Getting Started with MS3665

Getting Started with Microsoft 365

Table of Contents

Welcome to Microsoft Office 365

If you have received an email advising that your Microsoft Office 365 account has been created, this knowledge base article is designed to help you start using 365 with Scouts SA.
All Members given access to Microsoft 365 are issued an email address that is your Membership number, followed by the @sa.scouts.com.au domain. i.e. 123456@sa.scouts.com.au - this email also serves as your individual M365 username when logging into any of our services.

Notes
Self Service password reset has been enabled for your account, when you log on to Microsoft 365 you will be asked to supply a temporary password. This initial password would be sent to your personal email of correspondence registered with us in My Scout as part of the first steps to creating your account.  If these have been entered and you have forgotten your Microsoft 365 password, you can use the "forgot password" option to do this.
To setup these recovery options, please log into the Microsoft 365 Portal via your browser – https://login.microsoftonline.com

What is Microsoft Office 365?

Microsoft 365 for Scouts SA is a communication and information sharing platform developed and supported by Microsoft.
Starting with @sa.scouts.com.au email for all members across the state, MS365 includes a suite of tools and applications that will help us to better communicate and share information at all levels of Scouting across SA.

A few of the features included are:
Cloud based document storage for both individual and formation – with the ability to sync any accessible information with PC, Mac and Mobile devices using OneDrive.
Online suite of Office software – Outlook, Word, Excel, OneNote and PowerPoint.
Online text, voice and video communication – online meetings/conference calls using Microsoft Teams.
Alert
Please note that the licensing provided to us by Microsoft under their Not-for-profit program does NOT provide you subscription, when you install the Microsoft365 suite (Word, Excel, Outlook, PowerPoint etc) on your computer. However, you can access the web versions of this suite which is visible in your profile on https://www.microsoft365.com once you are successfully signed in. Our licensing provides access to desktop versions of Microsoft Teams, Microsoft Outlook ( classic), and OneDrive.

This short YouTube video from Microsoft helps give a quick overview of the platform.

What is the purpose of Microsoft 365 for Scouting in SA?

Microsoft 365 is part of the ICT Strategy for Scouts SA, aimed at cutting down the time spent day to day in managing a Scout Group.
365 fits into the project by allowing Scouts SA to better communicate and share information at all levels, from Branch down through the District, Group, Individual member and back up.  From storing and sharing of documents to online meetings with attendees from across the state, Office 365 has been identified as the platform that best meets the needs of Scouts SA now and into the future.

Logging into the Office 365 portal using your browser

The following link will take you through a guide on how to log in to Office 365 via your browser.
Info
Important - Scouts SA has launched the use of Multifactor Authentication for MS365 users as part of a required step to provide an extra layer of security to individual member accounts. This notification would appear during the initial setup process of your Microsoft 365 account.

Using your Scouts SA Email

Email is an important part of the Scouts SA M365 deployment, as we have members in a variety of different roles who need to use email in different ways, depending on your appointment your email set-up may differ.

The below links will assist you in accessing/logging onto your email:

Default Email - the standard default email address for every member of Scouts SA is your membernumber@sa.scouts.com.au (for example 1234567@sa.scouts.com.au)
Alert
This default email is also your Scouts SA Office 365 user-name and you will use it to log into Office 365 everywhere - Webmail, Teams, OneDrive and so on.
Warning
IMPORTANT - even when you have been provided a standard email as a part of your appointment you will ALWAYS log in using your membernumber@sa.scouts.com.au

Email Type: Appointment based email automatically attached to your account

If you have an appointment that has a specific email, this will automatically be attached to your Office 365 email as a shared mailbox. You will be provided access to read and manage this email, and also send emails on behalf of the position held.
Notes
Shared mailboxes are such that can be accessed and used by multiple people. It is not a separate account, so you will need a Scouts SA user account (membernumber@sa.scouts.com.au) to access and use.
Currently we utilise shared mailboxes for communication, events, campsites and groups.
All appointment based emails are created in the format:

When an email address is transitioned to a new user taking up an active role in Scouts, it is important to note that the email content do NOT transition as well. Rather, these emails resides in the positional mailbox of the Office 365 account and can be transferred to the next appointee of with similar role.
As a new positional leader, by default you are provided access to your positional mailbox but if you need further assistance regarding your mailbox, please contact the IT Support Team for assistance - ithelpdesk@sa.scouts.com.au

Sample of Email formats for appointment.

BRANCH & DISTRICT
Assistant Chief Commissioner (Deputy OA) - acc.oa@sa.scouts.com.au
Branch Commissioner (Outdoor Adventure Support)n - bc.oassupport@sa.scouts.com.au
Assistant Branch Commissioner (Adventurous Scout Activities-Training) - abc.asa-training@sa.scouts.com.au
Branch Leader (OA Admin) - bl.oaadmin@sa.scouts.com.au
Branch Commissioner (Performing Arts) - bc.performingarts@sa.scouts.com.au
Assistant Branch Commissioner (Performing Arts) - abc.performingarts@sa.scouts.com.au
Branch Commissioner (Special Interest Areas) - bc.sia@sa.scouts.com.au
Assistant Branch Commissioner (Special Interest Areas) - abc.sia@sa.scouts.com.au
Branch Leader (Environment) - bl.environment@sa.scouts.com.au
Branch Leader (Arts & Literature) - bl.artslit@sa.scouts.com.au
Branch Commissioner (VET) - bl.artslit@sa.scouts.com.au
Assistant Branch Commissioner (Training-Admin) - bl.artslit@sa.scouts.com.au

GROUP
Assistant Group Leader -  agl.scoutgroup@sa.scouts.com.au 
Adult Member (Chairman) - chairperson.scoutgroup@sa.scouts.com.au
Adult Member (Secretary) - secretary.scoutgroup@sa.scouts.com.au
Adult Member (Treasurer) - treasurer.scoutgroup@sa.scouts.com.au

Section Mailboxes: accessible by all leaders in the section
If there are two sections of the same unit in a group, e.g. two Cub Scout Units, we differentiate the email accounts using the days of the week - mon.cubs.scoutgroup@sa.scouts.com.au and thu.cubs.scoutgroup@sa.scouts.com.au

If you have need of an additional shared mailbox for a specific purpose at your group, or if you would like additional members/leaders to have access to an existing shared mailbox, please contact the IT Support Team for assistance - ithelpdesk@sa.scouts.com.au

Setting up your shared mailbox

The following links contain information on setting up a shared mailbox:

Starting with OneDrive

OneDrive is a cloud based storage platform available for use with One Terabyte (approx 1,000GB) of storage available.
This storage is only accessible by you, unless you share selected files or folders with others.

The OneDrive app is available to download and access on Windows, Mac, Android and iOS which allows you to easily upload and access your files from anywhere. You can also make changes to your files offline and get them synchronised to the internet to view on Cloud Storage.

The below article outlines steps to starting with OneDrive and synchronising files and folders in Microsoft Teams

Starting with Microsoft Teams

The below links will assist you with instructions on how to install and access Microsoft Teams on your PC/Mac or Mobile Device. It will also show you steps on how to set up a meeting for your group and invite external participants.

Further Microsoft (Office) 365 Training

If you would like to learning more about using Microsoft (Office) 365 - Microsoft has an excellent web based Training Centre with short videos and guides on each of the Office applications.
You can find the training centre here:  Microsoft Training Centre

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