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Uploading files to the cloud with SkyDrive

From: Up and Running with Office 365

Video: Uploading files to the cloud with SkyDrive

If there are certain files you need to have access to from anywhere at anytime, such as another computer or your mobile device, or if there are files you want to share with people without giving them full team site access, you can use cloud storage built into most Office 365 plans. It's known as SkyDrive. That's what we're going to take a look at right now. Starting with an invitation to a shared file, when you share files, email invitations go out to the people you're sharing with. It looks something like this. In this case, check out what David Rivers has shared with you, Open, and there is the file, NoObstaclesBio.

Uploading files to the cloud with SkyDrive

If there are certain files you need to have access to from anywhere at anytime, such as another computer or your mobile device, or if there are files you want to share with people without giving them full team site access, you can use cloud storage built into most Office 365 plans. It's known as SkyDrive. That's what we're going to take a look at right now. Starting with an invitation to a shared file, when you share files, email invitations go out to the people you're sharing with. It looks something like this. In this case, check out what David Rivers has shared with you, Open, and there is the file, NoObstaclesBio.

It's a link, and I can click this to go right to it in my web browser. Notice there also a Sign in link here for the best editing experience. It will give me access to the Word web app or whatever document type this is. I'll get the web app instantaneously. But we don't have to have people signing in to access the files we share. You can just click the link. It's going to take us to a viewer that allows us to look at the document. And if we want to edit this, we go to Edit In Browser, which launches the full word web app and gives us access to editing.

For example, I might want to change this title to match the rest. I'll change it to black. I'll save my changes, and when I'm done working with the file, you can just simply go up here and close the window. So, how does this work on the 365 end, as an administrator? Well, you'll notice at the top a SkyDrive link. We can click there first, and right away you're going to notice a default folder that everyone gets and it's labeled Shared with Everyone. Think of it as a public folder. Anything you put in there you'll want to share with everyone on the team and anyone else you choose to invite.

You'll notice a sharing icon here, representing that it's shared with some people, and you can click that to see who, and in this case David Rivers and everyone except external users can view it. I am going to close this, and now let's say I have a bunch of files I want to share with people that are related to a certain topic, like the No Obstacles company. Well, I can start uploading files. I can create new documents, drag files here, or if I want to stay organized, I might consider creating separate folders to keep them all separate from one another.

And it will help me when I get to choose who I'm sharing with as well. So, let's go to new document, where we also find New folder. Click New folder to create a new folder called No Obstacles. When we click Save, the new folder appears. It appears with, under the sharing column, a little padlock icon, indicating it's not really shared with anyone but myself. And if I click that, I can start inviting people to the folder itself. If I would rather give them access to individual files, I'll click Close, and go into the folder by clicking the link No Obstacles.

Now from here, I can start creating new documents, drag files in here, or click the new document link to upload existing files from here as well. Notice with this particular plan I can create Word, Excel, PowerPoint, and OneNote documents, even an Excel survey. I am going to upload existing file. If you have the exercise files you can browse there and find NoObstaclesBio. There it is. Click Open and notice that we also have a checkbox for overwriting existing files.

So, if you already had a version of this, it would be overwritten, unless you deselect that checkbox. We don't so we can click OK. And in an instant a file appears in our folder. Now at anytime we can go back to the root by clicking My Documents. So there we have our No Obstacles in our Shared folder. Let's go back into No Obstacles here for a second, and notice the padlock icon in the Sharing column next to our file. Here is where we can go to just the sharing for this particular file only.

And again, we can invite people. All we need is to enter names or email addresses, or we could type Everyone if we wanted everyone in our organization have access to it. I'm going to type in an email address here. And over here I can choose whether they can view only or edit the document. And there's the Require sign in checkbox down below. They don't need to be signed in to access. It we'll open up in the web browser just like we did a moment ago. I can also include a personal message.

When I click Share, the email goes out, and that document is now shared with one other person. Now, I won't see the name of that person showing up on my sharing list until they actually go in and access it. So, I am seeing myself at this point, but I can also open it to anyone with a guest link here as well. Clicking Guest link creates a link that I can send off to people. So, I can copy this and send it off to as many people as I like, and anyone who has this link will be able to access the file as well. I am going to close that up.

Now, eventually, you might have files that you no longer need. When it's time to delete them, just go over to the left corner here and click, so you're checking it off so to speak. And the easiest way to delete a file is to hit the Delete key on your keyboard. You'll see warning message and prompting you to click OK if you are sure you want to send it to the site recycle bin. I am going to click Cancel because I've just shared this with someone. The same thing goes for folders. If we go back to My Documents and click next to No Obstacles, I can hit Delete on my keyboard and see the same message.

Here's how we delete an entire folder and its contents. Again, I'll click Cancel and I'll keep that. So, that's all there is to using SkyDrive. It's a great place to store files that you want to able to access from any other computer or mobile device. It's also a great way to store files that you want to share with other people, whether you want them to simply view the documents or even have access to edit those documents.

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Up and Running with Office 365

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