office 365: onedrive - university of wisconsin-milwaukee · office 365: onedrive ... many file...
TRANSCRIPT
6/1/2017
Office 365: OneDrive ThisclasswillintroduceyoutoOffice365andcovertheOneDrivecomponentsfoundinOutlookontheWeb.FormoreinformationabouttheMicrosoftOutlookdesktopclient,seetheEmail/CalendarresourcesonLearnTechNow.uwm.edu.
Accessing and Logging In
Office365isavailableanywherewithaninternetconnection.Office365workswithdesktopcomputers,laptops,tablets,andmobiledevices.ToaccessandlogintoOffice365goto:
portal.office.com/Home
Onceattheloginscreen,typeinyourUWMemailaddressandpasswordandclicktheSigninbutton.
Office 365: OneDrive in Outlook on the Web
OneDriveistheappwithinOffice365forcreating,storing,andsharingdocuments.ToopenOneDrive,clicktheappsgridintheupperleftcornerandthenclicktheOneDriveicon.
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OneDrive Working Screen
Section Description
1 AppsAllowsyoutomovebetweenthedifferentappsinOffice365suchasOutlookandCalendar.
2 SearchBar UsetosearchfordocumentsstoredinyourOneDriveapplication
3 DocumentOptions
Usethispanetoswitchbetweenyourdocuments,documentssharedwithyou,andtherecyclebin.
4 ToolBarToolsusedforavarietyofactionssuchascreatingfolders,uploadingdocuments,andsyncingaOneDriveaccountwithadevice
5ViewOptions
Optionswhichallowforsortinginthelibrarypaneandchangingthelookofthedocument/foldericons.
6 LibraryPane
Themainwindowdisplay,basedofftheoptionselectedfromSection3.Thisiswherefilesandfoldersaredisplayed.
NOTE:Office365isacloudserviceupdatedandmaintainedbyMicrosoft.Asacloudservice,MicrosoftcanupdateandchangefeaturesinOffice365asneeded.UWMhaslittletonocontroloverthesechangesandpartsofthisdocumentmaybeincorrectafterprinting/publishingbecauseoftheseupdates.
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Uploading a File
OneDriveallowsyoutouploadfilesfromyourcomputertoyouronlineOneDrivelibrary.TherearetwomethodstouploadtoOneDrive.
Using the File Uploader
1. ClicktheUploadbuttoninthetoolbarandfromthemenuchoosetouploadaFileoraFolder.
2. Locatethefileorfolderyouwanttoupload,selectit,andclickOpen.
3. TheuploadedfileorfoldernowdisplaysinyourOneDrivelibrary.
Drag and Drop
1. LocatethefileyouwishtouploadtoOneDrive.
2. ClickanddragthefiletotheOneDrivelibrarypane.Aboxwillappeararoundthepane,andaCopypromptwillappear.
3. ReleasetheclickandthefilewilluploadtoOneDrive.
NOTE:EmptyfilescannotbeuploadedtoOneDrive.
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Downloading a File
YoucandownloadfilesyouhaveuploadedorhavebeensharedwithyouthroughOneDrive.
1. Selectthefiletodownloadbyhoveringthemousepointerovertheleftsideofthefilethenclickingthecheckmarkthatappears.
2. Oncethefilehasbeenselected,therearemultiplewaystocompletethedownload:
a. Right‐clickanywhereonthehighlightedportionofthefileandthenselectDownloadfromthemenuthatappears.
b. Left‐clickonthe…(ellipses)buttonandselectDownloadfromthemenuthatappears.
c. Left‐clicktheDownloadbuttonintheOneDrivetoolbarnearthetopofthescreen.
3. Thefilewilldownloadtoyourdevice.
NOTE:Tolocatethefileafterthedownload,checkyourdevice’sDownloadsfolder.
Creating Files and Folders
Inadditiontobeingafilestoragesystem,OneDriveallowsyoutocreateandeditdocumentsinthecloud.Inthissection,youwilllearnhowtocreatenewfilesandhowtocreateanewfolder.
Creating a New File
OneDriveallowsyoutocreatenewWord,Excel,PowerPoint,orOneNotefiles.Followthestepsbelowtocreateanewfile.
1. ClicktheNewbuttononthetoptoolbar.Amenuwillappear.
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2. ChoosefromthefollowingMicrosoftOfficefiletypes:
Word:Textdocumentwithformattingoptions.
Excel:Datasheetwithaccesstoequationsandotherdatarepresentationtools.
PowerPoint:Slidesthatcanbeusedinapresentation,lectureorspeech.
OneNote:Handwrittenortypednotes.Adigitalnotebook.
FormsforExcel:Anonlinesurveywhoseresponsesareautomaticallycompiledintoa
spreadsheet.
3. Aftertheonlineapplicationopens,youcanbegineditingthenewdocument.Changethetitleby
clickingthetitleplaceholderatthetopofthescreen,thentypinginanewtitle.
4. Addcontentbytypinginthedocument’seditingarea.Youreditsareautomaticallystoredin
OneDrive,sothereisnoneedtosave.
5. Clickyournameinthetop‐leftcornertoreturntoOneDrive.
Creating a New Folder
FoldersallowyoutoorganizefilesyouhavestoredinyourOneDrivelibrary.Followthestepsbelowtocreateanewfolder.
1. ClicktheNewbuttononthetoolbar.
2. ChooseFolderfromthemenu.
3. TheCreateafolderwindowwillopen.TypeinanameforthefolderintheNametextbox.
4. ClickCreate.
Navigating Between Folders
FollowthestepsbelowtonavigatebetweenfoldersinOneDrive.
1. Tomovedownthroughthefolderstructure,hoverthemouseoverthenameofthefolderuntilitisunderlinedthenleftclickonce.
2. Tomovebackupthroughthefolderstructure,locatethefilepathatthetopoftheLibraryPaneandclickthenameofthefolderyouwanttonavigateto.
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Managing Files and Folders
OneDriveallowsyoutomove,copy,delete,andeditfilesandfoldersinyourlibrary.Youcanmove,copy,anddeletemultiplefilesandfoldersatonce.Similartoprevioussectionsofthisguide,therearemultiplewaystoaccomplishthesameaction,butmovingforwardwewillcoveronemethodforeachsection.
Moving
TomoveafolderorfileinOneDrive:
1. Left‐click(holdingtheclick)thefileorfolderyouwishtomove.
2. Dragthefileorfoldertothedesireddestinationuntilitbecomeshighlighted.
3. Releasetheclicktocompletethemove.
Copying
TocopyafolderorfileinOneDrive:
1. Selectthefileorfolderyouwishtocopy.
2. ClicktheCopytobuttonlocatedinthetoolbar.Anewwindowwillopenontherightsideofthescreen.
3. SelectthedestinationfolderandclickCopy.YoucanalsoclickonNewfoldertocreateonefirst.
Deleting
Filescanbedeletedwhentheyarenolongerneededtosavequotaspaceandkeepyourlibraryorganized.
1. Selectthefileorfoldertodelete.
2. Right‐clickontheselectedfileorfolder.Amenuwillappear.ClickDelete.
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3. ClickDeleteagainonceyoureachtheconfirmationscreen.
4. Topermanentlydeleteorrestorethefile,clicktheRecyclebinlinkintheDocumentOptionspaneon
theleftsideofthescreen.
a. Selectthedocumentsyouwishtorestoreordeletebycheckingtheboxesnexttothem.
b. ClickRestoretoundeletethefileorfolderandsenditbacktoitsoriginallocation.
c. ClickDeletetopermanentlydeletethefileorfolder.
Editing Files
ManyfiletypescanbeopenedinOneDriveandMicrosoftOfficefiles(i.e.,Excel,Word,PowerPoint,andOneNote)canbeeditedinOneDriveaslongastheyarenotcheckedoutbyanotheruser.WheneditingafileinOneDrive,thefilewillautomaticallybeupdated(saved).
1. OpenthedocumentyouwishtoeditbyclickingonthenameofthefileintheLibraryPane.
2. ClickonEditDocumentnearthetoprightofthescreen.
ChooseEditinBrowserfromthemenuthatappears.
3. ClickyournamenearthetopleftofthescreenonceyouarefinishededitingtoreturntoyourOneDrivelibrary.Changesareautomaticallysaved.
NOTE:Youcanalsoeditandsavethefiletoyourcomputer.Forexample,ifthefileisaWorddocument,whileinthedocumentclickEditDocumentthenEditinWord.ThedocumentwillopeninanewMicrosoftWordwindow.ThisalsoappliestotheOfficeapplicationsinOneDrive.
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Renaming a File
FilesandfoldersinOneDrivecanberenamedfromtheLibraryPane.
1. Selectthefileorfoldertorenamebyclickingthecheckmarktotheleftofthefilename.
2. Clicktheellipses(…)buttononthetoolbar,thenclickRename.
3. Typeinanewnameinthetextboxthatappears.ClickSaveoncecomplete.
Collaboration Features
CollaborationinOneDriveallowsyoutodothingslikesharedocumentswithothersandeditdocumentsasagroup.Inadditiontosharing,youcanalsokeeptrackofdocumentsthatyouarecollaboratingonandthechangesmadetothem.
Sharing
OneDrivemakesiteasytoshareindividualfilesorentirefolderswithothers.Whensharing,youcansetothers’permissionsandsendthemaninvitecontainingalinktothefile.Aftersharing,youcanviewandchangeindividuals’permissionsasneeded.YoucanshareusingtheShareorGetalinkmethods.Invite People
FollowthestepsbelowtoshareafileorfolderusingtheInvitePeoplemethod.ThismethodisbestforsharingwithotherUWMstudents,facultyandstaff.IfyousharetosomeoneoutsideofUWM,theywillneedtocreateanOffice365accounttoviewthefileorfolder.
1. Selectthefileorfolderyouwouldliketoshare.
2. ClicktheSharebuttononthetoolbar.TheSharewindowwillopen.
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3. TypethenamesorUWMemailaddressesoftheusersyouwouldliketogivepermissiontointheEnteranameoremailaddresstextarea.
4. Setthepermissionsforthissharebyselectingthe“OnlypeopleinUWMwiththislinkcaneditthisitem.”link.Apanewillopentotheright.
a. Choosewhocanaccessthislinkfromthedrop‐downbox.
b. ChecktheAlloweditingboxifyouwishfortherecipienttohaveaccesstoedittheshareddocument.
5. ClickOK.Ifdesired,typeinapersonalmessagetobesentwiththeinvitation.
6. ClickSharetosharethefileorfolder.
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Change Permissions
Followthestepsbelowtochangeorrevokepreviouslygivenpermissions.
1. Right‐clickthefileorfolderwhosepermissionsyouwouldliketochangeandanewwindowwill
open.ClickDetails.Apanewillopentotheright.
2. ClicktheAddPeoplebuttonlocatedunderneaththeHasAccessheading.
3. SelecttheSharedWithoptionontheleftsideofthewindow.
4. Clickthedrop‐downmenunexttotheuserwhosepermissionsyouwouldliketochange.
5. Choosebetweenthefollowingoptions.
Changetoeditonly:Allowstheusertomakechangestothisfile. Changetoviewonly:Allowstheusertoviewthefile. Stopsharing:Revokesanypermissionsthattheuserhastothefile.
6. ClickClosetocompletetheprocess.
Get a Link
FollowthestepsbelowtoshareafilewithauserusingtheGetaLinkmethod.ThismethodisforsharingwithanyonewithorwithoutanOffice365account.Ifyousharewithanosign‐inrequiredlinkwithpeopleoutsideofUWM,theywillnotneedtocreateanOffice365accounttoseethefile.Thismethodwillonlyworkwithindividualfiles,ifyoushareafolderusingthismethod,thepersonviewingitwillneedanOffice365accounttoseethefolder.
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1. Right‐clickthedesiredfileorfolderandanewwindowwillopen.ClickDetails.Apanewillopento
theright.
2. ClicktheAddPeoplebuttonlocatedunderneaththeHasAccessheading.
3. ClicktheGetalinkbuttonontheleftsideofthewindow.
4. ClickontheboxdisplayingEditlinknearthetopofthewindow.Adrop‐downmenuwillappear.
5. Maketheappropriateselectionbasedoffthelinkyou’dliketosend.Ifthepartyreceivingthelink
doesnothaveanOffice365account,thenselectoneofthenosign‐inrequiredoptions.
6. Ifchoosinganoptionwithnosign‐inrequired,clickSETEXPIRATIONtosetanexpirationdateof
thelink.Ifnoexpirationdateisset,thelinkwillnotexpireuntilyoumanuallydisableit.
7. Right‐clickonthenewlycreatedURLandthenclickCopytomakeacopyofit.Youwillneedtosend
thelinktothereceivingparty.
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Disable a Link
Followthestepsbelowtodisablealinkthatyoucreated.
1. Followsteps1‐3fromthepreviousGetaLinksection.
2. ClickRemovenexttothepre‐existinglinkthatyouwouldliketodisable.
Simultaneous Editing
OneDriveallowsyoutoeditastoreddocumentatthesametimeassomeoneelseusingExcel,PowerPointorWordinthecloud.Followthestepsbelowtostarteditingyourdocumentssimultaneously.
1. Sharethedocumentyouwouldliketocollaborateonwiththeuserswhowillbesimultaneouslyediting.Thenselectthedocument.
2. ClickOpenatthetopofthetoolbar,thenclickOpeninExcelOnline.
NOTE:Whenanotheruserissimultaneouslyeditingthedocument,theirnamewillappearintheupperrightcornerandacoloredcursorwillappeararoundtheirchanges.
3. Toexittheshareddocument,clickthegridintheupperleftcornerandthenclicktheOneDriveicon.
Versioning
Versioningallowsyoutokeeptrackofanychangesthatweremadetoafile.Italsoallowsyoutoreverttoapreviousversionofthefileshouldyouneedtodoso.
1. Right‐clickthedesiredfileorfolderandanewwindowwillopen.ClickVersionHistory.Anew
windowwillopen.
2. Locatetheversionthatyouneed.
3. HoverthecursoroverthedatestampundertheModifiedheading,thenclickthedownarrow.
4. SelectView,RestoreorDelete.
NOTE:Thelatestversionofadocumentcanonlybeviewedorrestored.Previousversionscanbeviewed,restored,ordeleted.
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Switching To Classic OneDrive
Thenexttwosections,CheckingDocumentsInandOutandAlertsarecurrentlyonlyavailableintheclassicversionofOneDrive.Beforeusingtheseoptions,youmustfirstfollowtheinstructionsbelow.
1. ClicktheReturntoclassicOneDrivelinknearthebottomleftcornerofyourscreen.
2. ToreturntothecurrentversionofOneDrive,clicktheAppsgridthenselecttheOneDriveapplication.
Checking Documents In and Out
Whencollaboratingwithothersonthesamedocumentyoumaywanttolimiteditingtoonlyonepersonatatime(i.e.,disablesimultaneousediting).Followthestepsbelowtolearnhowtocheckdocumentsinandouttopreventsimultaneousediting.
Ifyoucheckoutadocumentandforgettocheckitbackinitwillremaincheckedoutuntilyoucheckitinandanyonewhothedocumentissharedtowillnotbeabletoeditthedocument.
Checking Out
1. Selectthedocumentthatyouwouldliketocheckout.
2. ClicktheMorebuttoninthelibrarypane.
3. SelectAdvancedthenCheckOut.
4. Thedocumentcannolongerbeeditedbyotherusersandthedocument’siconwillchangetoindicatethecheckedoutstatus.
Checking In
1. Selectthecurrentlycheckedoutdocumentthatyouwouldliketocheckin.
2. ClicktheMorebuttoninthelibrarypane.
3. SelectAdvancedthenCheckIn.
4. Choosewhetherornotyouwouldliketoretainyourcheckout.
5. Leaveacommentdescribingthechangesthatyoumadetothisversion(ifdesired).
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NOTE:Toseethecomment,accessthedocument’sversioninformation.
6. ClickOKtofinishcheckinginyourdocument.
NOTE:Ifyouwouldliketocheckinadocumentwithoutkeepinganychangesyoumade,selectDiscardCheckOutfromtheOpen&Checkoutgroup.
Alerts
Onceyouhavesharedafile,youcansetupalertsthatnotifyyouwhensomeonemodifiesthatfile.Followthestepsbelowtolearnhowtosetupalerts.
1. First,makesuretheribbonisvisiblebygoingtotheSettings(Gear)iconintheupperrightcornerof
thescreenandthenchoosingShowRibbon.
2. Selectthefileyouwouldliketosetupanalertfor.
3. ClicktheFILEStabonthepaneontheleftsideofthescreen.
4. SelectAlertMefromtheShare&Trackgroup.
5. ChooseSetalertonthisdocument.
6. Setthefollowingoptionsasdesired.
a. AlertTitle:Createanameforthisalert.
b. SendAlertsTo:Specifytheusersyouwanttoreceivethisalert.
c. DeliveryMethod:Choosehowthisalertwillbesent.
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d. SendAlertsforTheseChanges:Choosewhicheventstriggeranalert.
e. WhentoSendAlerts:Choosethefrequencyofthealerts.
7. ClickOKwhenfinished.Youwillreceiveanemailnotifyingyouofthecreatedalert.
Managing and Deleting Alerts
Followthestepsbelowtomanageordeleteapreviouslycreatedalert.
1. NavigatetotheFILEStab.
2. SelecttheAlertMetoolfromtheShare&Trackgroup.
3. SelectManageMyAlertsfromtheresultingmenu.
4. Alistingofanyalertsthatyoumayhavewillbeshownontheresultingpage.
Tomanageanalert:
1. Selectthealertthatyouwouldliketomanagebyclickingthetitle.
2. MakechangestothealertandclickOKtosaveyourchanges.
Todeleteanalert:
1. Selectthealertthatyouwouldliketodeletebycheckingtheboxnexttoit.
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2. ClickDeleteSelectedAlertsatthetopofthepage.
3. ClickOKontheconfirmationscreen.
Syncing to a Computer: OneDrive for Business
OneDrivecanbesyncedwithcomputersandmobiledevicessothatyouronlinefilesandfolderscanbeaccessedfromanywhere.Whensynced,anychangesyoumaketofilesorfolderswillappearbothinOneDriveandonyourdevice.Additionally,syncingtodevicesallowsyoutoaccessyourfileswithouthavingtouseOutlookontheWebinaninternetbrowser.
ForthemostrecentdirectionstosetuptheOneDriveforBusinesssyncclientvisit:https://kb.uwm.edu/50831
Oncesetup,thefilesandfoldersarenowavailabletoviewandupdatefromthedeviceitself.ThegreencheckmarkiconnexttoitemsindicatestheyaresyncedwiththedeviceandOneDrive.FilesandfolderscanbecreatedinthelocalfolderandwillautomaticallysynctoOneDriveifthedevicehasanactiveinternetconnection(andvice‐versa).
Stopping or Pausing Syncing
TostoporpausesyncingtotheOneDriveforBusinessfolder:
1. Locatethetaskbarfoundonthebottomrighthandcornerofthescreen.
2. LeftclicktheuparrowandlocatetheOneDriveforBusinessicon
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3. ClickonStopsyncingtoafolder…orPausesyncingdependingonthetypeofactionyou’dliketotake.
4. Inadditiontosyncingyourfiles,OneDriveforBusinessallowsyoutoright‐clickanyfilesstoredinOneDriveandquicklyopentheminyourbrowserorsharethemwithotherusers.
Getting Help
For a full listing of all Short Courses offered, visit uwm.edu/learningtechniques. For 24/7 access to online technical training videos, visit uwm.edu/lynda.
For technical assistance, contact the UWM Help Desk by calling 414-229-4040 (toll-free 877-381-3459) or visit GetTechHelp.uwm.edu.