Office 365: OneDrive

Transcription

1 Office 365: OneDrive This class will introduce you to Office 365 and cover the OneDrive components found in Outlook on the Web. For more information about the Microsoft Outlook desktop client, see the /Calendar resources on LearnTechNow.uwm.edu. Accessing and Logging In Office 365 is available anywhere with an internet connection. Office 365 works with desktop computers, laptops, tablets, and mobile devices. To access and log into Office 365 go to: portal.office.com/home Once at the login screen, type in your UWM address and password and click the Sign in button. Office 365: OneDrive in Outlook on the Web OneDrive is the app within Office 365 for creating, storing, and sharing documents. To open OneDrive, click the apps grid in the upper left corner and then click the OneDrive icon. 2/6/2017

2 OneDrive Working Screen Section Description 1 Apps Allows you to move between the different apps in Office 365 such as Outlook and Calendar. 2 Search Bar Use to search for documents stored in your OneDrive application 3 Document Options 4 Tool Bar 5 6 View Options Library Pane Use this pane to switch between your documents, documents shared with you, and the recycle bin. Tools used for a variety of actions such as creating folders, uploading documents, and syncing a OneDrive account with a device Options which allow for sorting in the library pane and changing the look of the document/folder icons. The main window display, based off the option selected from Section 3. This is where files and folders are displayed. NOTE: Office 365 is a cloud service updated and maintained by Microsoft. As a cloud service, Microsoft can update and change features in Office 365 as needed. UWM has little to no control over these changes and parts of this document may be incorrect after printing/publishing because of these updates. 2

3 Uploading a File OneDrive allows you to upload files from your computer to your online OneDrive library. There are two methods to upload to OneDrive. Using the File Uploader 1. Click the Upload button in the toolbar and from the menu choose to upload a File or a Folder. 2. Locate the file or folder you want to upload, select it, and click Open. 3. The uploaded file or folder now displays in your OneDrive library. Drag and Drop 1. Locate the file you wish to upload to OneDrive. 2. Click and drag the file to the OneDrive library pane. A box will appear around the pane, and a Copy prompt will appear. 3. Release the click and the file will upload to OneDrive. NOTE: Empty files cannot be uploaded to OneDrive. 3

4 Downloading a File You can download files you have uploaded or have been shared with you through OneDrive. 1. Select the file to download by hovering the mouse pointer over the left side of the file then clicking the checkmark that appears. 2. Once the file has been selected, there are multiple ways to complete the download: a. Right click anywhere on the highlighted portion of the file and then select Download from the menu that appears. b. Left click on the (ellipses) button and select Download from the menu that appears. c. Left click the Download button in the OneDrive toolbar near the top of the screen. 3. The file will download to your device. NOTE: To locate the file after the download, check your device s Downloads folder. Creating Files and Folders In addition to being a file storage system, OneDrive allows you to create and edit documents in the cloud. In this section, you will learn how to create new files and how to create a new folder. Creating a New File OneDrive allows you to create new Word, Excel, PowerPoint, or OneNote files. Follow the steps below to create a new file. 1. Click the New button on the top toolbar. A menu will appear. 4

5 2. Choose from the following Microsoft Office file types: Word: Text document with formatting options. Excel: Datasheet with access to equations and other data representation tools. PowerPoint: Slides that can be used in a presentation, lecture or speech. OneNote: Handwritten or typed notes. A digital notebook. Excel Survey: An online survey whose responses are automatically compiled into a spreadsheet. 3. After the online application opens, you can begin editing the new document. Change the title by clicking the title placeholder at the top of the screen, then typing in a new title. 4. Add content by typing in the document s editing area. Your edits are automatically stored in OneDrive, so there is no need to save. 5. Click your name in the top left corner to return to OneDrive. Creating a New Folder Folders allow you to organize files you have stored in your OneDrive library. Follow the steps below to create a new folder. 1. Click the New button on the toolbar. 2. Choose Folder from the menu. 3. The Create a folder window will open. Type in a name for the folder in the Name textbox. 4. Click Create. Navigating Between Folders Follow the steps below to navigate between folders in OneDrive. 1. To move down through the folder structure, hover the mouse over the name of the folder until it is underlined then left click once. 2. To move back up through the folder structure, locate the file path at the top of the Library Pane and click the name of the folder you want to navigate to. 5

6 Managing Files and Folders OneDrive allows you to move, copy, delete, and edit files and folders in your library. You can move, copy, and delete multiple files and folders at once. Similar to previous sections of this guide, there are multiple ways to accomplish the same action, but moving forward we will cover one method for each section. Moving To move a folder or file in OneDrive: 1. Left click (holding the click) the file or folder you wish to move. 2. Drag the file or folder to the desired destination until it becomes highlighted. 3. Release the click to complete the move. Copying To copy a folder or file in OneDrive: 1. Select the file or folder you wish to copy. 2. Click the Copy to button located in the toolbar. A new window will open on the right side of the screen. 3. Select the destination folder and click Copy. You can also click on New folder to create one first. Deleting Files can be deleted when they are no longer needed to save quota space and keep your library organized. 1. Select the file or folder to delete. 2. Right click on the selected file or folder. A menu will appear. Click Delete. 6

7 3. Click Delete again once you reach the confirmation screen. 4. To permanently delete or restore the file, click the Recycle bin link in the Document Options pane on the left side of the screen. a. Select the documents you wish to restore or delete by checking the boxes next to them. b. Click Restore to undelete the file or folder and send it back to its original location. c. Click Delete to permanently delete the file or folder. Editing Files Many file types can be opened in OneDrive and Microsoft Office files (i.e., Excel, Word, PowerPoint, and OneNote) can be edited in OneDrive as long as they are not checked out by another user. When editing a file in OneDrive, the file will automatically be updated (saved). 1. Open the document you wish to edit by clicking on the name of the file in the Library Pane. 2. Click on Edit Document near the top right of the screen. 3. Choose Edit in [Type] Online from the menu that appears. The example below shows Word Online. 4. Click your name near the top left of the screen once you are finished editing to return to your OneDrive library. Changes are automatically saved. NOTE: You can also edit and save the file to your computer. For example, if the file is a Word document, while in the document click Edit Document then Edit in Word. The document will open in a new Microsoft Word window. This also applies to the Office applications in OneDrive. 7

8 Renaming a File Files and folders in OneDrive can be renamed from the Library Pane. 1. Select the file or folder to rename by clicking the checkmark to the left of the file name. 2. Click the Rename button in the toolbar. 3. Type in a new name in the textbox that appears. Click Save once complete. Collaboration Features Collaboration in OneDrive allows you to do things like share documents with others and edit documents as a group. In addition to sharing, you can also keep track of documents that you are collaborating on and the changes made to them. Sharing OneDrive makes it easy to share individual files or entire folders with others. When sharing, you can set others permissions and send them an invite containing a link to the file. After sharing, you can view and change individuals permissions as needed. You can share using the Share or Get a link methods. Invite People Follow the steps below to share a file or folder using the Invite People method. This method is best for sharing with other UWM students, faculty and staff. If you share to someone outside of UWM, they will need to create an Office 365 account to view the file or folder. 1. Select the file or folder you would like to share. 2. Click the Share button on the toolbar. The Share window will open. 3. Type the names or UWM addresses of the users you would like to give permission to in the Enter a name or address text area. 8

9 4. Set the permissions for this share by selecting either Can view or Can edit from the list at the right. Can edit will allow those you share the files with to view and make changes. Can view will allow those you share the files with to view only. 5. If desired, type in a personal message to be sent with the invitation. 6. Check or uncheck the boxes next to Require sign in and Share everything in this folder, even items with unique permissions if desired. 7. Click Share to share the file or folder. Change Permissions Follow the steps below to change or revoke previously given permissions. 1. Select the file or folder whose permissions you would like to change by clicking the checkmark to the left of the file name. 2. Click the Share button in the toolbar. A new window will open. 3. Select the Shared With option on the left side of the window. 4. Click the drop down menu next to the user whose permissions you would like to change. 5. Choose between the following options. Change to edit only: Allows the user to make changes to this file. Change to view only: Allows the user to view the file. Stop sharing: Revokes any permissions that the user has to the file. 6. Click Close to complete the process. Get a Link Follow the steps below to share a file with a user using the Get a Link method. This method is for sharing with anyone with or without an Office 365 account. If you share with a no sign in required link with people outside of UWM, they will not need to create an Office 365 account to see the file. This method will only work with individual files, if you share a folder using this method, the person viewing it will need an Office 365 account to see the folder. 9

10 1. Select the file you wish to share. 2. Click the Get a link button in the toolbar. A new window will open. 3. Click on the box displaying Edit link near the top of the window. A drop down menu will appear. 4. Make the appropriate selection based off the link you d like to send. If the party receiving the link does not have an Office 365 account, then select one of the no sign in required options. 5. If choosing an option with no sign in required, click SET EXPIRATION to set an expiration date of the link. If no expiration date is set, the link will not expire until you manually disable it. 6. Right click on the newly created URL and then click Copy to make a copy of it. You will need to send the link to the receiving party. Disable a Link Follow the steps below to disable a link that you created. 1. Select the file or folder which has a link you would like to disable. 2. Click the Get a link button in the tool bar. A new window will open. 3. Click Remove next to the pre existing link that you would like to disable. 10

11 Simultaneous Editing OneDrive allows you to edit a stored document at the same time as someone else using Excel, PowerPoint or Word in the cloud. Follow the steps below to start editing your documents simultaneously. 1. Share the document you would like to collaborate on with the users who will be simultaneously editing. Then select the document. 2. Click Open at the top of the tool bar, then click Open in Excel Online. NOTE: When another user is simultaneously editing the document, their name will appear in the upper right corner and a colored cursor will appear in the area of their changes. 3. To exit the shared document click the grid in the upper left corner and then click the OneDrive icon. Versioning Versioning allows you to keep track of any changes that were made to a file. It also allows you to revert to a previous version of the file should you need to do so. 1. Select the document whose version history you would like to check. 2. Click the (ellipses) button on the toolbar. Then select Version History. 3. Locate the version that you need. 4. Hover the cursor over the date stamp under the Modified heading, then click the down arrow. 5. Select View, Restore or Delete. NOTE: The latest version of a document can only be viewed or restored. Previous versions can be viewed, restored, or deleted. 11

12 Switching To Classic OneDrive The next two sections, Checking Documents In and Out and Alerts are currently only available in the classic version of OneDrive. Before using these options, you must first follow the instructions below. 1. Click the Return to classic OneDrive link near the bottom left corner of your screen. 2. To return to the current version of OneDrive, click the Apps grid then select the OneDrive application. Checking Documents In and Out When collaborating with others on the same document you may want to limit editing to only one person at a time (i.e., disable simultaneous editing). Follow the steps below to learn how to check documents in and out to prevent simultaneous editing. If you check out a document and forget to check it back in it will remain checked out until you check it in and anyone who the document is shared to will not be able to edit the document. Checking Out 1. Select the document that you would like to check out. 2. Click the More button in the library pane. 3. Select Advanced then Check Out. 4. The document can no longer be edited by other users and the document s icon will change to indicate the checked out status. Checking In 1. Select the currently checked out document that you would like to check in. 2. Click the More button in the library pane. 3. Select Advanced then Check In. 4. Choose whether or not you would like to retain your check out. 5. Leave a comment describing the changes that you made to this version (if desired). 12

13 NOTE: To see the comment, access the document s version information. 6. Click OK to finish checking in your document. NOTE: If you would like to check in a document without keeping any changes you made, select Discard Check Out from the Open & Check out group. Alerts Once you have shared a file, you can set up alerts that notify you when someone modifies that file. Follow the steps below to learn how to set up alerts. 1. First, make sure the ribbon is visible by going to the Settings (Gear) icon in the upper right corner of the screen and then choosing Show Ribbon. 2. Select the file you would like to set up an alert for. 3. Click the FILES tab on the pane on the left side of the screen. 4. Select Alert Me from the Share & Track group. 5. Choose Set alert on this document. 6. Set the following options as desired. a. Alert Title: Create a name for this alert. b. Send Alerts To: Specify the users you want to receive this alert. c. Delivery Method: Choose how this alert will be sent. 13

14 d. Send Alerts for These Changes: Choose which events trigger an alert. e. When to Send Alerts: Choose the frequency of the alerts. 7. Click OK when finished. You will receive an notifying you of the created alert. Managing and Deleting Alerts Follow the steps below to manage or delete a previously created alert. 1. Navigate to the FILES tab. 2. Select the Alert Me tool from the Share & Track group. 3. Select Manage My Alerts from the resulting menu. 4. A listing of any alerts that you may have will be shown on the resulting page. To manage an alert: 1. Select the alert that you would like to manage by clicking the title. 2. Make changes to the alert and click OK to save your changes. To delete an alert: 1. Select the alert that you would like to delete by checking the box next to it. 14

15 2. Click Delete Selected Alerts at the top of the page. 3. Click OK on the confirmation screen. Syncing to a Computer: OneDrive for Business OneDrive can be synced with computers and mobile devices so that your online files and folders can be accessed from anywhere. When synced, any changes you make to files or folders will appear both in OneDrive and on your device. Additionally, syncing to devices allows you to access your files without having to use Outlook on the Web in an internet browser. For the most recent directions to set up the OneDrive for Business sync client visit: Once set up, the files and folders are now available to view and update from the device itself. The green checkmark icon next to items indicates they are synced with the device and OneDrive. Files and folders can be created in the local folder and will automatically sync to OneDrive if the device has an active internet connection (and vice versa). Stopping or Pausing Syncing To stop or pause syncing to the OneDrive for Business folder: 1. Locate to the task bar found on the bottom right hand corner of the screen. 2. Left click the up arrow and locate the OneDrive for Business icon 15

16 3. Click on Stop syncing to a folder or Pause syncing depending on the type of action you d like to take. 4. In addition to syncing your files, OneDrive for Business allows you to right click any files stored in OneDrive and quickly open them in your browser or share them with other users. Getting Help For a full listing of all Student Express Workshops and Short Courses offered, visit LearningTECHniques.uwm.edu. For more information about OneDrive, visit LearnTechNow.uwm.edu. For 24/7 access to online technical training videos, visit uwm.edu/lynda. For technical assistance, contact the UWM Help Desk by calling (toll free ) or visit GetTechHelp.uwm.edu. 16