication Skills

Email, Social Media and Blogs

Within communication in the I.T industry, Email, Social Media and Blogs are huge parts of communication. They allow masses of people to communicate with each other on regular bases with relative ease. Email is used mostly for communication between company’s, businesses and work colleagues. This is useful to them because it allows them to communicate privately between each other and send files and documents. Social media is mostly used for communication between friends and family. This is useful to them because it allows them to communicate effectively and allows them to stay in touch with each other. Blogs are used for communication between anyone. This is useful because it allows anyone to make an online discussion or topic and have others comment and create new posts for that subject, broadening the mind of the users.

Spelling and Grammar

Within communication in the I.T industry, spelling and grammar are essential to your success. Spelling and grammar are important because it allows the viewer of your work to read and interpret it effectively and correctly. Incorrect spelling and grammar can cause problems and sometimes it can cost someone’s job. To make sure you follow correct spelling and grammar, proofread your work before you send it to someone else for viewing.

Structure

Within communication in the I.T industry, the structure of your work is important. This is important because it allows the viewer to effectively and correctly understand your work and respond accordingly. It also allows them to keep interest. For example if I created a piece of work which had no coherent structure or paragraphs, it would be un-interesting and confusing to read. However if I structured it correctly, it would allow the viewer to easily understand the work you have created.

jobs in the IT industry


1. IT Director - Digital Media -
An exciting Head of IT position has arisen for a large Digital Media company based in Central London. Applicants must have experience developing and implementing strategy to have enterprise level effect on IT systems / infrastructure. Man management will be a key part of this role as will communication skills - it will be the Head of Group IT's job to bring the rest of the company along as change is driven through the company.
Key Skills required -

• Strong management experience - budget, people and IT systems
• Extensive experience within the Digital Media Industry
• Programme Management (5 years)
• Change Management
• 3^rd Party Management
• Good knowledge of Windows systems, Citrix, Cisco, VOIP
• Customer relationship management.

It is a very interesting and challenging role, and will be very high in demand. If you think you are well suited, please send your up to date CV ASAP.


2. IT Helpdesk Manager - 

About the Job

Role: IT Helpdesk Team Leader
Location: Cambridge / Northampton (50/50 split)
Duration: 6 months initial
Rate: Competitive
Skills: 1^st Line, First Line, Helpdesk, Team Leader
Outsource UK are actively seeking to recruit an experienced IT Helpdesk Team Leader for a 6 month initial contract based with our key public sector client.
The Job:
Our clients are seeking experienced Helpdesk Managers with experience leading a medium sized team of 1^st line IT support personnel. The helpdesk is multi-site, with personnel on site at both locations, and is responsible for 1^st line support across Northampton and Cambridge. As a result the successful applicant will split their time between the two locations. The successful candidate will therefore have previous experience leading a team across multiple sites.
Skills & Experience:

• 1^st line support
• Team Leader experience (over 20+ FTE's)
• Managing multi-site environment
• Have valid driving licence and access to car

P1

Attributes valued by employers

There are many different attributes which are used in the work place. Some are valued by employers more than others. These attributes are what make an employee stand out in a business. Attributes valued by employers include:

·         Technical Knowledge

·         Time management

·         Team working

·         Self-motivation

·         Confidence

·         leadership

·         working procedures and systems

Technical Knowledge – Technical Knowledge is valued by employers because it shows them that you understand the software and hardware you are using. This is important because if you specialise in using windows and visual basic, but the software and hardware you are using is mac and java, you will not be able to use it to your fullest. It is also useful if you understand how to use a wide variety of software and hardware, as this will make you a more valued employee.

Time Management – Time Management is valued by employers because it shows them that you have the skills to manage your time effectively. This is important because if you were required to complete a piece of software before a certain deadline, you would be able to manage your time to that set date, so you do not go over your deadline. If you were to go over your deadline for the software it would cost the company a large amount of money, so you need to manage your time so that it does not happen. It is also important to have time management skills, so that you can be trusted to arrive on time to work every day.

Team Working – Team Working is valued by employers because it shows them that you are able to work well in a team. This is important because you will be asked to work with other people, and in these situations it is key to be able to collaborate. If you are not a team worker, you will most likely not be able to complete the work you are assigned in the group, thus making the team fall behind. Communication is also needed when working with a team, as you will need to be able to get your point across to other group members.

Self-Motivation – Self-Motivation is valued by employers because it shows that you can motivate yourself to complete your work. This is important because if you cannot motivate yourself to do the work you are assigned; you will not be able to complete it and will not be a useful employee. If you can self-motivate yourself you will be able to complete the work, and continue contributing as a valued employee. This also shows that you are reliable because if you can complete work without much motivation from others, you can be relied upon to finish it.

Confidence – Confidence is valued by employers because it shows that you are confident in the work you are doing and will complete it. This is important because if you have confidence, you will not be worried that you will be unable to complete the work. This shows that you are a valued employee because if you can complete the work you are assigned with confidence, you will also be reliable. It is also important to be confident because it shows that you are able to perform confidently in front of a group of people when presenting work. This is important because you will sometimes be asked to do a presentation in front of a group of people, and having the confidence to do so will allow you to present it calmly and clearly.

Leadership – Leadership is valued by employers because it shows you are able to confidently keep charge of a large or small group of people and make accurate and sensible decisions for them. This is important because when you are working with a group of people, you may be called upon to take the roll of group leader. In these situations it is best to be prepared, so having good leadership skills will allow you to be ready when it is called upon.

Working Procedures and Systems – knowledge of working procedures and systems is valued by employers because it shows that you have researched what the company policies are and have come prepared. This is valued because it shows that you put the effort in and you go the extra mile. It is also valued to understand health & safety practices. This is important because there can be times when someone needs health & safety and if you are able to help them, it will show that you can act calm under pressure. It is also valued to know data protection policies. If you are in charge of confidential or important data and you do not look after it, you are then liable to the costs involved in recovering it. Having knowledge of the way you can protect data is key.