Help

Expand the topics below to find a specific help topic.

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In order for you to gain access to Microsoft Online Learning, either an existing administrator in your organization can create an account for you or you can register via the Activate membership link: https://itacademy.microsoft.com/Administration/ITA

Note: If you are already an IT Academy administrator or instructor, you can use single sign-on to jump directly from the IT Academy site (https://www.microsoft.com/en-us/itacademy/members/Authorization.aspx) to the Microsoft Online Learning registration link.

Signing in for the first time

  1. If an existing administrator has created your account, click the link in the email you received. (If you did not receive an email, check your Junk Mail and Spam folders in case it was misrouted. If it is not there, check with the person at your institution who manages access to confirm that they used your correct email address.)
  2. If prompted, choose an account type and then sign in.
    • Microsoft account: This includes MSN, Hotmail, and Windows Live accounts. If you have more than one Microsoft account, note which one you used, since you need to sign in with the same one in the future.
    • Office 365 or Organization account: This is an Office 365 account that you can use to access the cloud-based version of Microsoft Office and your related storage space in the cloud. If your school or organization set up an account for you to use to access this training, that account may be valid here.

      Note: In some cases, your sign-in account type has already been chosen for you, based on what your institution uses.

      The account you initially use to sign in is permanently associated with your Microsoft Online Learning subscription. You need to use the same account to sign in when you access your courses in the future.

  3. On the Activate membership page, enter the IT Academy membership ID and IT Academy program key that you received from your organization. Then, click Submit.
  4. On the resulting screen, read the terms, indicate your acceptance by clicking I Accept, and then click Resume.
  5. Fill out the resulting form, taking care to populate all of the indicated required fields.

    Note: The email address on this form is the one you want to use for communication about your courses. It does not have to be the same one you use to log in, but it must be unique within the organization offering this subscription.

  6. Click Save. After your information is saved, you are taken to your custom home page. The functions available to you depend on the roles that you have been assigned. To learn more about roles, see the Understanding roles topic.

Signing in as a returning user

After your first-time sign-in, you can return to Microsoft Online Learning at any time and sign in with the same email account that you used when you registered.

Accessing the learner site

If you want to experience the learner site, sign in at http://itacademy.microsoft.com.

Returning to your member site

  1. On the home page, in the upper-right section, click the drop-down arrow next to your name.
  2. From the resulting menu, select IT Academy member site.

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A user can be assigned multiple roles. Every user is automatically assigned the Learner role and it cannot be removed. Anyone with the Administrator role can assign and manage additional roles to any other user. Below explains each role in the system:

Administrator

There is typically only one administrator for an IT Academy organization. The first person to sign in is designated as the administrator.

  • Creates user accounts and assign any role to them.
  • Creates bulk enrollment codes that can be used to enroll multiple new administrators.

Instructor

There can be multiple instructors for one IT Academy organization. One instructor can be associated with several organizations.

  • Creates new user accounts with the default learner role (but not other roles),
  • Edits any type of account (but can't edit roles),
  • Creates and manages learning plans and groups,
  • Assigns online learning to learners.

Reports Administrator

In order for an instructor or administrator to view most reports they also need to have this role assigned.

  • Views reports that show the percentage of completion of learning plans, courses, and assessments.

Learner

All accounts include the learner role

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The functions described below are only available to those with the Administrator and/or Instructor roles. If you do not have at least one of those roles, you will not have a Users tile available on your personalized home page. Check with your administrator if you feel you do not have the correct roles assigned to you.

Adding an individual user

  1. From the homepage, click the Users tile.
  2. On the Users page, click Add.
  3. On the resulting form, fill in the required fields, and any optional fields as desired.

    Note: You can complete the Class/Department and Unique ID fields or leave them for the user to fill in later.

  4. On the right-hand side of the screen, verify the user has the appropriate roles assigned.

    Note: You won't be able to add roles beyond the Learner role, unless you are an Administrator.)

  5. Click Save.

After you save the page an email with an enrollment link is sent to the new user.

Adding multiple users

If you have a lot of users to add, it is easier to do a bulk upload from a CSV (Comma Separated Values) file than to add each individually. Be sure to use the provided template to structure your CSV file, which ensures your user data is compatible with the system.

  1. Ensure you have the CSV template. Using the template ensures you provide the required information in the proper order for a successful upload.
    1. From the home page, click the Users tile.
    2. On the Users page, click Bulk add.
    3. Click Download a sample CSV file.
  2. Add users to the template.
    1. Open the CSV template file in Microsoft Office Excel.
    2. At a minimum, enter a first name, last name, and email address for the users you would like to add.
    3. (Optional) Enter a department/class name, active status (Y or N), and unique ID, if desired.

      Notes:

      If you set IS_ACTIVE to N the account will be in a disabled state, and the user will not be able to log in. You can click the Unblock user icon to restore all privileges to that user account.

    4. Save the file, maintaining the CSV format.
  3. Upload your CSV file.
    1. From the home page, click the Users tile.
    2. On the Users page, click Bulk add.
    3. Click Browse to browse to the CSV file on your local machine.
    4. Select the CSV file and click Open in the file browser.
    5. In the Bulk add users page, click Upload CSV. The uploaded file is processed and the results are displayed in a report, which indicates:
      • The name of the CSV file.
      • The total records processed: This is typically one less than the number of rows in your spreadsheet or CSV file, as the top row is a header.
      • Total new records created.
      • Total duplicate records (records that are already in the database).
      • Total invalid records.

Note: This process does not update existing accounts. If an email address is already in the database, that record will be ignored and counted as a duplicate record. To update information about a user you need to manually edit the user's profile by clicking their name in the list on the Users page

When you add multiple users in this manner, they do automatically receive an email with an enrollment link to the full catalog of courses. To assign specific courses, you can assign them to a learning plan, generate an enrollment link for that plan, send that link to yourself, and then forward it to these new users. They can follow the link to enroll. The learning plan will automatically appear in their list of courses.

Inviting administrators or learners via self-enrollment

To save yourself the effort of entering user details at all, you can generate a code for a specific quantity of users, and then distribute the code to those who need access to the system. When they redeem the code, they will be prompted to enter all of the required user profile data, agree to the terms and conditions and then they will be able to access the system according to the permissions you associated with their code.

  1. From the home page, click the Users tile.
  2. On the Users page, click Invite users.
  3. On the Invite users screen, specify the role to assign to users who redeem this code: Learner or Site Admin.
  4. Enter a number between 2 and 20000 in the How many users... box.
  5. Click Create enrollment link. The new code is added to the top of the list.
  6. Click Send me link in email to have this code sent to you in an email. This email contains the enrollment instructions and corresponding links that you can forward to users or make available in some other manner.

Tip: At any time, you can review your list of enrollment codes and by visiting the Users page. You can click to Invite users. All previously generated enrollment codes are stored there along with links to email to yourself.

Editing a user profile

As information about a user changes, you can manually update their profile (the user can also update their profile from the Learner site).

  1. From the home page, click the Users tile.
  2. Click the user's name or the Edit profile icon to display the current details in the edit pane.
  3. Edit the details that have changed.
  4. Click Save.

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If you need to temporarily or permanently prevent a user from accessing the system (includes both the Learner and Administrative sites), you can deactivate their account. Deactivated accounts can be activated at any time.

Deactivating a user account

  1. From the home page, click the Users tile.
  2. In the Users grid view, select the user(s) you want to deactivate.
  3. For the list of selected users, click Edit status and choose Inactive radio button and click Apply.
  4. You will get a confirmation message with the list of users that have been deactivated

Activating a user account

  1. From the home page, click the Users tile.
  2. In the Users grid view, select the user(s) you want to activate.
  3. For the list of selected users, click Edit status and choose Active radio button and click Apply.
  4. You will get a confirmation message with the list of users that have been activated.

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Creating groups can greatly streamline the process of assigning relevant training to multiple users, as well as acquiring reporting data on a specific set of users.

Since groups can also contain sub-groups, it is a good idea to consider or plan for a logical group hierarchy based on how you might assign training or view reporting data. Below is an example of a group hierarchy where Fall 2013 Sessions is the parent group and Course 1020 and Course 1030 are sub-groups.

Example parent group and sub-groups:

Fall 2013 Sessions

Course 1020

Course 1030

Adding a group

  1. From the home page, click the Groups tile to display the Groups list.
  2. Click Add group to display the Add/Edit group form.
  3. Enter the Group name.
  4. Enter a Description for your group. (The description should provide context as to the group's purpose and assist with establishing consistency when there are multiple administrators.)
  5. Click Save to create the group. Once your group is saved you will be prompted to either add members or wait to add members at a later time.
    • If you choose to add members, you will be able to choose from the existing users and groups. Click Add for each respective user and/or group you want to add to the current group, and then click Save.
    • You can at any time manage the members of your group by locating your group from the Groups list, and then choosing the Manage users in this group icon.

Managing group members

  1. To display the Groups list, on the home page, click the Groups tile.
  2. To locate the group you want to edit, review the list of groups or type a name in the Search for groups field.
  3. On the specific group entry, click the Manage users in this group icon.
  4. This will show you a grid view of all the active users in the organization and you can filter on which users are assigned vs unassigned to the group.
  5. You can select users from this grid and click Assign or Unassign to add or remove their association with the group.
  6. Similarly you can select groups and assign or unassign them from the group.
  7. Applying these changes should give you a confirmation message of all the users who have been added or removed from the group.

Editing a group's name and/or description

  1. From the home page, click the Groups tile to display the Groups list.
  2. Locate the Group you want to edit.
  3. On the specific group entry, click the Edit group icon.
  4. On the resulting screen, modify the group name and/or description as desired, and then click Save.

Deleting a group

If you delete a group the group container is permanently deleted, but all sub-groups and individual users are preserved.

  1. From the home page, click the Groups tile to display the Groups list.
  2. Locate the Group you want to delete.
  3. On the specific group entry, click the Delete group icon.
  4. On the resulting dialogue message, confirm you want to delete the selected group by clicking OK.

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Currently, training can only be viewed and evaluated from the learner site.

  1. Sign in at the learner site.
  2. You can find training in a couple of ways:
    • Click Browse and then select a subject. On the resulting page, explore the results. By default, the results are courses in the language listed on your profile page. If you’d like to search for courses in a different language, above the course results, in the Narrow by course language menu, click the drop-down arrow and select another language from the list. You can use the sorting option at the top to sort the list by the available sort criteria.
    • In the search box at the upper right corner of the screen, enter search terms related to the content you desire, and then press Enter or click the Search icon to execute your search. Relevant results will display. By default, the results are courses in the language listed on your profile page. If you’d like to search for courses in a different language, above the course results, in the Narrow by course language menu, click the drop-down arrow and select another language from the list. You can use the sorting option at the top to sort the results by the available sort criteria.
  3. When you see a course that interests you, click on the course title to begin playing the course, or click on the Syllabus icon to review the contents of the course.
  4. Once you have located courses of interest, note the course numbers so you can search for those course numbers in the Administrator site to assemble your learning plans.

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About learning plans

A learning plan is a set of courses designed to help a user work toward a goal, such as learning a new set of skills or earning a certification. Learning Plans can be assigned directly to individual learners or groups that you have already established, or they can be assigned via enrollment codes.

Before creating Learning Plans, consider the following:

  • Target audience: Who are the specific learners or groups that will consume the Learning Plan?
  • Relevant content: What content is most relevant for the specific audience of the Learning Plan?
  • Naming convention: What kind of naming convention will assist your learners as well as yourself and other administrators in understanding the purpose of the Learning Plan and differentiating it from other Learning Plans?

Creating learning plans

  1. From the home page, click the Learning Plans tile.
  2. Click Add.
  3. Browse or Search the catalog:
    • To Browse: Expand the offerings in the course catalog and check the courses and collections to include in the plan.
    • To Search: Click Search, enter a term in the search box, and then press Enter or click the Submit Search icon. From the results, click Add for the specific courses you want to add.
  4. Enter a name for the new plan in the Learning Plan Name box. This name must be unique within the organization.
  5. Click Save. The learning plan is saved and you are returned to the Learning Plans page where you will find the new learning plan listed.

The next step is to distribute the learning plans to users, which can be done at any time. There are a couple of ways to do this, as explained further below.

Distributing learning plans to users

After creating a learning plan, you can assign it to users who already exist on your Users list or you can create a bulk enrollment code to share with anyone in your organization, regardless of whether they are already on the Users list. You can also unassign a learning plan from users or groups.

To assign or unassign a learning plan to users and/or groups

  1. On the home page, click the Learning Plans tile.
  2. To locate the specific learning plan to which you want to assign users, type a name in the Search for learning plans field.
  3. On the specific learning plan, click the Manage Users icon.
  4. This will open a grid view where you can see all the active users in the organization and you can filter which users have been assigned the learning plan and which ones have not.
  5. You can select users from this grid and click Assign or Unassign to add or remove their association with the learning plan.
  6. Similarly you can select groups and assign or unassign them from the learning plan.
  7. Applying these changes should give you a confirmation message of all the users who have been added or removed from the learning plan.
  8. An email is sent to each affected user, informing them of the change.

To generate an enrollment code for a learning plan

  1. From the home page, click the Learning Plans tile.
  2. Locate the specific learning plan you want to add users to. Use the Search feature to expedite this step.
  3. On the specific learning plan, click the Create enrollment link option.
  4. On the Create enrollment link screen, enter a number of learners (between 1 and 20000) in the available text field.
  5. Optional. If you want users who redeem the code to automatically be added to a group, locate the group and click Assign. (If this is important to you and the group doesn't exist yet, you should cancel the creation of the enrollment link, create a group, and then come back to the learning plan to create your enrollment link.) Click Assign for each user or group you want to assign the training to.
  6. When finished, click Save.
  7. To access the enrollment code you created, locate the learning plan and then click Manage enrollment codes.
  8. Share the code with your intended recipients. An easy way to do this is by clicking the Send me link in email option, which will result in an email you can forward to your intended learning plan recipients.

Modifying the contents of a learning plan

  1. On the home page, click the Learning Plans tile.
  2. Click the specific learning plan that you would like to modify.
  3. To see a list of the courses currently in the learning plan, click the Courses in learning plan tab.
  4. To remove courses from the learning plan, on a specific course listing, click Remove.
  5. To add courses to the learning plan, do one of the following:
    • Click the Browse tab, and then browse through the courses. On a specific course listing, click Add.
    • Click the Search tab, and then use the search function to find a course. On the specific course listing, click Add.
  6. When you are finished modifying the contents of a learning plan, if you would like to keep its existing name, click Save.
  7. If you would like to update the name of the learning plan, type the new name into the Learning plan name field. This name must be unique within the organization. Click Save.
  8. In the confirmation dialog box, review your changes and then, to apply the changes, click OK.

Deactivate remaining enrollments links for a learning plan

  1. From the home page, click the Learning Plans tile.
  2. Locate the specific learning plan you want to disable remaining enrollment links for. Use the Search feature to expedite this step.
  3. On the specific learning plan, click Manage enrollment codes.
  4. Use the corresponding checkboxes to select the enrollment codes for which you want to disable the remaining.
  5. Click Deactivate remaining codes. This will result in the "Remaining" being set to 0, and no future redemptions of that code can occur.

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Only those users who are assigned the Reports Administrator role have access to report data. For certain levels of reporting information, a combination of roles is required. See below for specifics.

View reports by user

This option is only available to those who have a combination of the Reports Administrator role plus the Instructor and/or the Administrator role. To access reports specific to an individual user, do the following:

  1. From the home page, click the Users tile.
  2. Locate the specific user you would like to report on. Use Search to expedite this process.
  3. On the desired user, click either of the following options for the available reports:
    • Course activity report: This report shows each course the user has made progress against and details the amount of progress.
    • Assessment activity report: This report shows each assessment the user has started or completed and the related scoring.

View reports by group

This option is only available to those who have a combination of the Reports Administrator role plus the Instructor and/or the Administrator role. To access reports specific to a group, do the following:

  1. From the home page, click the Groups tile.
  2. Locate the specific group you would like to report on. Use Search to expedite this process.
  3. On the desired group, click either of the following options for the available reports:
    • Course activity report: This report shows each course the group has made progress against, the details for each group member, and the amount of progress.
    • Assessment activity report: This report shows each assessment the group has started or completed and the related scoring for each member of the group.

View reports by learning plan

This option is only available to those who have a combination of the Reports Administrator role plus the Instructor and/or the Administrator role. To access reports specific to a group, do the following:

  1. From the home page, click the Learning Plans tile.
  2. Locate the specific learning plan you would like to report on. Use Search to expedite this process.
  3. On the desired learning plan, click either of the following options for the available reports:
    • Course activity report: This report shows each course within the learning plan and the progress against it by the individual users.
    • Assessment activity report: This report shows each assessment within the learning plan and the progress and scoring for each user of the learning plan.

View reports by organization

These options are available to those who have the Reports Administrator role.

  1. From the home page, click the Reports menu at the top.
  2. On the Reports page, specify a date range for your report.
  3. Click Download next to the specific report(s) you want:
    • Course activity report summarizes the course activity across your entire organization.
    • Assessment activity report summarizes the assessment activity across your entire organization.
  4. Open and/or Save the file to your desired location.

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Update your profile information

  1. Click your name in the upper right corner of the screen, and then click Edit profile.
  2. Make the desired changes to your profile and click Save. Updating the language in the profile page will change your site to the same. The following languages are currently supported:
    English, Spanish (LATAM), French (France), German (Germany), Dutch (Netherlands), Italian (Italy), Russian, Brazilian Portuguese, Polish, Swedish (Sweden), Bahasa Melayu; Jawi Script (Malaysia), Arabic (Saudi Arabia), Chinese Traditional, Chinese Simplified, Japanese and Korean

Note: The contact email address in your profile is where you will receive communication pertaining to your courses (i.e. new learning plans, changes to you learning plans, etc.).This is not necessarily the address you use to log in to Microsoft Online Learning.

Switch organizations

This applies only if you are manage training or users at more than one organization, and you are using the same sign-in credentials for both.

  1. Click your name in the upper right corner of the screen, and then click Switch Organization.
  2. In the resulting screen, click the organization you want to change to and then click Save.

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FAQ

Frequently Asked Questions (FAQ) can be accessed from any screen where the footer is present. Click FAQ to access and review the list of questions and answers.

Contact Us

If you are in need of assistance, click Contact Us (located in the footer) to send us details about the issue you are experiencing so a technical support analyst can assist you.

Giving Feedback

You can share your feedback about your experience at any time by clicking the Feedback link in the footer and supplying your comments.

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As a best practice, always sign out when you are finished to prevent any other users of the same computer from accessing your account.

  • Click your name, and then click Sign out.

Clicking Sign out closes your current session and logs you out of the system.

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