Office 365 OneDrive: Managing folders and files

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1 Office 365 OneDrive: Managing folders and files Access your Office 365 account using one of two methods. 1. Go to the District homepage -> Resources -> Employee Resources -> Office 365 -> click on 2. Type in in the address bar. Sign in with your District Outlook address and password. Click on Sign in In the top right corner of the menu bar, click on OneDrive. Note: The first time logging in to Office 365 you may need to set the time zone to Mountain Time. You may also see a message saying, "We're almost ready!" indicating that your OneDrive account is being set up. Setting up your OneDrive account could take anywhere from a few minutes to a few hours. Keep refreshing the screen or logout and log back in at a later time. Creating a New Folder Click on and then New Folder from the pop-out menu. Type a name for the folder then click on Save. To navigate back to the beginning of the OneDrive Documents list, click on My Documents in the left navigation pane. Uploading Files - Standard Upload (one file at a time) Note: Files that are uploaded to Office 365 OneDrive can be up to 2 GB per file. Each Office 365 OneDrive account has a 1 TB of storage space. In the OneDrive Documents list, click on the desired folder where the uploaded file will be stored. Click from the menu bar located at the top of the Documents list. Click on Browse and navigate to the desired file and then click on the file to select it. Click OK.

2 Uploading Files - Drag and Drop Upload (multiple files at a time) Note: Drag and drop will only be available on computers where Office 2013 is installed. Drag and drop upload will only work with files, not folders. To upload folders of files, you will need to SYNC your OneDrive library to your computer. Click the computer. button to download OneDrive onto your In the OneDrive Documents list, click on the desired folder where the uploaded file(s) will be stored. Open File Explorer (Windows key +E) and navigate to the location of the files that will be uploaded to OneDrive. Resize the File Explorer window so that you can see in the OneDrive window in the background. Drag and drop the file(s) on top of Note: To select multiple files, hold down the Ctrl key and click on each of the desired files OR press Ctrl+A to select all files. Renaming Files or Folders Click to the left of the folder or filename to select the item. Click on Manage from the menu bar located at the top of the Documents list. From the pop-out menu, click on Edit Properties. Type the new name for the file or folder then click on Save. Downloading a Copy of a File Click to the left of the file to select the item. Click on Manage from the menu bar located at the top of the Documents list. From the pop-out menu, click on Download a Copy. Click on the down arrow by Save. Click on Save as. Navigate to the location where the file will be saved. Click on Save. Deleting Files or Folders Click to the left of the folder or file to select the item. Click on Manage from the menu bar located at the top of the Documents list. From the pop-out menu, click on Delete. Click on OK. Note: All files within a folder will also be deleted.

3 Office 365 OneDrive: Office Online Office Online Office Online is an online Office suite offered by Microsoft which contains free web-based versions of Word, PowerPoint, Excel and OneNote. These programs are accessible through a user s Office 365: OneDrive account. Documents can be created, viewed and edited online or downloaded to the full version of the Office program for more advanced editing. Creating a New Office Online Document In the OneDrive Documents list, click on the folder where the new document will be stored. Click on then click on the type of document (i.e. Word, PowerPoint, Excel, OneNote or Excel Survey) that will be created. Click on the filename in the title bar (i.e. for a Word document it would be Document1) Type in the desired filename. Add content to the document. Note: Any content added to the document is saved automatically. To close the document, click on the back button. Note: If the file does not show in the Documents list, Refresh (F5) the screen. Editing a Document in Office Online In the OneDrive Documents list, click on the name of the document that will be edited. If the document is a Word or PowerPoint document, from the menu bar, click on Edit Document (Word), Edit Presentation (PowerPoint) or Edit Workbook (Excel) then click on Edit in Word Online, Edit in PowerPoint Online, or Edit in Excel Online. Note: OneNote documents will automatically open in OneNote Online. Make the desired changes to the document. Changes to the document are saved automatically. Close the document.

4 Editing an Office Online Document in Office 2013 Note: Microsoft Office 2013 OR the latest version of Internet Explorer is required. In the OneDrive Documents list, click on the name of the document to be edited. If the document is a Word, PowerPoint, or Excel document, from the menu bar, click on Edit Document (Word), Edit Presentation (PowerPoint), or Edit Workbook (Excel) then click on Edit in Word, Edit in PowerPoint or Edit in Excel. If the document is a OneNote document and has already been opened in OneNote Online, click on Open in OneNote. Note: If Office 365 OneDrive has not yet been connected to your Office 2013, you may be asked to enter your credentials and sign in to your OneDrive (Office 365) account with your District address and password. If you are asked to choose a Microsoft account or an Organizational account, choose Organizational account. When Word, PowerPoint and OneNote documents open, they are ready to be edited. To begin editing Excel documents click on Edit Workbook located at the top of the window. Make the desired changes to the document. Click on the Save button located in the Quick Access toolbar (top left corner) OR click on the File tab and choose Save. Note: OneNote documents do not have a Save button because the documents are saved automatically as they are created. Close the Office 2013 program when finished.

5 Office 365 OneDrive: Sharing a folder or file Invite people Choose this option if you want to give specific individuals or groups permission to a folder or file. This lets you remove permission for specific individuals or groups later if you need to. Another benefit of sharing a folder or file this way is that recipients can quickly access it from their Shared view. Click to the left of the folder or filename to select the item. Click on Share from the menu bar located at the top of the Documents list. C lick on Invite People on the left and i n the Share dialog box type names or addresses of p eople in your organization, or type Everyone to share the folder or file with everyone in Davis School District. Depending on the name, you may need to type only a few letters before you see the person you want. Select the person to add them to the box. Select whether you want to grant edit or view permission to invitees. (Optional) Type a message to be included with an that s sent to all invitees. The includes a link to the shared folder or file. If you do not want to send an , click Show Options, and then uncheck Send an invitation. Click on Share.

6 Get a link Choose one of these options to share files with lots of people you might not even know personally. This option is not available for folders. Another way to access the Share menu is to click the ellipses (...) next to the file to open its callout window and then click Share. Click on Get a link on the left. Click on CREATE LINK for one of the following options to create a web address for the file: o o View Only When you share a file with this type of link, people can view your file without signing in. They can also forward the link to other people. Edit When you share a file with this type of link, people can view your file and use the Office Online programs to edit Office documents, all without signing in. To make other edits people need to sign in to Office 365. People can forward an edit link to other people, and anyone who receives the link will also be able to edit the file. Click on the link to highlight the link then press Ctrl+C to copy the link. Share the link by pasting it in a document, in an message or on a web page. To stop sharing a file or folder Click the ellipses (...) next to the folder or file to open its callout window and then click Share. Click on Shared with and then select the permissions you want to change. You can switch a person or group's permissions between edit and view only, and you can stop sharing through any links you created. Click on Save Changes. Source: Davis School District Technology Integration Center web page.

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