Otago Polytechnic students have access to a Microsoft Office365 ProPlus License. This entitles all students to receive free copies of Microsoft Office for their PC and Mac, which you can install on up to five devices. 

You can also access the web-based versions of these products, which you can access through a browser.

Through Office Online you can:

• Access your files in OneDrive

• Access your email, contacts, calendar

• Work on assignments in shared workspaces

• Synchronise your notes with OneNote

• Communicate and collaborate on projects with Word, PowerPoint, and Excel etc.

Office 365 ProPlus tools

You can download these tools to your computer and use them anytime and use the web-based versions anywhere.

Office 365 and Office Online work together

Once you are signed in online, everything you create with the Office Online programmes is stored for you in a cloud-based storage called OneDrive. These documents can then be opened with the Office programmes you downloaded to your computer and worked on from OneDrive.

You can share the documents via a link and work on things with other people, even at the same time. Any changes made will be seen immediately.

Office 365 works on PC (Windows 7 or better), Mac (OSX version 10.13 or better), Android, iPad and Windows devices.

Follow these steps to download:

1.  Login to the Student Hub.

2.  Click on the email icon (below) to open your student email.

3.  Click on the App Launcher icon (white dots, top left of your screen). 

Click on Office 365 in the popup window.

Click on the Install Office button to download the installation file.

Once the installation file is downloaded you will need to double click on it to start the installation.

To activate

Office sign in with your OP student email account (xxx@student.op.ac.nz) and your OP password.

Note: The software will expire when your student account is closed after you have completed your studies at OP.

If you encounter any problems please contact the IT Service Desk.

OneDrive is a place where you can store, sync, and share all your work and files. As part of Office 365, OneDrive lets you update and share your files from anywhere and work on Office documents with others at the same time.

This cloud storage system offers up to 1TB of storage space (compared with only 100MB which is currently available through H: Drive).

Tip

OneDrive - Otago Polytechnic is different from OneDrive - Personal, which is associated with your personal email accounts. Remember to choose the correct one when saving your work.

Sharing files

All files that you store in OneDrive are private unless you decide to share them. You can easily share a file with everyone in your organisation by placing it in the 'Shared with Everyone' folder, for example. You can also share files with specified students or staff so that you can collaborate on projects.

When you send email from Outlook Web App, you can attach a OneDrive file as a link, instead of sending an attachment. When you attach a file as a link, you automatically give the people you message permission to edit the file. By doing this, you save space in everyone's mailbox and encourage people to edit the same copy in OneDrive.

How do I access OneDrive for Business?

1.  Sign in to the Student Hub and click on the OneDrive icon. If you are signed in to a campus computer, there will be a handy shortcut on the desktop for ease of use.

2.  For first-time users you may encounter the welcome page. Just click next to continue.

How do I download the OneDrive app?

You can download the OneDrive client for your personal device by clicking the link on the bottom lefthand corner.

If your PC is running Windows 10, OneDrive may already be installed. 

Next, select the right option “OneDrive for Business”.

How do I share files?

In OneDrive, documents are private until you share them.

To share a file with specific people

1.  Select the file you want to share, and then select Share. Ask yourself; do you want others to be able to edit the file? To just read the file? Or to be able to comment on the file?

2.  In the Share window, type the name of each person you want to share the file with. As you type each name, suggestions appear that match your contacts. When you see the name you want, select it to add it to the list.

3.  Select the permission in the list that you want to grant people. You can change the permission later for any person.

4.  If you want, type a message to send to all the people you're inviting. The email message will include a link to the shared document. If you don't want to send an email, unclick the Send an email invitation.

5.  Click Share.

To share files with a group

You can create folders which are shared with a group of people.

1.  Create a new folder

2.  In the Share window, type the name of each person you want to share the folder with. As you type each name, suggestions appear that match your contacts. When you see the name you want, select it to add it to the list.

3.  Choose the share permissions and whether you want to send an email invitation or not by unclicking the boxes.

4.  Click Share.

OneNote is an Office 365 program which can be used for information-gathering and organisation. It collects a variety of data including notes (both typed and hand-written), drawings, screenshots, and audio recordings, and it is capable of sharing items with other users via internet connection. OneNote also uses an auto-saving system, so users don’t have to worry about saving their work.

It can be synced across devices, and even used as a phone app. Handwriting can be converted to text, and the search function is capable of reading handwriting, normal text, and text within images.

Other OneNote features include:

• Easy integration with all other Microsoft Office 365 programs.
• A widget for easily adding screenshots, notes, and documents to OneNote.
• Download templates for lecture notes and other academic purposes.
• Write or draw with a tablet and stylus.
• Use as a newsreader for RSS feeds.
• Tag your OneNote items for organisation and/or easy access.

Download the web app

You can download the web apps for iOS and Microsoft to access OneNote from a variety of devices.

• Download for Apple iOS
• Download for Microsoft

Teams is a chat-based collaboration tool that provides groups a way to work and meet together online. Through Teams you can post messages, share files and chat privately with your classmates or teacher. You can also join online meetings or classes.

Microsoft Skype for Business Online is a hosted communications service included in Office 365 ProPlus. You can use Skype for Business to communicate with your teachers or other students by instant messaging (IM), voice, video-conferencing and screen-sharing.

Tip 

Skype for Business is a different client from Skype that you may have used in the past on your own device.

They look similar and the functionality between them is similar; however, you cannot sign into the Skype for Business client with your usual Skype name - you’ll need to sign in using your OP student sign-in details which will match your email address e.g. denshom1@student.op.ac.nz. 

  Skype for Business is for connecting with your teacher or other students at OP.

 Skype is for connecting with your friends and family at home.

To sign-in

Launch Skype for Business via the start menu or desktop shortcut.

You should be signed in automatically - this can take a minute or so please be patient. 

If your sign-in address is not populated automatically, you can fill this out yourself.

The address to use matches your email address e.g. denshom1@student.op.ac.nz and your password (if prompted) also matches the password you use to access your email and other Office365 features.

How do I see presence and Instant Messages (IM) without downloading or using the client?

You can sign in to Office 365 in your browser like you do to check your student email (click the email shortcut located on the Student Hub) and you’ll see these controls at the top right-hand corner. Here you can sign out of IM, or change your presence to suit.

How do I search for a student or teacher from the Office Web App?

In the Office web app, look at the top of the page, and select the app launcher, and then select People.

Search for the person in the search field (top left).

If you’re looking for a staff member, make sure you select the contact that has the IM address that ends in @op.ac.nz

Likewise, when searching for a student you’ll need to select the contact that has the IM address that ends in @student.op.ac.nz

Click the hyperlink under where it says IM to start an instant message with that person.

A new window should open where you’ll be able to see whether the user is available (the green square) and send and receive instant messages.

Sway is an Office 365 app which you can use to create reports, assignments, projects, study materials, and portfolios. This can be done from a phone, tablet, or browser on your PC.

Sway allows users who have a Microsoft account to combine text and media to create a presentable website. You can incorporate saved content from the device you are working on, or from internet sources such as Bing, Facebook, OneDrive, and YouTube. Sway is cloud-based, so you can use it on multiple devices and share it with other people. Sways can be viewed and edited from any web browser with a web app available in Office Online, or embedded into places such as your website or blog so you can share it with your peers or teachers. 

Login to Sway

There are two ways to access Sway:

1. Go to Sway.com and log in with your student username and password. https://sway.com/

2.  a) Access it through your OP Office 365 account. In Outlook, click on the Office 365 button at the top left hand corner of your screen.

b)  Select Sway from the options provided.

Download the web app

You can download the web apps for iOS and Microsoft to help you create and access your Sways.

• Download for Apple iOS

• Download for Microsoft