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Using Office 365

Site: eCampus
Course: Student Help
Book: Using Office 365
Printed by: Guest user
Date: Sunday, 25 February 2018, 3:45 PM

There are two groups of users who may wish to access Office 365. 

  • Students will need to use Office 365 in 2016 to be able to store their work (private drives are being abolished) and to receive important information from South Metropolitan TAFE via their Office 365 email accounts.
  • Lecturing and GOSAC staff may wish to access Office 365 accounts to provide support and training to students and so they can educate themselves about Office 365 features.

Student Office 365 access

Students may access Office 365 via:

  • the student MyTech portal
  • eCampus, once logged in

Via eCampus

To access Office 365 via eCampus, once you are logged in, simply select My Email from the Site Menu. There is help on logging in to eCampus on the For Students help tab at the top of the screen.

The highlighted link will take the user to the Office365 email login

Via MyTech

MyTech is the central portal for all students to access information including events and announcements, emails, contact details and other useful links. To access MyTech:

  1. In a web browser enter mytech.polytechnic.wa.edu.au
  2. Your username is the Student ID South Metropolitan TAFE provided when you enrolled e.g. 13#######.
    Your password (by default) is "Poly" followed by your date of birth in a DD/MM/YYYY format. For example if you were born on the 22nd March 1987, your password would be 
    Poly22031987.
    NOTE: if you are a continuing student and have altered your password it should be the same.

MyTech login screen

Once logged in to MyTech a series of 'groupings' or 'windows' appear with links to support services, study options and various announcements. There is also a grouping called MY EMAIL that provides a general overview of email you have received including subject title, sender and date it was sent. Emails received in this section can only be opened in Office 365 through the link highlighted in the red circle below.

Overview of emails received with a highlight link to open Office365

For more information on how to login to the Office365 email, please see the Logging into student Office 365 chapter 

Lecturer/GOSAC Office 365 access

Lecturers and GOSAC staff may wish to access Office 365 and other student tools such as MyTech to be able to assist their students, particularly now many student functions are restricted to operating via MyTech and Office 365. To enable this you need to have an active South Metropolitan TAFE student account. You may get one of these by:

  • being enrolled in a PWA course that requires you to have a student ID (e.g. LLN or TAE training via LDU)
  • requesting a student login from the eLearning Helpdesk. We can add your name to a roll set up for this purpose at $0 cost, which will keep your student account active until 2020.

Once you have an active Polytechnic student account you can access Office 365 and MyTech in the same ways as explained above for students.

To check if you have a student account, or request one, click this Student Account Request link.

 

Office 365 Access via South Metropolitan TAFE website

Students and Lecturers with student accounts can access their Office 365 accounts from outside the MyTech Portal and eCampus by using the South Metropolitan TAFE Website. From the main page hover the mouse over the Current Student tab. In the drop down menu that appears click on the Student Email (Office 365) link as shown in the yellow box for the image below.

Accessing Office 365 from the front South Metropolitan TAFE website

NB: alternatively in a web browser go to: https://login.microsoftonline.com/

For more information on how to login to the Office365 email, please see Logging into student Office 365 chapter. 

Logging into Office 365

To access your student Office 365 and email account:

  1. Access the log in page: https://login.microsoftonline.com/ using whichever method you prefer (eCampus, MyTech, direct). The website pictured at the bottom of the page appears.
  2. For your User ID (where you are prompted for Email or phone), enter your student ID followed by: @smtafe.wa.edu.au
    • Example: 131234567@polytechnicwest.wa.edu.au
  3. For your Password, use the same password you use to log into the computer network, My Tech or eCampus.
    • If you have never logged into the computer network before, your password will be your date of birth, preceded by Poly in the format: Polyddmmyyyy (e.g. 23 March 1990 will be Poly23031990).
  4. Click the [Sign in] button.

If you change your password on the student computer network or in Student Portal, your student email password will automatically update to match. Do not attempt to change your password in Office 365.

ImportantNOTE: You cannot reset your password from the Office 365 site "Can't access your account?" link even though it says that South Metropolitan TAFE will be contacted. This does not happen. 

To alter your password use the Password Manager, the Student Portal or alter it in the classroom.

Login to Office 365

Office 365 automatically comes with an online version Microsoft Word, Excel, Powerpoint and OneNote as well as OneDrive for storing your work in the Cloud.

Accessing Word Online

After logging into Office 365, you will be taken to the main screen with student emails. 

To access Word Online, click on the Blue icon located at the top left corner of the screen.

Office 365 features menu

From the menu, click on Word Online as highlighted in the red box.

Where to find Word Online in 365 features menu

Word will then open with a set of templates that can be used immediately including resumes, checklists and other general documents.

Upon opening a new document Word Online will provide a sheet similar to the one found in desktop Microsoft Office programs.

Layout of a standard Word Online document

Saving a Word Online Document

Word Online will automatically save any documents you create or work on to cloud storage. However, it is recommended you manually save your work in different iterations to maintain backups and allow version control. This can assist in avoiding loss or corruption of information by overwriting.

To save your document as a different name (e.g. name_v1, name_v2) go to File > Save As > Save As. 

Saving a new document

You will be give a pop-up box where you can give your document a new title.

giving the saved document a new name

Once you have finished re-naming you new document, press Save. Your document will then be saved to your OneDrive folder (which will be discussed in a later chapter). Once you have finished saving the document, you may continue to edit the document or close the page.

Office 365 automatically comes with an online version Microsoft Word, Excel, Powerpoint and OneNote as well as OneDrive for storing your work in the Cloud.

Accessing Excel Online

After logging into Office 365, you will be taken to the main screen with student emails. 

To access Excel Online, click on the Blue icon located at the top left corner of the screen.

Office 365 features menu

From the menu, click on Excel Online as highlighted in the red box.

Word to find Excel Online in the features menu


Excel will open with a set of starting templates including budget trackers, timesheets and calendars among other documents.

Upon opening a new workbook Excel Online will provide a sheet similar to ones found in the desktop Microsoft Office programs.

Layout of a standard Excel Online Workbook

Saving a Excel Online Document

Excel Online will automatically save any documents you create or work on to cloud storage. However, it is recommended you manually save your work in different iterations to maintain backups and allow version control. This can assist in avoiding loss or corruption of information by overwriting.

To save your document as a different name (e.g. name_v1, name_v2) go to File > Save As > Save As. 

> Save As. 

Saving a new excel workbook

You will be give a pop-up box where you can give your document a new title.

Naming the Excel spreadsheet

Once you have finished re-naming you new document, press Save. Your document will then be saved to your OneDrive folder (which will be discussed in a later chapter). Once you have finished saving the document, you may continue to edit the document or close the page.

Office 365 automatically comes with an online version Microsoft Word, Excel, Powerpoint and OneNote as well as OneDrive for storing your work in the Cloud.

Accessing Powerpoint Online

After logging into Office 365, you will be taken to the main screen with student emails. 

To access PowerPoint Online, click on the Blue icon located at the top left corner of the screen.

Where to find Word Online in 365 features menu

From the menu, click on PowerPoint Online as highlighted in the black box.

Where to find Powerpoint online in the features menu

PowerPoint will open with a variety of presentation backgrounds.

Upon opening a PowerPoint presentation PowerPoint Online will provide a similar sheet to the ones found in the desktop Microsoft Office programs.

Layout of a standard Powerpoint Online presentation

Saving the PowerPoint Online Document

PowerPoint Online will automatically save any documents you create or work on to cloud storage. However, it is recommended you manually save your work in different iterations to maintain backups and allow version control. This can assist in avoiding loss or corruption of information by overwriting.

To save your document as a different name (e.g. name_v1, name_v2) go to File > Save As > Save As. 

Saving a new powerpoint presentation

You will be give a pop-up box where you can give your document a new title.

Saving a new powerpoint presentation

Once you have finished re-naming you new document, press Save. Your document will then be saved to your OneDrive folder (which will be discussed in a later chapter). Once you have finished saving the document, you may continue to edit the document or close the page.

Office 365 automatically comes with an online version Microsoft Word, Excel, PowerPoint and OneNote as well as OneDrive for storing your work in the Cloud.

OneDrive provides 1 Terabyte of cloud based storage. Work stored in OneDrive will be able to be accessed from any location you can access the Internet. However, this does NOT reduce the importance of taking backups of important work for you studies, as files in OneDrive may be accidentally deleted or corrupted just as on any storage space.

WARNING: South Metropolitan TAFE recommends you backup all important work for TAFE on your home computer or USBs to avoid potential loss or corruption. Your lecturers will not accept loss of electronic data as an excuse for not submitting assignments as it is expected you should know how to protect important electronic data.

Accessing 365 OneDrive

After logging into Office 365, you will be taken to the main screen with student emails. 

To access OneDrive, click on the Blue features located at the top left corner of the screen.

Accessing the features of Office 365

From the menu, click on OneDrive as highlighted in the red box.

Accessing OneDrive from the features menu

The OneDrive screen will display all the files that have currently been saved. This will include any documents that have been saved automatically.

Layout of the OneDrive page

Creating a file using OneDrive

OneDrive allows you to share files or folders that have been created or uploaded. To create a new document from OneDrive, click on New then select any of the following options: Word Document, Excel workbook, Powerpoint presentation, OneNote notebook and create a new folder.

creating a new file/folder from OneDrive

 After selecting an option above, a new file will be created (see instructions on how to set up and save in relevant chapter.)

Uploading files using OneDrive

To upload files from a hard drive or USB to OneDrive: click on the Upload box at the top of the OneDrive panel. You will be given the option to upload a File or Folder.  

Using the Upload feature of OneDrive

Uploading a file will open My Computer to browse for files to upload. Once you have selected a file to upload press Open and the upload process will begin.

The file about to be uploaded

Once the upload is complete, you will receive a brief notification in the top-right corner of the OneDrive screen.

The notification that an upload is successful

The uploaded file appears below.

The file that has just been uploaded

Sharing documents on OneDrive

To share documents that you have uploaded onto OneDrive, select the file that you wish to share by ticking the circle on the left side of the file name. The file and the tick-circle you have selected will subsequently turn blue.

Picking a file to share

After you have selected the file there are two ways in which you can share the file. You can press the Share button at the top of the OneDrive screen. 

The method of sharing a file 

Alternatively, once you have selected a file you can hover over the selected file and press the Right Mouse Button and select Share from the drop-down menu.

 2nd method of sharing a file using the drop-down menu

information Please note that you can only share one file or folder at a time in order for this feature to work.

Once you have clicked 'Share' you will adjust the settings of who you can share it with and what the people can do with the shared file.To share with a person, enter their name if you have the person on your contact list. However, if you do not have the person on your contact list, you may enter their email instead.  To the left of the contact bar, there is a drop-down box to adjust how the shared file can be used:

Can edit: allows the contact to make and save changes to the document.

Can view: Opens the document as a read-only, it can be saved but no changes are allowed. 

Adjusting the settings for the file share

An option personal message box is situated below to offer explanation about the document being shared. Once you have finished adjusting the settings, press Share to finish the process.

Submitting assignment documents from OneDrive

It is possible to submit documents into an assignment using OneDrive. To do this you need to download the file from OneDrive. To do this, right-click on the file you wish to download then press Download on the drop-down menu.

Going to download a file from OneDrive

Your downloaded file will appear just above Start Menu and the Taskbar at the bottom left corner of the screen.

The file has been downloaded.

After you have downloaded the file and saved it, open eCampus using your student ID, find the assignment you wish to submit the document to and press Add Submission. You can then drag and drop the document in to upload space or you can upload the document from your hard drive.  The picture below demonstrates how this will look once the document has been uploaded.

Submitting a document from OneDrive 

Once you have finished, select Save Changes and the assignment is ready for submission

Saving changes to an document upload

At the submission confirmation screen press the Submit Assignment button.

Submitting the Assignment