View and edit your profile in Office Delve

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View and edit your profile in Office Delve

The profile page in Delve makes it easy for you to update your profile information, and for others to find and connect with you. With the new profile page in Delve, you can also quickly get back to documents you've worked on recently, or go to other people's profile pages to see what they're up to.

This article describes how you can edit your profile information.

View and edit your profile

Note: You may not be able to change all information in your profile. Some information, such as your name or title, may be collected from other systems that your IT or human resources department control. If you want to update those details, contact them or your admin.

1.To go to your profile page, select your picture in the Office 365 header, and then select About me.

If you're already in Delve, you can go to your profile page by selecting Me from the left-hand menu.

2.To change your information, choose Edit profile.

3.Update your profile information as desired. For example, click Upload picture on the Basic Information page to change your profile picture.

4.Choose Contact information and Details to see different pages of your profile. Choose the ellipsis … to see additional profile pages.

5.Choose Save all and close.

How do I keep certain profile details private?

Your profile contains information about you that people in your organization see when they visit your profile page. Some of this information is fixed by your organization and always shared with everyone, such as your name, title, department and manager.

For some details, you can choose to keep the information private by selecting 'Only Me' under 'Who can see this?'

What are the guidelines for adding a profile picture?

You can upload a photo in one of these image formats: .bmp, .jpeg, or .png. An optimal picture size is 96 x 96 pixels.

How can I change the cover photo?

Your cover photo is the large image at the top of your profile. Choose one you like from the photos provided. For now, you can't upload your own photo here.

On your page, click Change cover photo in the top right corner, and then choose a photo from the list.

How do I follow someone?

There's no option to follow someone from their profile in Delve.

For information about how to follow someone in Newsfeed or Yammer, see Follow people to keep track of their activities.

Why can't I see if someone is online?

The online presence feature will be available in a future release.

Where can I find my Newsfeed?

If your company enables Newsfeed, you can access your Newsfeed by clicking the Newsfeed tile in the Office 365 suite navigation. If your company is using Yammer for Enterprise Social Collaboration, a Yammer tile will appear in the Office 365 suite navigation.

Where can I find my links?

Custom links are no longer supported.

How do I view or add apps?

You can view or add apps by clicking the OneDrive tile in the Office 365 suite navigation, then clicking on Settings > Add an app.

How do I view or add subsites?

You can view or add subsites by clicking the OneDrive tile in the Office 365 suite navigation, then clicking on Settings > Site contents.

Why does my profile look different than you describe?

Some of the functionality on the profile pages is currently only available if your organization has opted in to the First release program.

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Are my documents safe in Office Delve?

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Are my documents safe in Office Delve?

Yes, your documents are safe. Delve never changes any permissions. Only you can see your private documents in Delve.

Also, other people can't see your private activities, such as what documents you've read, what emails you've sent and received, or what Lync conversations you've been in. Other people can see that you've modified a document, but only if they have access to the same document.

What you see in Delve is different from what other people see. You can see your private documents and other documents that you have access to. Other people can see their documents and documents that they have access to.

Who can see my documents?

You're always in control. Only you can see your private documents in Delve, unless you decide to share them. Your private documents are marked with a padlock and the text. Only you can see this.

NOTE: The padlock on the card is currently only available if your organization has opted in to the First release program.

You can see who has access to a specific document from within Delve, and you can also share the document with others.

Click the Who can see this? button on the content card:

You can also stop sharing a document to prevent people from seeing it.

Who can see attachments?

When you or others share a document as an attachment in email, only people in the email conversation will see that document in Delve.

Attachments are marked with a paper clip on the content card.

Who can see the documents on a board?

Boards are open to everyone in your organization. You and others can see, add documents to, remove documents from, or follow any board in Delve.

However, if a board has documents that you don't have access to, those documents will not show up for you. If you create a board and add documents that only you or a few people have access to, no one else will see the documents, but they can see the board name.

Learn more: Group and share documents in Delve

How can I share documents with others?

To make Delve a great experience for everyone in your network, it's important that you and your colleagues store and share your documents where Delve can get to them: in OneDrive for Business or in Sites in Office 365.

Learn more: Store your documents where Delve can get to them

How can I keep a document private?

If you want to keep a document private, store it in OneDrive for Business and choose not to share it. These documents will not show up in Delve for other users. Your private documents are marked with a padlock and the text Only you can see this.

Documents that aren't shared, are marked with a padlock and the text Only you in the Sharing column in OneDrive for Business.

If you want, you can always share the document with others later.

My private document has 7 views in Delve – does that mean that 7 people viewed it?

No. If your document is stored in OneDrive for Business and you haven’t shared it with other people, or if it's stored in another private location, only you can see the document in Delve. 7 views for a private document means that you opened it 7 times.

NOTE:If your organization has opted in to the First release program, you'll see the padlock icon and no view counts on private documents.

Can other people see what documents I’ve viewed?

No, no-one can see which documents you’ve opened and viewed in Delve.

If you’ve made changes to a document, other people can see that you modified the document, but only if they have access to the same document.

Can I turn off Delve?

If your organization uses Delve, you can’t turn off Delve completely, but you can choose to not share your activity. You will still be able to use Delve to see other users' profile information.

What does it mean to "share my activity"?

The Office Graph – the “brains” behind Delve - collects and analyses signals that you and your colleagues send when you work in Office 365. For example, when you and a colleague modify or view the same document, it’s a signal that you’re likely to be working together. Other signals are who you've shared a document with, which distribution groups you're a member of, who your manager is, and who has the same manager as you. Delve uses the signals to show you and others the documents that are likely to be relevant to you. These signals are what we call public activities, and it's these activities you share with others when you use Delve.

Other activities are private, and are never shared. Examples of private activities are what documents you’ve read, what emails you’ve sent and received, or what Lync conversations you’ve been in.

Remember that Delve never changes any permissions. You and your colleagues only see documents that you already have access to. Only you can see your private documents in Delve.

What happens if I choose to not share my activity?

If you choose to not share your activity, other people will not see any documents when they go to your page in Delve, but they can still see your profile information, such as your name, and contact information.

Your activities will not be used to personalize Delve for others. Your documents can still appear in Delve (in other places than your person page) for people who have permissions to view them, just like these people would find your documents if they searched for them in SharePoint Online.

If you choose to not share your activity, you will not be able to see other people’s activities or documents in Delve, but you can still see their profile information.

To turn off sharing

In Delve, go to Settings
Select Sharing activity > Don’t share my activity.
Click OK to save the changes.

NOTE: It can take up to a week for all changes to take effect.

What happens if others have Delve and I don’t?

Delve users in your organization who already have access to your documents in Office 365, can see your documents in their Delve, even if you don't have Delve yourself.

If you want to prevent your documents from showing up on your person page in Delve for other Delve users, you can choose to not share your activity. If you don't have Delve, you can do this from your Profile page in Office 365:

To go to your Profile page, select your picture in the Office 365 header, and then select About me.
On your profile page, select Settings.
Select Sharing activity > Don’t share my activity.
Click OK to save the changes.

NOTE:It can take up to a week for all changes to take effect.

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10 Things to Know About Office 365: From an IT Professional’s Desk

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10 Things to Know About Office 365: From an IT Professional’s Desk BY JEFF LIZERBRAM, MCSA, SOLUTIONS ARCHITECT

1. Office 365 Admin Tools

Office 365 Admin Center

The Office 365 Admin Center is usually the first stop when checking for service health, licensing status, and active user configuration.

PowerShell for Office 365

When the Office 365 Admin Center is not enough to allow you control over user accounts and bulk-change operations, then use PowerShell for Office 365. Keep in mind, Windows PowerShell that is included with Windows 7 will not work alone without adding necessary Windows Management Framework updates. However, there is a standalone PowerShell module for Office 365 specifically useful for administrators who are running Windows 7 as their admin PC. Unfortunately, Mac OSX computers do not have built-in nor are their separate downloads quite yet to manage Office 365 through Windows PowerShell. Windows 8.1 and above already have the required Windows Management Framework to connect to Office 365 natively.

Office 365 Admin App

For those system administrators on the move, good news! The Office 365 Admin App is available for Android, iPhone and Windows Phones, in both the standalone and Partner flavors. The Partner flavor allows you to remotely check all your delegated customer portals, and allow you to make some modifications, depending on the account synchronization setup.

2. New Features and Updates Opt-In

One of my favorite things about Office 365 is that it is always up-to-date. A tenant will always be able to leverage the latest technologies, versions and releases of Office 365 components as soon as they come out. However, sometimes an organization is not so ready to be on the cutting edge. Therefore, to avoid being the “guinea pig”, an organization can make a choice: Release updates EARLY to entire organization, or release updates to SELECT group of users. Usually, the IT staff would be the first ones to try out new software rollouts, and this is a great option for those who just want a few to get their feet wet.

3. ROADMAP!!

Just like a fun journey of a roadtrip and experiencing the things along the way, stay up-to-date with all past, current, and in-development rollouts that Office 365 is making on virtually a daily basis. Visit http://roadmap.office365.com to see what’s coming to a tenant near you!

4. Office 365 ActiveSync vs. Mobile Device Management (MDM)

ActiveSync still is the most common method of connecting mobile devices with Exchange Online, and for good reason: It offers a myriad of controls for the administrator. Contrary to popular belief, ActiveSync with Exchange Online matches the most stringent controls and policies of 3rd party mobile device management suites, and covers devices all the way from Apple IOS devices, Android, Windows phones, and even still supports Blackberry and Symbian devices! With over 60 configurable policies and controls, ActiveSync alone may be just what an organization needs to keep their “Bring Your Own Devices” (BYOD) policies under control, at no extra cost!

Mobile Device Management, on the other hand, expands the Exchange ActiveSync capabilities and provides one step further into management of applications on devices; particularly the ability to containerize or sandbox applications to bring them under corporate control within a BYOD policy. Requiring additional Azure and Intune components on the tenant domain, MDM goes beyond just the messaging control of devices and brings a full mobile application management platform to an administrator’s toolkit.

5. Multi-Factor Authentication

Probably one of the most under-used security aspects of Office 365 is the ability to use Multi-Factor authentication. This allows to control of authentication through something a user “Knows” (such as their password), and something a user “Has” (such as their mobile device). Minimally, it is recommended for Administrators to have this function to further locking down their tenant environment. And with the Azure Single Sign-On Portal, Multi-factor Authentication can extend into on-premises and other apps, such as DocuSign, DropBox for Business, Dynamics CRM, Google Apps, LinkedIn and more.

6. Azure SSO Portal

Speaking of which, the Azure SSO Portal gives the user an app launch that goes beyond Office 365 Apps, such as Mail, OneDrive for Business, Sites, Yammer, etc. Office 365 now extends the application launcher to include other supported SaaS applications that support SAML, WS-Federation or Open ID Connect protocols. Logon to https://myapps.microsoft.com to see your application launcher today, and see how it can work for your organization.

7. Azure Rights Management (ARM)

Yet another feature of Office 365 that is under-utilized is Azure Rights Management. By default, a tenant domain does NOT have this feature enabled, but is easy to setup with a few clicks of a button and a few PowerShell commands. Think of Azure Rights Management as your document and Email Encryption platform. Here, you can secure your files and folders in OneDrive, secure files on your own desktop in Offline mode, and utilized the built-in interfaces that Office 2013 and future Office suites already have built-in for locking down security on documents, whether they are a Word document containing secure passwords, to an Excel or Access financial database. Plus with Azure Rights Management comes the ability to create email rules to enabled Microsoft Message Encryption, where emails can be sent with secure information safely to a recipient, requiring either a sign-in account or a one-time access code. Azure Rights Management replaces the necessity of standing a multi-server Information Rights Management infrastructure within your own datacenter. If you have an Office 365 SKU that includes ARM, go ahead, don’t be shy, and turn it on!

8. Office 365 Video

Office 365 Video is great if you want to incorporate organizational training, IT technology training, onboarding new employees or distribute a CEO message company wide. The video portal allows content to be discoverable, mobile, and simple to use. It’s a great way to provide effective communications within any organization.

9. Delve

A few months ago, Microsoft surprised us with Delve, a tool which up to this day has mostly a mystery on what it exactly does. But click on Delve in your Apps Launcher, and see for yourself. This is Microsoft’s Office 365 search engine which provides fast and relevant searches for content that are based on YOUR data usage and social interactions within the organization. Based on the powerful Office Graph Engine, which is the engine behind the scenes of Yammer, Delve displays content that might be most relevant for each individual based on what they’re already doing in SharePoint, Exchange, or OneDrive for Business. Pretty cool, huh?

10. Office 365 Trust Center

Certainly, this list was in no particular order of importance, and this final “Thing to Know” should really be at the top of every IT Professional’s list. While many prospective customers of mine are hesitant to start moving their email and documents to Microsoft’s cloud services, it is important to know, that in most cases, Office 365 is more secure than the existing and aging on-premise Exchange and File Server solutions. Office 365 exceeds compliance standards in the commercial, government, financial and healthcare fields, contains the most stringent security policies (both physical and logical), and stands up to one of the most highly available systems out there, with a current track record of 99.99% uptime. That equates to 52 minutes, 35.7 seconds per YEAR! Compare that to your current on-premise uptime calculations. Visit http://www.trustoffice365.com for a complete description of how it meets these standards.

Thank you for allowing me to share my 10 things to know about Office 365. I’d like to thank Richard Harbridge from 2toLead for providing helpful insights on his May 2015 blog, 10 Things That Many IT Professionals Don’t Know about Office 365, which has motivated me to share my own IT Professional perspective. I encourage you to visit his blog to see what other things that Office 365 has to offer.