SBCUSD – IT Training Program File Storage and File Sharing

SBCUSD – IT Training Program

File Storage and File Sharing

Revised – 4/5/2018

MS Office 365

TABLE OF CONTENTS

Introduction ...... 2 What is Office 365? ...... 2 Who can have Office 365? ...... 2 Logging into Office 365 ...... 2 Install Office 2016 ...... 2 OneDrive (The Cloud) ...... 2 OneDrive (the Cloud) ...... 3 Flow and Sync ...... 3 Word Online ...... 4 Switching to the Installed Microsoft Word ...... 4 Sharing Files ...... 3

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INTRODUCTION

WHAT IS OFFICE 365? It is the cloud based version of Microsoft Office. You only need a browser, a network connection, and a networked device in order to use it. It can be accessed with a PC, Mac, desktop, laptop, tablet, or phone – anywhere in the world! (Yes, it works on Chromebooks.)

WHO CAN HAVE OFFICE 365? Every SBCUSD employee – for free! All you need is a district email address. Once you login to Office 365, you can download the full Microsoft Office Suite for free. You’ll have the full power and functionality of Excel, Word, PowerPoint, and Outlook.

LOGGING INTO OFFICE 365 1. Go to the following web address: http://portal.office.com 2. Input your district email address using the following convention: [email protected]. You will be redirected to SBCUSD’s Office 365 site. 3. Input your district email address and password. You will be logged in to Office 365. 4. Once logged into Office 365, you can see all available programs by clicking on the waffle icon.

INSTALL OFFICE 2016 When you log into Office 365, you will see an Install Office apps button. Only install Office 2016 if you do NOT already have the Microsoft Office Suite installed on your computer. For instance, do not click Install Office 2016 on an SBCUSD computer that already has the Microsoft Office Suite on it. However, if you have a Mac or PC at home that doesn’t have the Microsoft Office Suite on it, you can login to Office 365 on the device and download a free copy of Microsoft Office. You can do this on up to five of your personal computers.

ONEDRIVE (THE CLOUD) Facts and Features:

• 1 TB storage = 300,000 photos or 1 million documents or a lot of videos

• Click on the OneDrive icon to access your stored files.

Click on the New button…

• to create folders and easily organize your online files. • to create an online Word, Excel, PowerPoint, or OneNote document. • to create surveys, quizzes, and polls using Forms for Excel. • to share a link to a file instead of emailing someone an entire file using the Link.

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ONEDRIVE (THE CLOUD) • Use the Search area to find files.

• Use the Upload button to upload files and folders to the cloud.

FLOW AND SYNC They are not currently used in the district.

SHARING FILES 1. Go to OneDrive and click on the file or folder you want to share. 2. Click on the Share button and select Share with People.

3. By default, Anyone with the link can view and edit is selected. You can use the drop-down menu to choose other options. 4. By default, Allow editing is selected. You can change this and set an expiration date when the receiver can no longer view/edit the document. 5. Enter the email address of the person you want to receive the file and click the Send button.

6. The person will receive an email that states, “File” has been shared with you.

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7. They click on the Open button and can view and edit the file.

WORD ONLINE It is the cloud based version of Word. It has great functionality and most people won’t notice a difference between Office 365 Word in a browser and the Word 2016 installed on a desktop, laptop, or tablet.

SWITCHING TO THE INSTALLED MICROSOFT WORD Click on the Edit in Word button to switch to the full Microsoft Office Suite when you are on a desktop, laptop, or tablet that has Office installed on it.

The following dialogue box may pop-up when you open the full version of the Office software program. Choose Office 2016, checkmark Remember my choice, and click on the Open Link button.

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Another dialogue box may pop-up when you open the full version of the Office software program. Click Yes unless you are on a non-district computer without virus software installed.

Be aware that there is a delay when you switch to the full Office Suite software.