Guide 3 - SkyDrive Pro

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1 Guide 3 - SkyDrive Pro 1. SkyDrive Pro on the web 2. SkyDrive Pro on your PC 3. SkyDrive Pro on your ipad Microsoft Office 365 is the new messaging and storage solution for the City of Edinburgh educational establishments. Office 365 is a cloud based suite of tools which allows collaboration and provides a considerable increase in storage space. Office 365 has many features. Available now - Outlook, Calendar, SkyDrive Pro, Office Web Apps, Lync Coming soon - Newsfeed/Yammer, Sites Share files with customers and your team GB storage per user in SkyDrive Pro Build and publish a website for your business

2 1. SkyDrive Pro on the Web As part of Office 365, every user has a file storage area in the cloud called SkyDrive Pro. You can access SkyDrive Pro on a range of devices using a web browser. (NB Refer to Guide 1 to see how to access Office 365 on the web). Your Documents Click here to access SkyDrive Documents shared with you To copy a file directly from the desktop, drag it here until you get the Drop here... message

3 2. SkyDrive Pro on Your PC (optional, staff only) Skydrive Pro can also synchronise with a folder on your BT computer. This allows you to access your Skydrive Pro files directly from a local folder rather than through a web browser. Please note, this is only available for staff as allowing pupils to synchronise their files to multiple computers in this way could adversely affect network performance. Log in to Office 365 and click on the SkyDrive tab Click on SYNC Then click Sync now

4 SkyDrive Pro on Your PC continued Click Sync now again You should see this happening Click Show my files

5 SkyDrive Pro on Your PC continued You now have the SkyDrive Pro folder on your hard drive Right click on the Favourites star, then click Add current location to Favourites

6 SkyDrive Pro on Your PC continued The next time you try to save a file to your SkyDrive Pro, make sure that you select Documents Your files will be automatically saved to your SkyDrive Pro. You can see new files in your browser version of SkyDrive as they have a green symbol next to them

7 3. SkyDrive Pro on Your ipad You can access your Office 365 SkyDrive Pro files on your ipad using the SkyDrive Pro app (free to download). Once you have signed into the app, you will see all your files and folders. Tap any item to open it. View your SkyDrive Pro files Labels under each item tell you when it was last updated, and if it s currently shared. A download symbol appears if a file is available for viewing offline. There are three options for viewing your files: Tap Files to show all files Tap Recent to show files you ve opened most recently Tap Offline to show files you ve made available for viewing when you re not connected View files when you re offline You can download SkyDrive Pro files to your ios device to make them available for viewing when you re offline. 1. Tap the file you want to download to open it 2. Tap Download

8 SkyDrive Pro on Your ipad continued The file is now listed when you tap Offline. Note the following details about viewing files offline: The offline version of the file is simply a downloaded copy. If you edit this file, updates don t synchronize with the version in SkyDrive Pro. If a file you ve downloaded is subsequently updated in SkyDrive Pro, a New version available label appears in case you want to download an updated version of the file. View and edit a document from the SkyDrive Pro app on an iphone When you open a Word, Excel, or PowerPoint document in the SkyDrive Pro app you can view and edit it from the Office Mobile app on your iphone. To do this you must have Office Mobile for iphone installed on your device. The Office Mobile for iphone app is available as a free download from the App Store if you have a qualifying Office 365 subscription. You can also open another app to view the document. Note: If you re opening a non-office file, your only option is to open it in another app. View and edit a document in the Office Mobile app on your iphone 1. In SkyDrive Pro, tap the Word, Excel, or PowerPoint document you want to open. A read-only version of the file opens. 2. Tap the Edit icon Office Mobile launches and you can now edit the document on your phone. Open a document in another app on your iphone 1. Tap the document you want to open. A read-only version of the file opens 2. Tap the Edit icon 3. Tap Open in Another App. Select the app you want to view the document with Important: If you select the Open in Another App option, don t select the Office Mobile app from the list because it creates a duplicate, offline copy. If you decide you want to open the document with Office Mobile, follow the steps above in View and edit a document in the Office Mobile app. View and edit a document from the SkyDrive Pro app on an ipad When you open a Word, Excel, or PowerPoint document in the SkyDrive Pro app you can view and edit it using Office Web Apps in the Safari browser on your ipad or by opening another app to view the document.

9 SkyDrive Pro on Your ipad continued Edit Office documents with Office Web Apps in the Safari browser on your ipad 1. In SkyDrive Pro, tap the Word, Excel, or PowerPoint document you want to open. A read-only version of the file opens. 2. Tap the Edit icon. This launches the Safari browser 3. On the Office 365 sign in page, type your username and password and sign in 4. To edit the document, tap Edit in Browser at the top of the page 5. Tap the Save icon to upload your changes to the server Open a document in another app on your ipad 1. Tap the document you want to open 2. Tap the Actions menu icon. 3. Tap Open in Another App. Select the app you want to view the document with View, edit, or share a OneNote notebook from the SkyDrive Pro app You can share a OneNote notebook in the SkyDrive Pro app. If you have the OneNote app installed on your device, you can also view and edit a OneNote notebook. The OneNote app for iphone or ipad is a free download in the Apple App Store. View and edit a OneNote notebook from the SkyDrive Pro app 1. Tap the notebook you want to open. Information appears about the notebook such as where it s located, when it was last modified, and who it s shared with 2. To edit a notebook, tap the Edit icon The OneNote app launches to open the notebook. You can now view or edit it if you have write permissions. For more information about using the OneNote app, see OneNote for iphone Help or OneNote for ipad Help Share a OneNote notebook 1. To share the notebook, tap the Share icon 2. Tap + to add the name of the person you want to share it with 3. Select whether you want to let the recipient edit the notebook 4. Tap Add when you re done Change sharing permissions to a notebook 1. If the notebook is already shared, tap the Share icon to see who it s shared with 2. To change someone s editing permissions, tap a name and select the permission you want. 3. Tap Share > Done when you re finished

10 SkyDrive Pro on Your ipad continued Rename a file 1. Open the file you want to rename 2. Tap the Rename icon 3. Enter a new name and then tap OK Note: You can t rename folders in the app. To rename a folder, go to the site in a browser. For more information, see Create or delete a folder in a list or library Delete a file 1. Open the file you want to delete 2. Tap the trash can at the bottom of the screen 3. Tap OK Create a folder 1. Tap Files. 2. If you want to place the new folder inside an existing folder, tap the folder to open it 3. Tap the Action menu icon and then tap Create a Folder 4. Name the folder and tap OK Share SkyDrive Pro files and folders You can share files in your SkyDrive Pro with people in your organization. Note: Sharing a file with someone outside your organization is only possible if your O365 tenant administrator has activated that feature. For more information see Share sites or documents with people outside your organization Share a file 1. Tap the file you want to share 2. Once the file opens, tap the Share icon If you re already sharing the file, you see a list of the people sharing the file. Otherwise, you see a note saying This item isn t shared 3. Tap the + icon at the top of the Share dialog 4. Tap the Share with box, and enter the address of the person you want to share the file with. Alternatively, tap the + icon and select a name from your contact list Note: You can share a file with only one person at a time. If you want to share with more people, repeat this procedure. 5. Set the sharing permission for the person you re inviting to share the file. The default setting is Let recipient edit You can change sharing permissions later, if you want 6. Tap Add

11 SkyDrive Pro on Your ipad continued Change sharing permissions 1. Tap the file for which you want to change sharing permissions 2. Once the file opens, tap the Share icon 3. Tap the name of the person whose permissions you want to change 4. Tap the permission setting you want Stop sharing a file with someone 1. Tap the file you want to stop sharing 2. Once the file opens, tap the Share icon 3. Tap the name of the person you want to stop sharing the file with 4. Tap Remove Permissions Upload files to SkyDrive Pro You can upload files you re storing in other services, such as SkyDrive, to SkyDrive Pro. This includes any pictures or videos stored in the picture library of your ios device. 1. Open the service in which you re storing a file you want to upload 2. In the service, open the file 3. Tap the Actions menu icon 4. Tap the Open in option that appears in the service. In some services, such as SkyDrive, the option name is Open in Another App 5. Tap Open in SkyDrive Pro This opens the SkyDrive Pro app 6. Tap Upload to SkyDrive Pro at the bottom of the screen The files are saved to the root of your SkyDrive Pro folder

12 Find our helpsheets on the Orb: additional resources on our website: Digital Learning Team The City of Edinburgh Council Children & Families Wester Hailes Education Centre 5 Murrayburn Drive Edinburgh EH14 2SU : : Follow us on Twitter https://twitter.com/digitalcec

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