Office 365 (Sharing Documents in OneDrive)

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1 Office 365 (Sharing Documents in OneDrive) Further Help: Microsoft have provided additional information on what is OneDrive and sharing files. One of the key benefits of enabling OneDrive web based storage is the ability to share and edit documents online. This allows people to collaborate with other people more effectively than ing round a document. This guide will show you how to: Share a document from your desktop PC / Laptop Syncing files between your PC / Laptop and OneDrive Upload and Share a document from your mobile device Syncing files between your mobile device and OneDrive Upload and Share a document from a web browser Sharing with people outside of UEA View and edit documents people have shared with you Upload and share a document from your desktop PC / Laptop Once you have downloaded, installed and set-up your OneDrive for Business software to your desktop PC or laptop you will have a set of folders (libraries) which automatically sync itself to your web based storage. To access these folders click on start > Microsoft Office 2013 > OneDrive for Business 2013 (on ISD Managed PCs this will be Start > UEA Office Applications > OneDrive for Business 2013). This start the app and open the folder that automatically syncs to OneDrive web based storage. From here you can create a new folder for your files or place them in the Shared with Everybody folder. Important: If you place files in the Shared with Everybody folder your files will be accessible to everybody within UEA. Files placed in other folders / locations will not be shared with everybody. To restrict who can see the files you want to share right-click and create a new folder. Drag and drop the files you want to share into this new folder. P a g e 1

2 To share a file right-click on it and select OneDrive for Business then select Share This will open a web browser to access the web version of OneDrive. Note: you may be asked to login using your UEA IT Account Username (not your address) in the format of username@uea.ac.uk e.g. abc123@uea.ac.uk and password. Enter the name of the person you would like to share the document with (enter their surname and then forename). Select their name from the list presented and press enter to add them. To add a further person click on the box next to the name you have just added and enter their name. P a g e 2

3 To change the permission level that this group of users should get, click on the drop down next to the name field and select with Can edit or Can view. You can also add a message to the users in the Personal Message box. Click on the show options text to change if you want the people listed to be sent an or not when you click the Share button. When you are happy press the Share button. Note that you can share individual documents and whole folders and their contents. P a g e 3

4 Syncing Files between your PC/Laptop and OneDrive If you have copied a file to your onedrive library on your PC / Laptop and it does not appear in the list of files when you login to on the web then you need to sync your PC / Laptop to the web based storage. If a folder or file has a circular icon rather than a tick it means it has not been synced to onedrive web based storage yet. This file is only local to your PC / Laptop. The quickest way to sync your PC / Laptop to OneDrive is to open the OneDrive application and then in the bottom right-hand corner of the taskbar you will see an up arrow for your notification icons. The OneDrive for Business icon will appear in the list Right-Click the icon and select Sync now. This will then ensure both your PC / laptop and the web based storage contains the same files. P a g e 4

5 Upload and Share a document from your mobile device To upload a file into the OneDrive for Business App, Open the service in which you re storing a file you want to upload In the service, open the file Tap the Open in option that appears in the service. In some services the option name is Open in Another App Tap Open in OneDrive for Business Tap Upload to OneDrive for Business at the bottom of the screen. The files are saved to the root of your OneDrive for Business folder If you want to share a file once uploaded to OneDrive for Business, Open the file you would like to share. At the bottom of the screen you will see some icons. The icon on the far left-hand side of man with a plus sign is the share icon. P a g e 5

6 When you tap this icon you are asked to add people. In the SHARE WITH box you can either add peoples address or tap the plus icon to access your contacts list on your mobile device to add people. Once you have added all of the names you want to share the file with you can opt to set the people to edit the document. To only allow these people to view the document untick or tap the icon to change the setting. You can also add a message to send to the users To share the document tap on add This will then share the file with those people you have included by sending them an with a link to the document. P a g e 6

7 Syncing Files between your Mobile Device and OneDrive Open your app called OneDrive for Business To ensure you have the latest view of your contents within OneDrive tap on the three dots next to the title of the app OneDrive for Business Then tap on Refresh This will ensure you are shown all files and folders on your web based storage. P a g e 7

8 Upload and Share a document from a web browser Login to To upload a file click on the upload icon This will open a window on your computer to browse and select the files you would like to copy to OneDrive. Alternatively you can just drag and drop your files from your computer into the web page. To share a file or folder hover the cursor over the Tick column next to the file / folder that you want to share and click to select. P a g e 8

9 The manage and share buttons are now highlighted for use, so you can now click on share. This brings up the dialogue box to enter names of those people that you want to share the file / folder with. Enter the name of the person you would like to share the document with (enter their surname and then forename). Select their name from the list presented and press enter to add them. To add a further person click on the box next to the name you have just added and enter their name. To change the permission level that this group of users should get, click on the drop down next to the name field and select with Can edit or Can view. You can also add a message to the users in the Personal Message box. Click on the show options text to change if you want the people listed to be sent an or not when you click the Share button. P a g e 9

10 The Require sign-in box is normally ticked so that people have to sign-in to office 365 before viewing or editing your document. Users will need to sign-in even if they previously signed in that day. This add an extra layer of security. When you are happy press the Share button. P a g e 10

11 Sharing Files with people outside of UEA Share with others outside of UEA by providing them with a link. To do this within the web browser, select the file folder that you want to share as described in the Upload and share a document from a web browser, then click on share. Click on the Get a link on left. If you want some people to only view the file then click on the CREATE LINK under view only. If you want others to be able to edit the document then click the CREATE LINK under the Edit section. You can send these links to people outside of UEA to access your file. P a g e 11

12 If at some point you decide you want to stop people accessing your file using these links then click on the DISABLE link next to the one to want to revoke access for. Then select Disable Link. You can also share with others by setting permissions on your file / folder to share with them. When in the share dialogue box to click on invite people on the left. Rather than entering the name of the person to look them up in the UEA Global Address List you can enter their address. When you have adjusted all of the settings and permission levels you can click on share which will send the recipients an with the link they need to access and or edit the document. P a g e 12

13 View and edit documents people have shared with you If someone has shared a file with you, normally you will have been sent an with a link which you can use to view or edit the file. Alternatively, you can login to to view all of the files that have been shared with you. Once logged in click on the Shared with Me link in the left hand menu. This will list all of the files that you can view and edit. If you have edit permission on a document such as a word document, when you click the filename it will open the document in online editing mode. Click on EDIT DOCUMENT located in the menu bar at the top of the screen. You can select to edit the document using your locally installed copy of MS Office or Edit online within the web browser. If you select to Edit in Word a dialogue box will appear warning you it will launch your local copy of MS Word, select Launch Application. P a g e 13

14 When you have made of the changes you want to you can save the document back to the person who shared the file with you by clicking on the Save button in the top menu. If you selected Edit in Word Online then you can make your changes in the web browser without downloading a local copy and having to save it back to OneDrive. Changes you make will automatically be saved as you make. If you prefer you can download a copy for yourself in either its original format e.g. word or as a PDF. P a g e 14