LEARNING RESOURCE CENTRE GUIDE TO OFFICE 365

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1 LEARNING RESOURCE CENTRE GUIDE TO OFFICE 365 LEARNING RESOURCE CENTRE OCTOBER 2014/2015

2 Table of Contents Explanation of One Drive and Microsoft Office Online... 3 How to create a document and folder... 3 How to change the document name... 4 How to share files and folders... 4 How to save documents... 4 How to delete a file... 5 How to work with Office Online... 5 How to print... 5 How to save files from Microsoft Office software to One Drive... 6 How to upload files... 9 How to edit files in Microsoft Office Software How to access previous versions of files How to sync files

3 Explanation of One Drive and Microsoft Office Online 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 using the following link: Once you have logged onto your account, select the link for One Drive at the top of the page. How to create a document and folder 3

4 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 How to share files and folders 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. 4

5 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. 2. Select the appropriate printer options and then left click on the Print button. 5

6 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 6

7 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 7

8 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). 8

9 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 9

10 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) 10

11 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). 11

12 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 12

13 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. 13

14 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 14

15 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). 15

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