OneDrive. Office 365

Transcription

1 OneDrive Office 365

2 What s covered? What is OneDrive? (slide 2-3) Is OneDrive like Microsoft Office? (slide 4) How do I get started? (slide 5-6) File types in the documents list (slide 7) How do I get help? (slide 8-10, slide 44) My Documents. Online (web app) versus Microsoft Office. (Slides 11-13) How to: sort, save, edit, delete, upload images, copy and paste. Open menu. Check out. Edit properties, and print in the Online (web app) version (slides 14 20) Access at Circulation versus access to a computer you are logged on to (slide 21) Uploading files to OneDrive (slide 22-24) Downloading files from OneDrive (slide 25-26) What is SharePoint? (slide 27) What does SHARE mean? Can Edit versus Can View. Why a PDF? (slide 28-30) What does FOLLOW mean? (slide 31-32) How to create, save & edit an Online file or web app in Word, OneNote, Excel and PowerPoint (slide 33-44) Editing and saving in the full functional of Office version (slide 45) Printing at circulation, Calendar, Sites> Meeting Room Calendar, Alerts (slide 46-50) Download forms (slide 51-52)

3 This online service provides web apps that allow you to create documents or files you open in a browser and save to the cloud, meaning they are web-based. You can create documents, edit, share, follow and print. What is OneDrive? For each file type you have 3 options. 1. Read-only (no changes can be made) 2. Edit with the full functionality of Microsoft Office Suite 3. Select Online ( App version) for quick changes with reduced functions Note: When it comes to EDIT DOCUMENT, except in Edit in Excel Workbook and Excel Survey, the term app has been replaced by the term Online in Edit in PowerPoint Presentation and Edit in Word.

4 Access documents anywhere with Internet connection and your log in to Office.com Does it work like Microsoft Office I am used to? Edit? YES! In the Online version, make quick changes to documents that have similar terms or operators. For full functionality, edit in Word, OneNote, PowerPoint and Excel. Documents can be saved, edited, downloaded to a computer, shared with others via Outlook , and printed. Upload files, PDFs, and image files like JPEG, PNG or GIF. If you are personally logged in to the computer you can upload files from your c: drive.

5 Log in to Office.com with your username and password Getting Started Outlook Web App

6 Step 1. Click OneDrive to get to Documents Getting started in OneDrive Step 2. Click here to begin It is not necessary to have Microsoft Office on the computer to use OneDrive because OneDrive is cloud-based.

7 What file types are offered?

8 Help (1) How do I get help? Click File in any file type to access Help and information on basics such as printing and desktop shortcuts. Word Help Online

9 Help (2) Type in a search term and click enter, or choose a link

10 Help (3) Find templates and labels To find more information such as restoring files in the recycle bin, go to Search all Office.com

11 My Documents Your files are listed here.

12 What is different about OneDrive? OneNote notebook is like a journal downloading & printing are unavailable. Accidentally deleted a file? For information on the recycle bin, go to The green wheel next to a file name denotes "new" and disappears by itself after a few days. Publisher is not available as a Web App, but you can upload Publisher files from your c:drive, save them in OneDrive and make changes.

13 Difference between editing an uploaded file and a file created in OneDrive? Files that are uploaded will open in Online when you click the file name. (Master_file) To open and edit in a full Microsoft Office document version* 1. Click the dots to Open Menu 2. Click Edit or click again the dots for more options or to edit in a browser Note: Publisher files Once uploading a publisher file, if you click on the file name it will download sharepoint but will be in (Read-only) and you cannot edit. Close file and repeat* to be able to edit.

14 1. In Documents, the dots reveal Open the Menu; the preview box to give you options to edit, share and follow What do the 3 dots mean? 2. After clicking the dots, the file appears. Click again to get more options, such as edit properties, download a copy, share with and delete Here, you can change the file name

15 Files automatically sort in alpha order as new files are added, or click Name to change from ascending to descending date order. This affects all file types except OneNote notebook and folders. Can I sort files? To add a file to a new folder, drag from the document list and drop it. To rename a file, click the... for Open Menu, select Edit Properties.

16 Use keyboard shortcuts in the Online version. How do I copy and paste? ctrl + C for copy ctrl + V for paste ctrl + X for delete Ctrl + S for save For more keyboard shortcuts, click on any Web App> File>Help.

17 What does it mean when I get a green arrow next to a file? Click FILES to see options A green arrow means changes cannot be seen by those with whom you have shared the file while it is "checked out" until you "check in.

18 Click Library for Alert Me and many more options In BROWSE, My Documents, Alert Me is an option to be notified when somebody with whom you shared the file is editing.

19 Click (dots) to reveal Open Menu in the file name -Test excel. The preview box containing the file appears. Click again to reveal a list of options. How do I delete a document? Select delete.

20 A Word document is converted to a PDF. Click the link as shown to be directed to the printer. How do I print a document in OneDrive at the circulation desk? Note: The original document in OneDrive will be unchanged and can be edited as before.

21 What is different in OneDrive accessed at the circulation desk versus at a computer I am logged into with a username and password? Whether accessing OneDrive at Circulation or at a computer you are personally logged on to with your username and password, OverDrive works the same. However, at Circulation, files are not saved to a c: drive at any of the computers to use the UPLOAD EXISTING FILE option, AND you cannot download a file. To print, click the file name to open in a second window. Click File to print.

22 Uploading files from the c: drive to OneDrive (1) If you are logged on to a computer with a username and password, you may upload Word, Excel, Publisher, PowerPoint document or a PDF, or an image. Step 1. Click on + new documents Step 2. Select UPLOAD EXISTING FILE Step 3. Click on Choose file box Step 4. Locate the file and click on Open, and then OK

23 Uploading files from the c: drive to OneDrive (2) as seen here The file now appears in My Documents

24 Yes, if you are logged on with a username and password. Can I download a file from OneDrive to a computer? (1) Step 1. Download a copy to your computer by hovering over the file name until Open Menu appears and click on the to reveal the preview box

25 Step 2. Click the dots next to FOLLOW. Then the drop down box shows you an option to download a copy. Downloading a file (2) The downloaded file will be saved in the full version of Microsoft Office.

26 What does SHARE mean? (1) SHARE means you can select a person or persons, or everyone in your group to be able to access your file by Outlook . You and the person you shared with receive a link to the file in an . You can decide on one of two options. Can edit Can view

27 SharePoint, what is that, and what is an External Protocol Request? To edit a file in Microsoft Office Word, PowerPoint, Excel or Publisher, it is safe to check the box and click Launch Application to upload to SharePoint. In this version, changes here are NOT saved automatically so you must SAVE all changes! Access this file again in OneDrive the same way as in any other. Or Do Nothing, click and select Edit in Browser.

28 Step 1. Create a document Step 2. Left click the OPEN menu, and select SHARE How do I share a file? (2) Step 3. In the INVITE PEOPLE box, enter the recipient's address Step 4. In the Can edit box, change to Can view if preferred Step 5. Add a message Step 6. Click Share Note: 1. If you desire no future changes to a shared document, make the file into a PDF, upload the file to OneDrive and then share. Note: 2. Downloaded files can be renamed and edited after; even if the Can view option was applied to the shared file.

29 Joe Bloggs Joe Bloggs This is how it looks to share a file (3) Shared with others Shared only with you Enter the recipient s name as in Outlook and add a message.

30 Next Go to Outlook to receive a copy of the shared file (3) JoeJoe Bloggs You and the recipient, Joe Bloggs, both receive an containing a link to the shared file.

31 What does Followed Documents mean? (1) Files that have been uploaded by yourself or shared with you by somebody else will appear in FOLLOWED DOCUMENTS. By clicking Stop Following, you can remove them. Certain files appear in the Suggested documents to follow list.

32 Download Followed Documents from OneDrive to your computer (2) Go into Followed Documents, right click the file, select "save link as" and it will download to your computer. If the document appears in Suggested Documents to follow, left click and it downloads automatically to your computer.

33 Create a new document Once you select the file type, name the document so it will appear in the Document list.

34 Word Online works very like the Word in Microsoft Office Suite. (Reduced functions) Word Online (1) To begin, in + new document, select Word document in the Document list and name the file.

35 Word Online(2) To edit a file, click the file name to open the web app

36 Step 1. Click on EDIT DOCUMENT (otherwise it is in Read-only mode) Word Online (3) Step 2. Click on Edit in Word Online to begin editing

37 Word Online (4) After editing, save automatically by clicking your name.

38 OneNote Notebook Online This Web App allows you to keep notes like in a journal. Click the plus sign to add a new article. You can share. You cannot print. Saves automatically when you exit by clicking your name in the top left corner of the page.

39 Step 1. Click on EDIT PRESENTATION (otherwise it is in Read-only mode) PowerPoint Online (1) Step 2. Click on Edit PowerPoint or Edit in PowerPoint Online for quick changes.

40 How do I add an image to a file? (2) Step 1. From the Internet, "save as" an image file Step 2. In Edit PowerPoint, for example, click Insert Step 3. Click Picture, find the file and Open Step 4. Click where you want the image to be in the PowerPoint slide

41 Step 1. Click EDIT WORKBOOK (otherwise it is in Read-only mode). Excel Online (1) Step 2. To use full functionality of Excel, select Edit in Excel.

42 Excel Online (2) Click Edit Workbook to make quick changes. This is Excel Web App.

43 Create an Excel survey that collects information online. Excel Online - Survey (3) Forms, sign-up sheets, questionnaires: sometimes you re gathering information from several people, and you want to see it all in one place. In OneDrive, Office 365 and SharePoint, you can create a survey that others fill out just by opening the link you provide. You ll see everyone s response compiled in one online spreadsheet.

44 Saving a file in Online (Web App version) Click Help in of the file formats Edit in Word document Edit in PowerPoint presentation Edit in OneNote notebook Edit in Excel workbook If you edit in the reduced function Online version, as a web app, to save, click your name in the top left corner of the page and the file will save automatically, and return you to the Document list. Note: Changes cannot be made in Read-only mode. Read and click your name in the top left corner to close. For help, or to edit, share or print, click File in Word, OneNote, Excel and in PowerPoint.

45 Editing and Saving in full Office version Remember, to edit and save in the Office version of the file, click to show Open Menu. Click EDIT. Save by clicking FILE> Save, or use the keyboard shortcut ctrl+s or click this icon.

46 Left click the 3 dots and select print At Circulation, how can I print an in Outlook? A new box Outlook Web App box will open. Follow directions to print

47 Your own personal Calendar Click a date and type in. Saves automatically. Share & print are options.

48 Sites (1) HPL Meeting Room Calendar is accessed by clicking Sites> Team Sites> HPL> Meeting Room Calendar. To receive alerts, click an event and then the alert button.

49 To receive alerts, click an event and then the alert button. To add to the calendar, click a date and enter the field. Save. Sites (2)

50 Download a copy of a form (1) Click Sites> Click Team Sites> -leave request -timesheet

51 Click HPL to view forms> Download a copy of a form (2) Note: You must download a copy and save to your computer to fill out your form and then you can share the link in an or send it as an attachment. -leave request -timesheet

52 Sign out of OneDrive When you have finished In OneDrive, click the top right hand corner and select Sign Out. Note: Signing out of OneDrive also signs you out of Outlook Web App and your account.