Microsoft 365 at FTVS UK ****************************************************************************************** * Microsoft 365 at FTVS UC ****************************************************************************************** Content of the article: • Basic information • Microsoft 365 online: Signing up • Web applications • Desktop applications installed on your computer • Email in Microsoft 365 • Student university emails • Access to email • Forwarding university email • Tutorials for Microsoft Outlook • Email after leaving the university • Microsoft Teams • Creating a team in Teams for a course in SIS • Joining a team from another university/organisation • Tutorials for Microsoft Outlook • Mobile apps • Android • Apple • OneDrive and Teams data in the cloud • Microsoft 365 support at FTVS • Links, tutorials and help for Microsoft 365 Note: Some of the links in the article lead to tutorials and web pages that are available their English mutation does not exist yet. We kindly ask you to use online translation too Google Translate [ URL "https://translate.google.com/?sl=cs&tl=en&op=trans [ URL "https://www.deepl.com/cs/translator"] or any other to turn the content into English ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * Basic information ****************************************************************************************** All university employees and students have Microsoft 365 platform tools (applications) at use while studying and working at the university. The options available in M365 to each us type of licence they have been assigned. By default, users are automatically assigned one of the following license types depending their relationship with the university: • A3 Student License (Office 365 A3 Student Use Benefit), • applies to full-time and distance undergraduate and graduate students, and PhD student • Employee A3 license (Office 365 Education A3) • applies to employees with a valid employment contract, except those who do not use a c their work (e.g. some building management staff) • A1 licence (Office 365 Education A1), valid for the following groups: • Freelancers with work agreement contracts known as DPP and DPČ (unless they are also s • Continued education courses students • External collaborators whose form of collaboration requires access to university syste • Everyone not belonging to any of the above mentioned groups. The basic difference between A3 and A1 licenses is that: • A3 license allows users to use both web as well as desktop applications installed on the • A1 license allows only work with web and mobile applications Detailed information on the options available under a particular licence type can be obtai Microsoft 365 Education website [ URL "https://learn.microsoft.com/en-us/office365/service office-365-platform-service-description/microsoft-365-education"] . If a user needs to be assigned a different license other than the automatically assigned M change must be requested at helpdesk@ftvs.cuni.cz. The request must be approved by the use charge of the department’s budget and the Vice Dean for Internal Affairs. ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * Sign in to Microsoft 365 ****************************************************************************************** To log in to Microsoft 365 online, you can use https://office365.cuni.cz/ [ URL "https:// office365.cuni.cz/"] , which directs you to the University's Authentication Service (CAS) Charles University (CU) identity. On the CAS sign-in page, you log in with your university account (as you would to SIS, for the username is the personal CU number allocated to each student and member of staff and i student ID card [ URL "https://cuni.cz/UKEN-1457.html"] (e.g. ISIC) or staff ID [ URL "htt UKEN-1453.html"] card (hereafter referred to as CUČO). Note: If you don't know your password or have another problem with your password, the CAS "https://ldapuser.cuni.cz/language/switch?lang=en"] has help on how to resolve the situati ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * Alternative login ****************************************************************************************** You can log in using any of the following Microsoft pages: • portal.office.com [ URL "https://portal.office.com/"] • office.com [ URL "https://office.com/"] • microsoft365.com [ URL "https://microsoft365.com/"] On the Microsoft login page, enter any email address that ends with "@cuni.cz", such as: • a@cuni.cz • CUČO@cuni.cz • firstname.lastnameXYZ@student.cuni.cz • firstname.lastname@ftvs.cuni.cz No matter which page you use, you will always be redirected to the CAS sign-in page [ URL cas.cuni.cz/cas/login?service=https%3A%2F%2Fidp.cuni.cz%2Fidp%2FAuthn%2FExternal%3Fconvers %3De1s1%26entityId%3Durn%3Afederation%3AMicrosoftOnline&locale=en"] to verify your Charles identity. If you access Microsoft 365 documents via a direct link, the Microsoft login page may appe redirecting you to CAS. ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * Web applications ****************************************************************************************** Once logged in to Microsoft 365 online [ URL "https://m365.cloud.microsoft/apps"] , all on 365 applications, including Word, Excel, PowerPoint, Outlook and Teams, are available to a regardless the license assigned. They can be all opened and used in the browser of your ch ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * Desktop applications installed on your computer ****************************************************************************************** Every student and staff member of FTVS with an A3 license (see above) can install Microsof applications (Outlook, Word, Excel, PowerPoint, OneNote, OneDrive, MS Teams) on their comp 5 PCs or Macs. After logging in, the installation menu for these applications appears dire Microsoft 365 home page (https://office365.cuni.cz/ [ URL "https://office365.cuni.cz/"] ) (the "Install & More" button). ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * E-mail in Microsoft 365 ****************************************************************************************** Microsoft 365 also includes Outlook email which can be accessed also separately at https:/ outlook.office.com/ [ URL "https://outlook.office.com/"] . A mailbox is created automatica with a Microsoft 365 account) for anyone who has a relationship with the university, i.e. employee. Each user's mailbox in M365 can be connected to multiple email addresses which can receive on the relationship the user has within the CU. For example, a student at FTVS can also be the MFF and the PřF - each one of these relationships can add another email address to you mail received at all of these addresses will go to the same email address that is assigned Note: At the same time, also the email address in the form UKČO@o365.cuni.cz always works (i.e. both students and staff) to receive mail (the UKČO is the personal university ID num found on your student or staff ID under your photo or in SIS). Student university emails Starting March 3rd 2025 all FTVS students have a default email address set in the format firstname.lastnameXYZ@student.cuni.cz (where XYZ is a three digit number, e.g. jana.novakova321@student.cuni.cz) and this address works for both receiving and sending ma to this are students who are at the same time also emplyed by the university and have set appropriate faculty-employee address as outgoing email address. If you need to find out your default email address for both receiving and sending mail, th options: • On your Microsoft 365 account page https://myaccount.microsoft.com [ URL "https:// myaccount.microsoft.com"] in the tile with your name and photo, • After logging into Web Outlook [ URL "https://outlook.office.com/"] - scroll to the top clicking on your name and then "View Account", where you will find your address again in your name and photo, as in the previous example, • After logging into Web Outlook [ URL "https://outlook.office.com/"] - go to the top righ the "wheel" in the Outlook settings, go to the Account  and then Email Account tab, Access to email You can access your email in the following ways: • Web Outlook [ URL "https://outlook.office.com/"] - accessible via an internet browser an • Outlook Desktop application installed on your computer - see the chapter Desktop applica on your computer, • Any POP or IMAP email client - The necessary information for setting up POP, IMAP and SM be found in the Web Outlook [ URL "http://Web Outlook"] Service Help. After logging into click the "wheel" in the upper right corner to go to Outlook Settings, go to the Mail > and click View POP, IMAP, and SMTP Settings. University email forwarding If an FTVS CU student does not want to actively use their university Microsoft 365 email a strongly recommend setting up automatic forwarding to another address. We remind that all are required to communicate with faculty only via their university-assigned student email. This means that: • Faculty (FTVS CU) sends official communications to active students to the student's univ address. Formal communications are considered to be communications from the faculty on s internal matters and requests. • Students are required to send all e-mails to faculty members and other FTVS staff exclus university assigned e-mail account while they are actively studying, with the university appropriate to the student as the sender. The ability to forward university mail does not apply to faculty members and employees of departments. All FTVS CU employees with an assigned email address are required to use the university account for their work related tasks. How to set up your student email forwarding to another address: • In web-based Outlook [ URL "https://outlook.office.com/mail/"] , go to Outlook settings the "wheel" in the top right corner. • in the settings panel that appears, go to Mail and then to Forwarding, where you must fi forwarding by toggling the button • type in the email address where you want to forward mail. ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * Microsoft Outlook Tutorials ****************************************************************************************** For your first time log-in into Outlook [ URL "https://elearning.cuni.cz/manual.php"] , th the University's simple web tutorial will help. You will find our detailed tutorials on how to work with Microsoft Outlook useful for all versions of Outlook. Email services after termination of your relationship with the university If the user's relationship with Charles University ends (student or employee), the Microso fully functional for another 4 months from the termination of the relationship unless spec apply (e.g. termination of employment by agreement or by the employer). If the user has mu CU relationships, this applies after the end of the last CU relationship. After the expiry of the 4month protection period, the cloud services and data will be swit the user, but the email account will remain functional for another 7 months, after which a irreversibly deleted, (i.e. 11 months after the end of the relationship. ****************************************************************************************** * Microsoft Teams ****************************************************************************************** The Microsoft Teams application allows users (i.e. students and staff) to collaborate onli It can also be used for hybrid or distance learning. The Teams allows you to create groups documents with team members, chat in team channels or in closed chat, and conduct video co The Microsoft Teams app (client) is available for download and installation for most commo (Windows, Linux, Android, iOS) and can be used without installation just in a web browser. Creating a team in Teams for a course in SIS From the summer term 2020/2021, the Teams and SIS have been integrated. From SIS, a lectur team for a specific course automatically and assign it to students enrolled in the course. "Courses" ? select a specific course ? click on "Microsoft Teams". Joining the team of another university/organisation If someone wants to add you to a team in Teams within another organisation (e.g. a univers the CU), the most secure way to do this is to use your address as UKČO@cuni.cz (UKČO = the number assigned to each staff member and student, which is shown on their ISIC or universi should already work to include a student address in the form: first name.lastnameXYZ@student.cuni.cz [ URL "mailto:first%20name.lastnameXYZ@student.cuni address firstname.lastname@ftvs.cuni.cz, but in the past these alternative addresses have Tutorials for Microsoft Outlook To work with Teams, you'll find our step-by-step tutorials on how to work with the Microso your computer or mobile handset useful. ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * Mobile applications ****************************************************************************************** Every employee and student of Charles University can install Microsoft mobile applications tablets and phones. The mobile apps for Android or Apple can be installed in the usual way from the Play Store (direct links in the sidebars). You can then log in to your university account in the apps would on the web or desktop apps. The login is shared between all installed Microsoft apps can be managed in the phone/tablet settings under Accounts). Android Links to the Play Store: • Všechny MS aplikace pro Android [ URL "https://play.google.com/store/apps/dev?id=6720847 • Teams [ URL "https://play.google.com/store/apps/details?id=com.microsoft.teams"] • OneNote [ URL "https://play.google.com/store/apps/details?id=com.microsoft.office.onenot • SharePoint [ URL "https://play.google.com/store/apps/details?id=com.microsoft.sharepoint • OneDrive [ URL "https://play.google.com/store/apps/details?id=com.microsoft.skydrive"] • ToDo [ URL "https://play.google.com/store/apps/details?id=com.microsoft.todos"] • Outlook [ URL "https://play.google.com/store/apps/details?id=com.microsoft.office.outloo • Word [ URL "https://play.google.com/store/apps/details?id=com.microsoft.office.word"] • Excel [ URL "https://play.google.com/store/apps/details?id=com.microsoft.office.excel"] • PowerPoint [ URL "https://play.google.com/store/apps/details?id=com.microsoft.office.pow • Authenticator [ URL "https://play.google.com/store/apps/details? id=com.azure.authenticator&hl=en"] • Microsoft Loop [ URL "https://play.google.com/store/apps/details?id=com.microsoft.loop&a Apple Links to the App Store: • Microsoft 365 Copilot [ URL "https://apps.apple.com/cz/app/microsoft-365-copilot/id54116 • Teams [ URL "https://apps.apple.com/cz/app/microsoft-teams/id1113153706"] • OneNote [ URL "https://apps.apple.com/cz/app/microsoft-onenote/id410395246"] • SharePoint [ URL "https://apps.apple.com/cz/app/microsoft-sharepoint/id1091505266"] • OneDrive [ URL "https://apps.apple.com/cz/app/microsoft-onedrive/id477537958"] • ToDo [ URL "https://apps.apple.com/cz/app/microsoft-to-do/id1212616790"] • Outlook [ URL "https://apps.apple.com/cz/app/microsoft-outlook/id951937596"] • Word [ URL "https://apps.apple.com/cz/app/microsoft-word/id586447913"] • Excel [ URL "https://apps.apple.com/cz/app/microsoft-excel/id586683407"] • PowerPoint [ URL "https://apps.apple.com/cz/app/microsoft-powerpoint/id586449534"] • Authenticator [ URL "https://apps.apple.com/cz/app/microsoft-authenticator/id983156458"] • Microsoft Loop [ URL "https://apps.apple.com/cz/app/microsoft-loop/id1637682491"] ****************************************************************************************** * Data in the cloud: storage in OneDrive, Teams and Outlook ****************************************************************************************** All data stored within Microsoft 365 (emails, files in OneDrive or shared files in Teams, physically stored in a private "campus cloud" and are under the responsibility of Microsof "https://www.microsoft.com/cs-cz/"] ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * Microsoft 365 support at FTVS CU ****************************************************************************************** The operator, administrator and technical guarantor of the Microsoft 365 platform is the I Computer Technology of Charles University, Department of Cloud Services. The primary provider of IT support for users at the faculty is the IT Support of FTVS (ICT also the organizational and operational guarantor of Microsoft 365 tools and services for students. All faculty users, i.e. students and faculty staff, contact the faculty IT support exclusi email address helpdesk@ftvs.cuni.cz [ URL "http://helpdesk@ftvs.cuni.cz"] . When contactin the user is required, except in exceptional cases, to use his/her assigned university emai student or staff member in order to prove beyond any doubt the identity of the sender and that took place. As an exception is considered to be a situation where a user has a techni logging into their university email. For help with log-in, it is mandatory to first use the available help in the Microsoft 365 chapter [ URL "https://ftvs.cuni.cz/FTVSEN-639.html#5"] before contacting IT Support [ URL cunicz.sharepoint.com/sites/FTVS_IT/SitePages/IT_podpora.aspx"] with a query that has alre explained. ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * Links, guides and help for M365 ****************************************************************************************** There is a large number of information sources for Microsoft 365 services at Charles Unive recommended sources of information at FTVS are: • Help in the Microsoft 365 Login chapter of this manual [ URL "https://ftvs.cuni.cz/FTVSE • Help here for First time login to Microsoft Outlook [ URL "https://elearning.cuni.cz/man • Tutorials on FTVS CU website [ URL "https://cunicz.sharepoint.com/sites/Digitalni_navody Zaciname.aspx"] • ICT help on FTVS CU [ URL "https://cunicz.sharepoint.com/sites/FTVS_IT/SitePages/IT_podp Note: The Head of the ICT Department of FTVS CU is responsible for the content of this page. Thi is available in the same form on the FTVS website (for students) and on the FTVS intranet Information used on this website were compiled with the help of the Faculty of Mathematics the CU.