Introduction to OneDrive V1.pptx

Introduction to One drive

1. Introduction to OneDrive November 2023

2. Outline Introduction Why OneDrive? Exploring OneDrive. Save Files into OneDrive from Office 365 Share Files from Your Office Applications Create and Add Files into OneDrive Online Manage Sharing in OneDrive Sync OneDrive Mobile Access Tips and Best Practices

3. Introduction: What is it?  File management application Place for you to store your ‘personal’ work files Files with long-term business value or that your team needs access to should be stored on Prospector (& eventually on Informa – which will be rolled out at a future date) OneDrive benefits Automatic sync (backup) to the Microsoft O365 cloud – no more manual backups Use the full Office suite from any device, anywhere, anytime – work on the go Access your email and OneDrive files when out of the office – no VPN required Take advantage of collaboration features in O365 – share & edit documents quickly and easily

4. Why OneDrive? ONEDRIVE ALLOWS YOU TO: Access files anywhere Work and collaborate with others Find files quickly Protect your work as part of Office 365 suite

5. Access OneDrive: Desktop ACCESS ONEDRIVE: By clicking the OneDrive icon Integrated into such Office 365 programs as: Word Excel PowerPoint

6. Use OneDrive on Desktops ON DESKTOPS, ONEDRIVE CAN: Provide easy access to all files in one location Facilitate file sharing and collaboration Back up files automatically

7. Exploring OneDrive on Your Desktop

8. Exploring OneDrive on Your Desktop

9. Exploring OneDrive on Your Desktop Use Drag- Drop or Copy Paste Function to add content to OneDrive from Documents

10. Save Files into OneDrive from Office 365 IN OFFICE 365, YOU CAN SAVE FILES: Directly and automatically on your desktop into OneDrive From all your high-use Office 365 apps Individually or into folders Securely, since only you have access to them until you share them

11. How to Save As to OneDrive on Your Desktop FOUR STEPS: Click File > Save As Select OneDrive Provide a Name Click Save

12. Share Files from Your Office Applications FROM OFFICE 365, YOU CAN SHARE FILES: With a simple click of the Share icon Seamlessly, without involving intermediate applications To be able to control what happens with shared files

13. How to Share from Office 365 SEVEN STEPS: Click Share Click People you specify can edit Deselect Allow editing , if recipients are only to view Click Apply Enter the recipient's name(s) Add a message Click Send

14. Share Files from OneDrive on Your Desktop FROM ONEDRIVE, YOU CAN SHARE FILES: With anyone who is on your team or in your department Seamlessly, just like in Office 365 With or without providing editing permissions

15. How to Share from OneDrive on Your Desktop EIGHT STEPS: Right-click the file Click Share Click People you specify can edit Deselect Allow editing , if recipients are only to view Click Apply Enter the recipient's name(s) Add a message Click Send

16. Create and Add Files into OneDrive Online

17. Share Files from OneDrive Online WITHIN ONEDRIVE, YOU CAN SHARE: Files Folders Via: The Share icon Right-clicking and selecting Share YOU CAN ALSO: Access many applications and features from the dashboard Look at what you've recently shared Review what you've shared, and what others have shared with you Discover what others are sharing 

18. How to Share from OneDrive Online FIVE STEPS: Click the file to highlight it and then click the Share icon OR Right-click the file and select Share Specify recipient(s) Specify Can Edit or Can Read Add a message Click Share

19. Manage Sharing in OneDrive SHARING INVOLVES SELECTING SEVERAL OPTIONS TO ENSURE THAT ONLY CERTAIN PEOPLE SEE IT OR CAN EDIT: Type of access - some may only view the file shared and others may edit and save Change access  - flexibility is key since some collaborators may just need to view the document but then need editing permissions at different points during the document's development  Stop access  - to remove certain or all individuals when collaboration is no longer necessary

20. Manage Permissions in Office 365 Apps FIVE STEPS: Open the Office 365 file whose permissions you want to change In the upper right-hand corner, click Share Click the … icon then Manage Access Scroll to the individual’s name and click the dropdown arrow to the right of it If the option is Stop Sharing , click Remove to confirm

21. Create Folders and Manage Files with OneDrive Online IN ONEDRIVE, CREATE AND MANAGE FOLDERS TO: Make content easier to locate Keep shared content organized by Collaborator – ex. Excel spreadsheets with Marco RO. Project – ex. Semi-annual Internal Safety Audit Type – ex. Help Desk Status Reports Timeline – ex. Sales Projection Analysis due July 2020 Make content secure in protected folders

22. Sync OneDrive THE SYNC FUNCTION: Keeps files and folders in fidelity Provides peace of mind that you have the latest and greatest versions of files Should happen on a regular schedule

23. View your files from a mobile device To share a file from within Word, Excel, PowerPoint, or another Office app: Select Share on the ribbon. Or, select File > Share . Note:  If your file is not already saved to OneDrive, you'll be prompted to upload your file to OneDrive to share it. Select who you want to share with from the drop-down, or enter a name or email address. Add a message (optional) and select Send . Tap Files to access your files and folders on OneDrive. Select next to a file to open the menu … Tap Recent to see your most recently active files. Tap Shared to see files shared with you and discover content trending around you.. Tap Sites to access your SharePoint sites. Tap Scan to scan a document, whiteboard, or business card.

24. View and select your accounts To share a file from within Word, Excel, PowerPoint, or another Office app: Select Share on the ribbon. Or, select File > Share . Note:  If your file is not already saved to OneDrive, you'll be prompted to upload your file to OneDrive to share it. Select who you want to share with from the drop-down, or enter a name or email address. Add a message (optional) and select Send . Open the OneDrive app and tap Me . Then tap the account at the top of the screen Tap Add account to add an account. You can have multiple accounts, for instance, your work OneDrive and your personal OneDrive. Tap Recycle Bin to access and recover deleted files. Tap Offline Files to all the files you have taken offline. See trends views. Tap to see an activity chart.

25. Take a picture from OneDrive To share a file from within Word, Excel, PowerPoint, or another Office app: Select Share on the ribbon. Or, select File > Share . Note:  If your file is not already saved to OneDrive, you'll be prompted to upload your file to OneDrive to share it. Select who you want to share with from the drop-down, or enter a name or email address. Add a message (optional) and select Send . Tap to take photo Tap Use Photo to save picture to OneDrive 3 2 Tap Files > + > Take a Photo or video 1

26. Scan a multipage document To share a file from within Word, Excel, PowerPoint, or another Office app: Select Share on the ribbon. Or, select File > Share . Note:  If your file is not already saved to OneDrive, you'll be prompted to upload your file to OneDrive to share it. Select who you want to share with from the drop-down, or enter a name or email address. Add a message (optional) and select Send . Tap Document Tap + to take the picture of the next page 3 2 Tap Scan 1

27. Share a file from a mobile device To share a file from within Word, Excel, PowerPoint, or another Office app: Select Share on the ribbon. Or, select File > Share . Note:  If your file is not already saved to OneDrive, you'll be prompted to upload your file to OneDrive to share it. Select who you want to share with from the drop-down, or enter a name or email address. Add a message (optional) and select Send . Press and hold a file to select it, then tap Share .

28. OneDrive: Best Practices Label each file with a name that clearly indicates content and distinguishes it from any others. REMEMBER TO: Sync regularly to ensure that you have the latest and greatest version of any file. Keep your OneDrive well-organized. For security, review who you have shared files with frequently and change permissions as needed. Multi-factor authentication is a security measure that is best supported with regular password changes.

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