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Get started using Office 365, the Microsoft hosted collaboration and productivity suite that allows businesses and teams to email, collaborate on documents, and share calendars. Author David Rivers tours the subscription service, showing how to administer user accounts; share and collaborate with a team site; and manage mail, contacts, and calendars with the Outlook web app. The course also explains how to connect with colleagues using the instant messaging and social media features.
If you've been following along with me in this chapter, you know how a team site is an excellent way to collaborate with team members on files, share them, work on them simultaneously even. What if you have files you want to share with other people who are not necessarily members of your team site? In those cases, you can use something different. It's called SkyDrive. It's cloud storage, and it comes with your Office 365 account. So it really doesn't matter what you're looking at here if you want to follow along. Go to the top where you'll find your SkyDrive tab. Give that a click and you will you'll arrive at your homepage.
Now, earlier on in this title, we talked about creating a new folder. We created the to NoObstacles folder here in SkyDrive, kind of setting things up. We talked about sharing a little bit. But now we are going to focus on documents. If we have documents we want to share with people, we can do that by uploading them or we can create them on the fly as well. Let's say we want to share a file with somebody. We can put it into one of our existing folders. If we go to the Shared With Everyone folder, a default folder that comes with SkyDrive and automatically allows anyone to access the contents, you could just simply put it there.
If there are specific people you want to share it with, you could put it into a folder, like No Obstacles, one we created earlier, and if you don't see that, just go to the Files tab and create a New Folder, and you can choose to share that folder or share the files within that folder, or just simply upload your documents directly to the root directory here. That's what we are going to do. We go to the new document link. We can create a new file on the fly using the app of our choice or go down to Upload Existing File. Let's go there.
Next, we'll browse to our exercise files, and if you don't have them, you can use any file of your own, just to follow along. I am going to go for this NOH_Logo, the No Obstacles Home logo, select it, and click Open. That inserts it into the File field. If it already exists, it will be overwritten here with this newest version, because it's checked off. If you don't want to do that, just make sure it's deselected before you click OK. All right, so the file is being uploaded, and as you can see, it now exists along with my other folders here in SkyDrive. Now to share it.
Well, you'll notice the lock icon under the Sharing column. Currently, that means it's only shared with me. If I want to share it with other people, I can go to the ellipses here to open the menu. You can see it is only shared with me here. Only shared with you is what I see. That is a link however, that I can click, and in this case invite people, email everyone, there are some advanced options. I am going to invite people to this file. All I have to do is enter names, email addresses, names if they're already in my contacts.
I am going to email this person, kleslie, and you can see that name is already showing up, part of my contacts. So that person is going to get an email with an invite. I am going to type in a short message. Do I need them to sign in? No, not necessarily. They don't need to be a team site member for example, part of an Office 365 account, and when I click Share, that person will get an email with a link to this particular file, and they'll be able to open it up.
It's a picture file. It'll open up in their default viewer for example, where they'll be able to provide feedback. So that's how we share. Notice that the Sharing column, now the icon looks a little bit different, and you can see it's shared with some people. We can click that icon to find out who. Me and this person, Karen Leslie, can edit. From here I can change her permissions. I only want her to view it. I save those changes. She will be able to view that, not make changes to it. Of course at any time, I can stop sharing as well, by clicking Stop Sharing and saving those changes.
It's no longer available to the person I invited, and now I can click close. So that's how we upload a file here to our SkyDrive. You can also create a new document on the fly. Let's go to New Document and this time create a Word document. This will launch the Word app once we provide a name for our new document. When we click OK I am now starting a brand-new document, so the Word Web app will launch, and I'll have a blank new file in front of me. Now, if I am going to have several people contributing to this document, it's great to be able to share it.
I'll call this Draft 1, and I would continue from here. I can save, in this case with the web app saving my changes, but when I close this, it's also saved up, and it resides in the cloud on SkyDrive. It now shows up here in my root directory. Notice by default, it's only shared with me, and again I can go through the procedure of inviting people who I might want to share this file with. They will have access to it as long as I give them access to it. Now at anytime we can remove these files as well.
Just go to the ellipses to open the menu. From here, you can see all kinds of things like editing, sharing, following, and another ellipses to open a separate menu. There is a faster way though. Let's just make sure it's checked off by clicking over here in the left-hand side. Press Delete on your keyboard and you'll see a warning message that you're about to send it to the Recycle Bin. We click OK and that document is gone. That's how we create files on the fly and upload files to SkyDrive, another location that's excellent for sharing files and collaborating on files with other people, regardless of whether they are team members of your team site or not.
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