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Microsoft Onedrive Step-By-Step Guide

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Microsoft Onedrive Step-By-Step Guide MICROSOFT ONEDRIVE STEP-BY-STEP GUIDE ANDIE PHILO;MIKE ANGSTADT MONTGOMERY COUNTY-NORRISTOWN PUBLIC LIBRARY MICROSOFT ONEDRIVE: STEP-BY-STEP GUIDE Revised: 4/8/2021 Table of Contents INTRODUCTION ......................................................... 4 8.1 SHARING WITH A SPECIFIC PERSON .................................. 22 OPENING YOUR ONEDRIVE ........................................ 5 8.2 OPENING A SHARED FILE ............................................... 27 THE ONEDRIVE HOME SCREEN ................................... 6 8.3 MANAGING SHARING PERMISSIONS ................................ 28 WORKING WITH FILES ................................................ 8 8.4 SHARING WITH A LINK .................................................. 30 4.1 ADJUSTING VIEW OPTIONS ............................................ 8 8.4.1 Creating the sharable document .................. 30 4.2 UPLOADING A FILE ........................................................ 8 8.4.2 Sharing the document .................................. 31 4.3 SELECTING A SINGLE FILE ................................................ 9 8.4.3 Emailing the link ........................................... 32 4.4 SELECTING MULTIPLE FILES ........................................... 10 8.5 URL SHORTENERS ....................................................... 34 4.5 DESELECTING A FILE .................................................... 10 ACCESSING ONEDRIVE FROM FILE EXPLORER (SUPPLEMENTAL) .............................................................. 37 4.6 DELETING A FILE ......................................................... 11 9.1 ACCESSING THE ONEDRIVE APP ..................................... 37 4.7 RENAMING A FILE ....................................................... 12 9.2 LOCATING YOUR FILES .................................................. 38 4.8 EDITING OUR PHOTO ................................................... 13 9.3 UPLOADING A FILE ....................................................... 40 WORKING WITH FOLDERS ........................................ 15 9.4 DELETING A FILE.......................................................... 42 5.1 DEFAULT FOLDERS ...................................................... 15 9.5 SHARING ................................................................... 42 5.2 CREATING A FOLDER .................................................... 15 DOCUMENT COLLABORATION (SUPPLEMENTAL) ..... 46 5.3 MOVING A FILE INTO A FOLDER ..................................... 16 PERSONAL VAULT (SUPPLEMENTAL) ........................ 50 DETAILS PANE .......................................................... 18 11.1 OPENING THE VAULT FROM FILE EXPLORER ................. 50 PREVIEW WINDOW ................................................. 21 11.2 OPENING THE VAULT FROM THE WEB INTERFACE .......... 52 7.1 USING THE CONTEXT MENU .......................................... 21 VERSION HISTORY (SUPPLEMENTAL) ....................... 56 7.2 CLICKING THE FILE NAME .............................................. 21 EXPLORING ONEDRIVE DESKTOP APP SETTINGS SHARING .................................................................. 22 (SUPPLEMENTAL) .............................................................. 57 Created & Maintained by: Andrea Philo Mike Angstadt MONTGOMERY COUNTY-NORRISTOWN PUBLIC LIBRARY NORRISTOWN, PENNSYLVANIA MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 2 of 61 (610) 278-5100 x141 • [email protected] • www.mc-npl.org MICROSOFT ONEDRIVE: STEP-BY-STEP GUIDE Revised: 4/8/2021 Note to Home Students: This lesson plan will frequently refer to flash drives that we have our students use during class. Instead of saving files to a flash drive, you may save them to your computer’s hard drive. We preload these flash drives with an assortment of files that are used during class. These files can be downloaded from on our Class Resources page. Our class handouts and exercises can also be downloaded there. The website address is: www.mc-npl.org/class-resources MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 3 of 61 (610) 278-5100 x141 • [email protected] • www.mc-npl.org MICROSOFT ONEDRIVE: STEP-BY-STEP GUIDE Revised: 4/8/2021 Introduction OneDrive is a platform for storing, sharing, and editing files on the “cloud” (the Internet). It is made by a company called Microsoft, the same company that makes Windows. Because the files are stored on the Internet, they can be accessed from any Internet-connected computer and are not lost if your computer crashes. Files can also be shared so that other people can view and edit them. We will cover all these things in this course. What is Microsoft Office? The term “Microsoft Office” refers Microsoft’s entire suite of office productivity applications. Microsoft OneDrive is one of the many applications that are grouped under of the “Microsoft Office” umbrella. What is Microsoft 365? (formally known as Office 365) Microsoft 365 is a service where you pay a monthly subscription fee (around $10 a month) for premium access to the Microsoft Office software applications, including premium access to OneDrive. How much does OneDrive cost? You can use OneDrive for free, but if you have a Microsoft 365 subscription, you get additional features and storage space. Free tier Microsoft 365 Subscription 5 GB storage space 1 TB storage space (1,024 GB) Max of 3 files in Personal Vault Unlimited files in Personal Vault Password-protect shared files Set expiration dates on shared files See this website for a full comparison: https://www.microsoft.com/en-us/microsoft-365/onedrive/compare-onedrive-plans MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 4 of 61 (610) 278-5100 x141 • [email protected] • www.mc-npl.org MICROSOFT ONEDRIVE: STEP-BY-STEP GUIDE Revised: 4/8/2021 Opening your OneDrive 1. Open a web browser. 2. Navigate to the Microsoft Office homepage: www.office.com 3. Click “Sign in” and sign into your Microsoft account. 4. The Microsoft Office home page is displayed. A listing of the available online apps available to you is displayed. Below that is a listing of files you’ve recently accessed in your OneDrive cloud storage. 5. Click “OneDrive” in the apps listing. 6. Notice how OneDrive opens in a new tab. MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 5 of 61 (610) 278-5100 x141 • [email protected] • www.mc-npl.org MICROSOFT ONEDRIVE: STEP-BY-STEP GUIDE Revised: 4/8/2021 The OneDrive Home Screen Toolbar Content Pane Blue toolbar Navigation Pane Blue toolbar Displays the other services you have access to as a Microsoft Account holder. App Launcher Search box Allows you to perform a search over all your files. The contents of each file will be searched. Purchase additional storage space. Diamond Opens the OneDrive settings. Gear Opens the help documentation. Help Microsoft Account Provides access to your Microsoft account. If your account does not have a profile picture assigned to it, it will display the first letter of your first name. button Navigation Pane MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 6 of 61 (610) 278-5100 x141 • [email protected] • www.mc-npl.org MICROSOFT ONEDRIVE: STEP-BY-STEP GUIDE Revised: 4/8/2021 My files Shows the files that are in your OneDrive account. This is selected by default when you login. Recent Shows files you have recently uploaded, opened, or modified. Photos Displays only the photos that are in your OneDrive account. Organizes them by date. Shared Displays the files that you have shared with others, and the files that others have shared with you. Recycle Bin This is where files go when you delete them. Files are automatically, permanently deleted after they have been in the trash for 30 days. Content Pane Shows the files and folders in the currently selected folder. Toolbar The buttons in the Toolbar will change depending on what is selected in the Content Pane. The buttons described below are only visible if no files are selected. New Allows you to create new files and folders. Upload Allows you to upload files and folders from your computer. Sort Sorts the files in the content pane in different ways. View Options Changes the way the files are displayed in the content pane. Opens the file details pane (this button is always visible). Details Pane MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 7 of 61 (610) 278-5100 x141 • [email protected] • www.mc-npl.org MICROSOFT ONEDRIVE: STEP-BY-STEP GUIDE Revised: 4/8/2021 Working with Files 4.1 Adjusting View Options The View Options button allows you to control how the files appear in the Content Pane. Teacher’s Note: If the student has a file selected, they will not see this button. 1. Click the View Options button on the right-hand side of the Toolbar to see the available options. Try out each one of them. a. List. This displays your files in a tabular format. It shows you the last modified date, Sharing settings, and size of each file. b. Compact List. This is like List, but more compact. c. Tiles. Displays each file as a large object. Image files (photos) are displayed larger so you can see what each image looks like. d. Photo. This view displays image files much larger so you can see them better. 2. We will be conducting class using the “List” option. Select this option from the View Options menu. 4.2 Uploading a file Preparation: 1. Go to www.mc-npl.org/class-resources 2. Find the button for “OneDrive” and click it. 3. Locate “Library of Congress.jpg” link under “Supporting
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