Office 365 Profile Picture

Anyone using Facebook is familiar with their profile picture.

You can add one to Office 365 and it will show up in many places including Outlook, Skype, OneDrive and on the portal. It’ll appear to other Office 365 users too and can add a welcome touch to communications making everything a little more personal in our ever more disconnected world.

My own preference is to have a couple of profile images (or avatars) and I use one for my work related accounts and another for my private stuff. It makes it easy to keep things separate. Mine are both fairly casual but you might think it appropriate to have a more formal business-like one for work usage.

Here’s the link from Microsoft’s support site on how to change it:

https://support.office.com/en-us/article/Add-your-user-photo-to-Office-365-2eaf93fd-b3f1-43b9-9cdc-bdcd548435b7

You can also reach the change picture page directly from Outlook 2016 (if that’s what you’re running) by clicking “File” on the menu and then accessing the change link as shown in the image below.

 

Office365 Credentials

You have a set of Office365 credentials which permit you access to the services.

IMPORTANT : You need to know these and be able to use them on the portal

( http://portal.office.com )

They consist of a username and a password.

 

 

 

 

Your tenancy name is appended to “onmicrosoft.com” as the full reference and we try and combine this with your first and last names to make your username.

So, for Fred Bloggs at Acme Corp the username would be FredBloggs@acme.onmicrosoft.com . Yes, this looks like an email address and you will receive any emails directed at it.

It’s also possible to allocate your own domain name as your email address. So if Fred has an email address of fred@acme.com then we could set that as the Office 365 username.

We prefer not to do so for the following reasons:

  • Your company might have several domains, acme.com and acmeexplosives.co.uk for example so remembering which one is your Office365 username could be a problem.
  • We automate some of our admin tasks using scripts and programs and having a standard username format makes this feasible
  • Using your own domain name means logging on won’t work if there are any DNS problems. Just another thing to go wrong!
  • People might not easily guess your Office365 username if they know your email address and are attempting to hack your account.

Be really cynical – email spam.

Yesterday my colleague received an email (see image below) and I thought it pertinent to let you know as there are a few points that everyone should be aware of.


 
 

Firstly, you need to always bear in mind that most emails travel over the Internet in plain text. This means, however unlikely, your message body could be read or processed while on its journey. Obviously, with this in mind you should realise that anything in your emails is therefore in the public domain.

(NOTE : If you’re an Office365 customer and you email another Office365 customer then it won’t leave Microsoft’s network so is therefore safer)

The email above was NOT from me. That’s not to say my system has been hacked just that an email has been sent with the ‘from’ address spoofed (faked!) as mine. Also, this external system or person has surmised that Martin and I are somehow linked and likely to communicate which lends more apparent validity to the email.

Martin realised it wasn’t genuine for several reasons:

  • I don’t have an iPhone
  • We wouldn’t use the Faster Payments Service.
  • I’m a grammar pedant so wouldn’t start a sentence without a capital letter or use a lower case “i” for the first-person singular nominative case personal pronoun. (See, told you!)
  • My signature isn’t on the email
  • I don’t structure my emails in this fashion.
  • I’d be more likely to send him a IM for something like this. (Are you using Skype for Business for instant messaging?)

Furthermore, if you’re in the slightest unsure about an email definitely don’t click any links that it contains.

Feel free to pass this info on to colleagues and friends.

Lastly, if you have a requirement to be able to send encrypted or digitally signed emails or would just like to know more, let me know by email.

Microsoft Business Webcasts

Everyone knows who Microsoft are. You’d find it hard to disagree with the fact that they know how to grow, run and maintain a business. They are sharing some of the associated expertise through a couple of webcast series and just in case you’re interested, here are some details.  

Office Small Business Academy

   
 

A monthly educational and thought leadership webcast series created for small business owners as a source of ideas, inspiration, and smarter ways of running a business.


 

Modern Workplace

   
 

A series focusing on the usage of technology and IT to innovate and be productive.

Office 365 Password Change

One of the great things about Office365 is the constant updates, changes and improvements. All without you needing install, maintain or purchase anything.

So, bear in mind these instructions might change slightly though I doubt too much. In any event, you can always refer to the Office support site at Microsoft.

https://support.office.com/en-gb/

To change your password, log into the portal, access the settings from the gear icon and voila! There’s the change password link.

https://portal.office.com (you should be seeing this in your dreams by now!)

 

NOTE : bear in mind your Outlook, phone and anything else that accesses your Office365 account will probably need the password updating. With any luck, it’ll prompt you nicely and you can just enter the new one.

Phishing Email

This is an example of a very convincing email that could prove most damaging.

 

Firstly, I wasn’t expecting an email from eBay.

Secondly, on hovering over the link (NOT CLICKING IT) you can see that the target is nothing to do with eBay.

A good rule of thumb is never to click on a link in an email unless you are 100% sure it is directed directly at you and is completely genuine.

If you have a slight suspicion it might be genuine, don’t click the links but delete the email then open your browser and type in the address to get to the eBay website and check your account from there.

Signing in to the Office 365 portal

Office 365 is a cloud service, which means it’s hosted “somewhere else” and this has one very significant advantage. It’s not dependant on anything you own or maintain.

So, as long as you have access to a web browser (Internet Explorer/Edge, Chrome or Firefox) you can log in to the service and use most of the functionality.

To do so, you need your Office365 credentials, which consist of a username and password.

Then go to the URL for the portal, which is https://portal.office.com and login.

Here is a Microsoft tutorial page on signing in.

Sending us an email as an attachment NOT by forwarding it.

When you have an email delivery fail and you receive what’s correctly called an NDR (Non Delivery Report) or colloquially know as a “bounce back” you need to send them on to us as an attachment and NOT just forward them. if you forward them, we only get the text of the message and not the message in its entirety.

Attach an Outlook item to a message

You can attach Outlook items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.), such as other email messages, tasks, contacts or calendar items, to a message. This is the easiest way to forward multiple items or messages.

  • Create a message, or for an existing message, click ReplyReply All, or Forward.
  • In the message window, click Message.
  • In the Include group, click Attach Item.

  • Do one of the following:
    • Point to Business Card, and then click Other Business Cards. Click a contact, and then click OK. To select multiple contacts, press and hold Ctrl as you click each contact.
    • Click Calendar. Select the calendar, date range, and detail to include. For Advanced options, click Show. Click OK to add the calendar to your message.
    • Click Outlook Item. Browse through your folder list to find the folder that contains the item that you want to attach. Under Items, click the item, and then click OK.

Tip: When composing a message, you can also attach files by using the commands on the Insert tab in the Include group, or drag files from folders on your computer and drop them on the message window.

Tip: You can also drag an item, such as an email, from Outlook onto an open message that you are editing and it will be attached.