When selecting the SharePoint app from the list of online applications in Office 365, you will be taken to the homepage for all of SharePoint. This is your place to find department group sites and portals (i.e., Employee Portal), read news posts from group sites and portals, or search for content.

The homepage is broken into sections:

• At the top, there is a “Search in SharePoint” feature.
• To the left, you will see categories for “Following,” “Recent” and “Featured links.”
• In the center, you will see “News from sites,” “Frequent sites” and “Suggested sites.”

To search for a site, file or person in the organization, type in the search box. Matches will appear as you type. Select it from the results to open and view. Selected search results will open in a separate browser window.

“News from sites” highlights updates from sites you follow or visit often.

“Frequent sites” shows sites you like to go to and recent activity.

“Suggested sites” appear based on recent searches you’ve done and recommendations from the Microsoft Graph.

“Following” shows all the sites you follow, such as your team site or a site from another group you work with. To follow a SharePoint site, go to where it is and select the star  next to the site’s name.

“Recent” highlights any SharePoint sites you’ve gone to recently.

“Saved for later” lists news posts you’ve saved to read later. To save a news post for later, select the save-for-later flag  at the bottom of the news post. (Note: This section will only appear if you have saved items.)

“Featured links” displays sites your organization wants to spotlight.

SharePoint Online is a cloud-based service that is part of the Office 365 suite of applications, and it is the application used when you access the Employee Portal (HR, IT, PRM, public pages) via the web. Did you know that you can access your department’s private group site, search for other group sites to follow or join from SharePoint? While group sites have many functions and work seamlessly with Outlook and Teams, the focus is on data storage in place of shared network folders on the LLCC domain (for example: \\llcc.edu\departments\).

You can set automatic replies for a shared mailbox in Office 365. For supporting documentation (Set Automatic Replies for a Shared Mailbox in Office 365.pdf), please visit the Remote Access Document Library > Outlook folder.

To set an automatic reply for a shared mailbox, you must open your mailbox and the shared mailbox in Outlook > Office 365.

1. Open your Outlook Office 365 account.
2. Left click on your picture in the top right.
3. Select Open another Mailbox …
4. Type in the name of the Mailbox. (i.e., IT_Department)
5. Open. The mailbox will open in a separate tab.
6. Make sure that you are on the shared mailbox in the web browser. Then click on the Settings (gear) icon in the upper-right corner of the window.
   1. Select the View all Outlook Settings link at the bottom.
   2. Select Automatic Replies from the Mail list.
7. Turn automatic replies and determine if this should display at all times or for a set time frame only.
   1. Set a custom message for internal responses.
   2. Set a customer message for external responses.
   3. Save the changes.
8. Select the X in the upper right corner within Automatic replies to close the window and return to the mailbox.
9. The next time that you open the shared mailbox, you should see that the automatic replies notification is turned on, if you set to always on or are accessing during the specified time frame. You can also turn off here or access the Settings > Mail > Automatic replies to turn off.

Microsoft is transitioning away from Office 365 Video to the video storage platform, Stream. As such, all existing 365 Video channels have been migrated to Stream. Any videos and permissions for the site have been migrated automatically. If you had a personal channel or your department had a group channel in Office 365 Video, please check the group permissions in Stream (public or private) and update any documentation, as needed, with the new hyperlink(s).

How to access Microsoft Stream

1. Open your LLCC web Outlook.
2. Select the waffle icon in the upper left corner.
3. Select Stream. If not showing, select All apps and choose Stream.
4. You will be on your homepage.
   1. To view all groups, select Discover > Groups.
   2. To view groups that you are a member of, select My Content > Groups.
   3. Note: If you do not see your group immediately, scroll down and select the See more link.
5. Select the group’s name.
6. Select videos.
   1. Select the Sort by box, and choose Name for an alphabetical listing of all videos in the group.
   2. All videos shared with your channel will appear here.

Visit https://docs.microsoft.com/en-us/stream for detailed instruction on the many features of Stream. Should you need assistance with your existing group channel in Stream, please submit a request to the IT Helpdesk via KBOX ticket. https://help.llcc.edu

You can blur or change your background while participating in a Teams or Zoom video conference meeting.

Change your background during a meeting in Teams

If you want to change what appears behind you in a video conference, you can either blur your background or replace it entirely using the background effects feature. This feature is only available in scheduled meetings.

Note: Blurring or replacing your background might not prevent sensitive information from being visible to other meeting participants.

1. To alter your background after you’ve already joined a meeting, go to your meeting controls and select More actions > Show background effects.
2. Select Blur to blur your background or choose from the available images to replace it.
   1. You’ll be able to preview your chosen background to see how it looks before you apply it.

Note: If you don’t see Show background effects as an option in the menu, the feature might not be available on your device or web browser in use.

Change your Zoom background on the desktop app

1. In the Zoom app, click your profile in the top right corner, and click Settings.
2. On the menu to the left, click Virtual Background.
3. You’ll see a few default background options provided by Zoom, including an outer space scene or blades of grass. You can choose one of those by clicking on it, and it will automatically change your screen as well. There’s also an option for if you have a green screen and want to use that.
4. If you want to upload a photo to use as your background, on the same Virtual Background Page, click the + icon next to where it says Choose Virtual Background. A box will pop up allowing you to upload a photo from your computer. Click on the one you want, and it will appear alongside the other pictures as an option for you to choose from.
5. To get rid of any photos you upload, tap the X in their top left corner.

Read more: Zoom, Skype, FaceTime: 11 great tips to make video calls actually fun

Change your Zoom background on the mobile app

1. When you log in to your account and join a meeting, tap the three dots at the bottom right of the screen to open the More menu.
2. Tap Virtual Background.
3. Select a background from the default options or upload your own.

In business, it is standard practice to send a letter with a formal signature, but what about when in place of a mailed letter an email is sent? Email communication is considered a formal communication from an organization, not just the individual sending the message. As such, an email signature is an important component. This tells the email recipient who you are, your position with the organization and how to contact you. It is recommended that your signature be set automatically for all new messages.

To view the documentation, Create an Email Signature in Outlook.pdf or Create an Email Signature in Outlook 365.pdf, please visit the Remote Access Knowledge Base IT portal page. Both documents are accessible by selecting the Outlook folder.

Signature Suggestions:

Name (full name and any degrees or licenses)
Position
Lincoln Land Community College
5250 Shepherd Rd. (or your campus address)
Springfield, IL 62794
Phone number (including area code)
www.llcc.edu (or your department website link)
Social media icons (with active links)

In addition, PRM often provides promotional graphics via LincIn, which you are encouraged to add!

Do you have access to a department inbox within your Outlook? At times you may need to send an or reply to an email from the department mailbox instead of your own account. In Outlook, you can turn on the From feature within a new message.

Outlook

1. Choose New Email.
2. If you don’t see the From field at the top of your message, in the ribbon, choose Options > From.
3. Click the From drop-down in the message, and change to the shared email address.
   1. If the shared email address is not listed, select the Other Email Address … and type in the name of the email address (i.e., admissions@llcc.edu).
   2. Select the mailbox and click on OK.
4. Finish typing your message, and then choose Send.

Outlook 365

1. Choose New Message
2. Select … at the top of the message draft and choose Show From.
3. Select the From field, and choose the shared email address.
4. If the shared email address is not listed, select Other Email Address … and type in the name of the email address (i.e., admissions@llcc.edu). Select the email address to use.
5. Finish typing your message, and then choose Send.

Microsoft Stream is part of your LLCC Office 365 subscription and is a place where you can securely upload, view and share previously recorded videos. These videos can be recordings of class lectures, meetings, presentations, training sessions or other videos that aid in your team’s collaboration. (Please contact LLCC Public Relations & Marketing for guidelines and documentation regarding the recording of meetings and class lectures prior to recording and/or uploading any videos).

As Microsoft Stream is a secure video service, you can manage who views your video content and if it will remain private, shared with everyone in LLCC or limited to channels, groups or specific people. As Stream is an Office 365 app, it works well with Teams, SharePoint, OneNote and Yammer.

If you want to explore Stream for yourself, open your LLCC Outlook on the web and click on the waffle icon in the upper left corner. Select All Apps and choose Stream (if this does not appear in the immediate listing). isit https://docs.microsoft.com/en-us/stream for detailed instruction on the many features of Stream.