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.