LEARNING RESOURCE CENTRE. Guide to Microsoft Office Online and One Drive

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1 LEARNING RESOURCE CENTRE Guide to Microsoft Office Online and One Drive LEARNING RESOURCE CENTRE JULY 2015

2 Table of Contents Microsoft Office Online... 3 How to create folders... 6 How to change the document name... 7 How to share files... 8 How to save documents How to delete a file How to work with Office Online How to print How to save files from Microsoft Office software to One Drive How to upload files How to edit files in Microsoft Office Software How to access previous versions of files How to sync files

3 Microsoft Office Online MICROSOFT OFFICE ONLINE AND ONE DRIVE Ayrshire College students and staff have access to Office 365 (also known as Microsoft Office Online). This enables you to access to your own online cloud storage account and online versions of Microsoft Office software. Please note, staff and students will use their Ayrshire College logon details to access Microsoft One Drive and Microsoft Office Online. These features can be accessed by logging onto your Ayrshire College account: Log In to Your Left click on the Windows button (at the bottom left hand corner of the screen): Select All Programs: 3

4 Select Internet Explorer: MICROSOFT OFFICE ONLINE AND ONE DRIVE An Internet Explorer web page should open up. Type the web link for student into the browser bar at the top of the page and press Enter. The web link is: A security box will pop up for you to input your username and password. This is the same as you use to log on to a computer in the college. Click on OK. Enter your student number in the top box i.e. A Enter the password you use to log in to a computer in the college in the bottom box 4

5 Your homepage should now open up. If you have any problems logging into your please check you are using Internet Explorer as your internet browser (not Google Chrome!). If you still encounter any problems or need you password reset, please visit the LRC. Once you have logged onto your account, select the link for Office 365 at the top of the page. You can open any of the Microsoft Office Online applications by left clicking on them 5

6 How to create folders You may want to create folders to organise your work into. To do this, left click on the Office 365 link (as shown in the previous section) and select the OneDrive icon: Left click on the New icon and select New Folder: Enter the name of the folder and left click on the create button:

7 The folder is added: How to change the document name To change the name of a document, simply left click on the text that says Document at the top of the screen. You can then change to a more appropriate file name. 7

8 How to share files You are able to share files in One Drive. This enables other specified users to access the exact same file you are working on and to make changes to that particular file this eliminates the need to keep track of multiple versions of files. To access files you have saved on your One Drive, left click on the Office 365 link and select the OneDrive icon: A list of all the files saved to your One Drive should appear. By default, the file you have saved will not be shared and will say Only you beside it. To change this, left click on where it says Only you.

9 A pop-up window should appear. Select to Invite people from the list of options on the left-hand side of the pop-up window. In the top box start to type the name of the person you want to share the file with. Once you have typed their first and surname, their profile should pop up, click on this. You can add as many people to share with as you wish, staff and students. Type the person s name in this box, then click Share Once you have added everyone you want to share the file with, click on the blue Share button. The person you have shared with document with will receive an with a link to the document. They can view, edit and then save changes to the file. To see what changes they have made access your One Drive through your as above, click on the file name to open it. 9

10 You can make changes to the document by clicking on the Edit Document option in the top-right of the screen. Select to Edit in Word Online (second option) to keep any changes you make to the document visible to the people you have chosen to share it with. Word Online automatically saves your document regularly for you to your One Drive, so you don t need to worry about saving and sharing it again. You can access your One Drive from anywhere, in the college or at home. How to save documents When using Microsoft Office Online, documents will automatically be saved to your One Drive. If you opened a folder before creating a new document, the file will be saved into that particular folder (please see page 10 if you want to learn how to save to your One Drive from Microsoft Office documents not created online). 10

11 How to delete a file 1. Select the file (by left clicking at the left hand side of the file see below)). 2. Select the Manage option and then Delete see below. 3. A message box will appear asking if you wish to delete select OK. How to work with Office Online How to print 1. To print Microsoft Office Online files which are stored on One Drive, simply open the file you wish to print and select the Print option. 11

12 2. Select the appropriate printer options and then left click on the Print button. 3. The Print windows dialogue box will appear. If you are printing in the Learning Resource Centre, one of the default printers (listed below) should be automatically chosen (depending on which campus you are studying at). Secure_Kilw on acprintkilw Secure_Kilm on acprintkilm Secure_Ayr on acprintayr If not, left click on the name of the printer and select the appropriate printer: Select printer To print in colour, select properties (then view next screenshot). Untick this option, if you only wish to print on one side of the page (then view next screenshot). 12

13 4. Change the 2 sided option to OFF, if you only wish to print on one side of the page. Change to colour Select OK 5. 13

14 Select number of copies Select Print 14

15 How to save files from Microsoft Office software to One Drive If you create a file using Microsoft Office Software, you can save it directly to One Drive (so that you can view it using Microsoft Office Online). To do this, complete the following steps: 1. In the software you are using, select File and Save As 2. Select One Drive Ayrshire College and then left click on the Browse icon 15

16 3. The popup window that appears will show your Ayrshire College account at the top 4. You should then open the folder you wish to save the file to (e.g. Documents) 5. You should then enter a File name and select Save 16

17 6. The file will then automatically sync so that you can view it online (via your Ayrshire College account) or on a Microsoft Office Application on an ipad (the Microsoft Word, Microsoft Excel and Microsoft PowerPoint applications can be downloaded to your ipad from the App Store for free). 17

18 How to upload files You may wish to upload a document you created on a college computer to One Drive (this will then allow you to open the file using Microsoft Office Online). To do this, complete the following steps: 1. Select Upload 2. In the window that appears, navigate to the location of the file 3. Left click on the file to select it and select Open 18

19 How to edit files in Microsoft Office Software You are able to make changes to your files in Microsoft Office Online (open the file and then select Edit document and select the option to Edit Online please note that any changes made will be automatically saved and synced to other devices). However, if you have access to Microsoft Office Software, you are able to edit files using the software (this allows you access to more features). To do this, complete the following steps: 1. Open the file in Microsoft Office Online (by left clicking on it)

20 2. Select Edit Document and left click on the appropriate option (e.g. Edit in Word, Edit in Excel, Edit in PowerPoint). 3. The file will open in the appropriate software package: 4. Please note, when saving any changes you should remember to save to your One Drive (if you want to be able to access the edited file in Microsoft Office Online). 20

21 How to access previous versions of files If you need to access a previous version of a file on Microsoft Office Online, you can do this by following the steps below: 1. If the file is open, left click on your name at the top of the screen to return to the main One Drive page: 2. Left click on the three dots next to the appropriate file name 3. Left click on the three dots that appear on the popup window 4. From the menu that appears, select Version History

22 5. From the popup window, hover the mouse cursor over the version you wish to restore 6. Left click on the arrow that appears at the end of the file name and select Restore 7. A message will appear to check that you wish to restore the current version of the file left click on OK if you wish to continue. 22

23 8. To open the restored file, simply left click on the file at the top of the list. 9. Select Edit Document if you wish to continue to work on the file 23

24 How to sync files Please note that any Microsoft Office Online files are automatically synced and so they can be accessed, for example, on an ipad (using the Microsoft Word, Microsoft Excel, Microsoft PowerPoint applications these can be downloaded for free using the App Store). 24

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