Office 2013 files: Storing, accessing and sharing on the network and the cloud

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1 Office 2013 files: Storing, accessing and sharing on the network and the cloud Information Services Office 2013 files: Storing, accessing and sharing on the network and the cloud In Office 2013 there are new places to which you can save your files, and from which you can open them, and more ways to export and share your documents. As well as saving files to your computer, you can now also save them to the cloud with OneDrive. This guide looks at the new options for saving and opening documents using local, networked and online locations, and shows how to simplify these options if you don t need them all. It examines how the recent folders and documents lists work, and provides tips on managing them. It also shows how to export your document as a PDF, and looks at new ways to share your files with people within and outside of the University using OneDrive. For more information on using OneDrive, download the Getting Started with OneDrive guide from the University website. File tab commands The file tab, also known as Backstage view, provides commands for doing something with your file as a whole e.g. saving, opening, printing or sharing and also allows you to manage the options and settings for the program. Open quickly open recently-accessed documents, or browse to documents saved on your computer or online using OneDrive Save save the open document to its current location and return to edit mode Save As save the current document, optionally with a new name and/or to a different location Share share your document via the cloud using OneDrive, by , or present it online using Lync or a web browser Export export the document in another format such as PDF or XPS To exit Backstage and return to the standard editing screen, click the symbol at the top left of the screen. Note that clicking the cross at the top right of the screen closes the program. If you require this document in an alternative format, such as larger print, please

2 Saving and opening documents: local, networked and online locations With Office 2013 there are new places to which you can save your documents, and from which you can open them. As with previous versions of Office you can still save files to your computer, but you can now also save files to the cloud using OneDrive. However, the default save location is still your university M: drive. When you open or save a file, the Open and Save As dialog boxes no longer open directly and you are instead presented with various options. We look at these as they appear on the Save As menu in Word although descriptions apply equally to the Open menu and to other Office programs. The main ones you ll use are Computer for networked and local drives, and OneDrive University of Edinburgh for online storage. Networked storage: Computer Click File > Save As > Computer to access your networked and local drives as well as external storage such as USB/pen drives. Recent folders are listed at the top for easy access, as Microsoft anticipates that you might want to save your new document here. Alternatively, click the folder named as your UUN near the bottom of the list to go to your networked drive. This opens your networked Documents Library from where you can browse to all your files. At the bottom of the list is a link to your Desktop. The Browse button opens an explorer window at the current document folder. From here you can browse to all locations on your computer and to other networked drives. 2 IS Skills Development

3 Online storage: OneDrive University of Edinburgh Click File > Save As > OneDrive University of Edinburgh followed by Browse to open or save documents in your OneDrive folder. Note that as well as OneDrive University of Edinburgh, you may also see an area labelled just OneDrive. The first links to your organisational OneDrive account, and the second to your personal OneDrive account if you have one, and have chosen to link it. Your OneDrive folder is located on your C: drive and is named OneDrive for Business. All documents in this folder automatically sync to the cloud so you can access them from any device including PCs, Macs, tablets and mobile phones. Other storage options In addition to the main Computer and OneDrive storage locations, the following options also come as part of the Office 2013 package. Sites University of Edinburgh This provides access to documents stored in libraries on the University s SharePoint web space. SharePoint integrates intranet, content management and document management and you can find out more at You can ignore this option unless your school or department uses SharePoint. Other Web Locations These may include OneDrive and SharePoint libraries and document management servers. Add a Place You can add your own online storage locations, including your personal OneDrive account if you have one, to make it easier to save to the cloud. IS Skills Development 3

4 Working without online storage You might not want to see all these options every time you open or save a document, especially if you choose not to use online storage. To make things simpler, try the following they all open an explorer window from which you can browse your computer to the document open/save location. 1. Add Open and Save As commands to the Quick Access Toolbar To add the Open command, click the downward arrow to the right of the Quick Access Toolbar, then tick Open. To add the Save As command, you ll need to select More Commands from the bottom of the menu. At the dialog box, scroll through the list of commands to find Save As, then click the Add button, then OK. The icons for both commands should then appear on your Quick Access Toolbar at the top left of your screen. 2. Use shortcut keys Open: Ctrl + Alt + F2 Save As: F12 key on the top row of your keyboard 3. Change the program settings to prevent Backstage showing Click File > Options > Save, then tick the Don t show the Backstage when opening or saving files box. Recent folders and documents When opening and saving documents, Microsoft anticipates that you might want to open from and save to a location that has recently been active, whether on your computer or online through OneDrive. There are two places where this comes into action: Recent Documents on the Open menu, and Computer on the Open and Save As menus. The most recently-accessed files and folders are at the top of each list. Click on the name or icon to open it in one click. 4 IS Skills Development

5 In both places, you can: 1. Pin files/folders to lists If you have folders or documents that you regularly access and want to keep them at the top of the list, hover your mouse over the folder/document name then click the pin that appears to the right. Pinned items appear above a line at the top of the list in the order they were pinned. The same items are pinned across the Open and Save As areas. To un-pin an item, click the pin again. You can change how many recent documents and unpinned folders you see by clicking File > Options > Advanced and scrolling to the Display section. 2. Copy the path to the file/folder location Hovering over any entry in the list reveals a tooltip detailing the file location. You can copy the path to the file location by right clicking on the document or folder name and selecting Copy path to clipboard, then use Ctrl + V on your keyboard (or right click then Paste) to paste it into a document or . This may be particularly useful if you need to send the file location to someone. 3. Remove the file/folder from the list Right click on the file/folder name, then choose Remove from list. Exporting to PDF and sharing documents We ve looked at the Open and Save As options, but there are two other new Backstage options that may also be useful - Share and Export. Export By default Word documents are saved as.docx files. However, you can use the Export options to save your document as a PDF, as an earlier version of Word, as a template, or as a variety of other file types. Share You can use the Share options to your document as an attachment or link, present it online using Lync or a web browser, or invite people to view and collaborate on it in OneDrive without having to it back and forth. Some programs have additional options, e.g. from Word you can publish documents to a supported blog, and from PowerPoint you can publish slides to a library or SharePoint site. IS Skills Development 5

6 Sharing your document via OneDrive Step 1: Save to OneDrive In order to share your document via a link or URL, you first need to save your document to OneDrive before inviting people to view or edit it. You can do this through the Save As menu as usual, or use the Share menu: 1. With the document open, click File then Share 2. Select Invite People 3. Click the Save To Cloud button. This opens the standard Save As options. From here, select OneDrive University of Edinburgh to save the document to OneDrive. Step 2: Share You are returned to the Share area, from where you can choose: Invite People to a link to one or more individuals, with an optional personal message, that allows them to view or edit the online document. Clicking the link opens the document in a browser in the Word Web App for viewing or editing. Get a Sharing Link to obtain a URL for the document location that you can use to link from other locations such as a web or wiki page. Clicking the link opens the document in a browser in the Word Web App for viewing or editing. to send the document as an attachment Present Online to present the document to Lync attendees, or use the Office Presentation Service to allow others to view your document in a web browser Post to Blog (in Word only) to create a new blog post using the content of the current document 6 IS Skills Development

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