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ОглавлениеCHAPTER 4
Working with Microsoft 365 Files Online
Microsoft 365 and the Cloud
Today, people are on the go but often want to take work with them to do while sitting in the waiting room of their doctor’s office, at the airport, or in a hotel room. Using Microsoft 365, you can work from anywhere using almost any device available because, among other reasons, it works with SharePoint and OneDrive, Microsoft’s cloud space. From OneDrive, you can log in to cloud space and, using Microsoft 365 web apps — essentially, tools with which you are already familiar — get to work.
Sign In to the Cloud
Signing in to Office Online or to your Microsoft 365 subscription connects your Microsoft 365 apps to the world beyond your computer. Office Online offers free access to the online, limited-edition versions of the Microsoft 365 apps that you can use on any computer. Purchasing a Microsoft 365 subscription gives you access to full versions of the Microsoft 365 desktop programs and the online versions of the products. Signing in gives you access to online pictures and clip art stored at Office.com and enables Microsoft 365 to synchronize files between your computer, OneDrive, and SharePoint.
OneDrive and Microsoft 365
OneDrive is a cloud storage service from Microsoft that you can use with Microsoft 365; 15GB are free, and you can rent additional space. Microsoft 365 saves all documents by default to your OneDrive space so that your documents are always available to you.
Using Microsoft 365 Web Apps
You can create, open, and edit Word, Excel, OneNote, and PowerPoint documents from your OneDrive using Microsoft 365 web apps. These online apps are scaled-down editions of Microsoft 365 desktop apps that you can use to review documents and make minor changes.
Take Your Personal Settings with You Everywhere
Microsoft 365 keeps track of personal settings like your recently used files and color theme and makes them available from any computer just by signing in to Microsoft 365. Word and PowerPoint also remember the paragraph and slide you were viewing when you closed a document, and they display that location when you open the document on another machine, making it easy for you to get back to work.
Your Documents Are Always Up-to-Date
Microsoft 365 saves your documents by default in the OneDrive folder you find in File Explorer. As you work, Microsoft 365 synchronizes files with changes to your OneDrive in the background. This technology does not slow down your work environment because Microsoft 365 uploads only changes, not entire documents, saving bandwidth and battery life as you work from wireless devices.
Share Your Documents from Anywhere
You can share your documents both from within a Microsoft 365 app and from your OneDrive. From either location, you can email a document to recipients you choose, post a document to a social media site, or create a link to a document that you can provide to users so that they can view the document in a browser. You can also use Microsoft’s free online presentation service to present Word and PowerPoint documents online.
Open Documents Online or Locally
When you select a Microsoft 365 document online, OneDrive gives you the option of opening the document using either the online version of the app or the desktop version of the app.
Online Document Tools
OneDrive offers several file management tools that you can use with the documents that you store online. These tools include Download, to download a copy to your computer; Delete, to remove the document from OneDrive; Move to, to move the document to another OneDrive folder; Copy to, to copy the document to another OneDrive folder; Rename, to change the document name; and Version history, to see previous versions of the document.
Sign In to Microsoft 365
You can use Microsoft 365 Online or your Microsoft 365 subscription to work from anywhere. While signed in from any device, you can use one of the free Microsoft 365 web apps. Microsoft 365 shares some of your personal settings — such as your Recent Documents list — across devices so that you always have access to them. Desktop product users sign in using a Microsoft 365 subscription, as described in this section and, for the most part, throughout the book.
When you work offline, Microsoft 365 creates, saves, and opens your files from the local OneDrive folder. Whenever you reconnect, Microsoft 365 automatically uploads your changes to the cloud.
Sign In to Microsoft 365
Open a Microsoft 365 app.
The program’s Start screen appears.
Click Sign In.
Note: If you are viewing a document, click Sign In near the upper-right corner of the screen.
The Sign In window appears.
Type the Microsoft account email address associated with your Microsoft 365 subscription.
Click Next.
Type your password.
If you have trouble signing in, you can click this link to reset your password.
Click Sign in.
This area indicates that you have signed in to Microsoft 365.
Note: Microsoft 365 Online offers free access to the online, limited-edition versions of the Microsoft 365 programs that you can use on any computer. Microsoft 365 is a subscription you purchase to use full versions of the Microsoft 365 programs; Microsoft 365 includes both the desktop and the online versions of the products.
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How do I sign out of Microsoft 365?
Sign in to Windows using a local account and follow these steps:
Click the File tab (not shown).
Click Account.
Note: In Outlook, click Microsoft 365 Account.
Click Sign out.
The Sign out of Office dialog box appears, warning you to save any files that sync to the cloud before continuing.
Note: In most cases, it is perfectly safe to click Sign out. If you are unsure, save all open Microsoft 365 files.
Click Sign out.
Share a Document from Microsoft 365
You can easily share documents using Microsoft 365. You can share a Microsoft 365 document by posting it to a social network or blog or sending a document as an email attachment. You can also take advantage of a free online presentation service Microsoft offers and share your document by presenting it online. Or, as shown in this section, you can send a link to your OneDrive — as part of Microsoft 365, you receive free cloud space at OneDrive — where the recipient can view and even work on only the shared document. When you finish, you can stop sharing the document.
Share a Document from Microsoft 365
Note: You must be signed in to Microsoft 365, and the document you want to share must be stored in the cloud.
With the document you want to share on-screen, click Share.
The Share Link dialog box appears.
In the To box, type the email address of the person with whom you want to share.
Click the person’s name, if it appears; otherwise, press .
Repeat steps 2 and 3 as needed.
Click and specify how these people can interact with the shared document:
Can edit: Click this permission to allow the people to view and make changes to the document.
Can view: Click this permission to allow the people to view but not make changes to the document.
You can type a personal message to include with the invitation.
Click Send.
Microsoft 365 sends emails to the people you listed.
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How do I stop sharing a document?
Follow these steps:
Open the document you want to stop sharing and click the Share icon.
In the Share dialog box, click More Options ().
Click Manage access.
Click under the recipient with whom you no longer want to share.
Click Stop Sharing.
The app updates document permissions and removes the user from the sharing.
Sign In to OneDrive
You can use your OneDrive and Microsoft 365 apps to work from any location in the world on any trusted device. OneDrive offers you online storage from Microsoft. With Microsoft 365, you automatically receive a small amount of storage space for free, and you can rent additional storage space for a nominal fee.
You use a browser and a Microsoft account to sign in to OneDrive. Once you have signed in to OneDrive, you can use the Microsoft 365 web apps to open and edit documents. Microsoft 365 technology synchronizes documents stored in your OneDrive with documents stored on trusted devices.
Sign In to OneDrive
Open your browser.
In the address bar, type onedrive.com and press .
You are redirected to the OneDrive Home page.
Click Sign in.
The Sign in dialog box appears.
Type your email address.
Click Next.
OneDrive prompts you to enter your password.
Type your Microsoft account password.
Click Sign in.
Your OneDrive space appears.
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How do I sign out of OneDrive?
On the right side of the OneDrive toolbar, click your avatar (A) and then click Sign out (B). Microsoft signs you out of your OneDrive.
Using an Online App in OneDrive
From OneDrive, you can use the Microsoft 365 web apps to open documents and modify them using many of the same editing tools you use in the desktop apps.
Although the web apps do not include every desktop feature, you can use the online editing tools to perform basic functions in each app. For example, in the Word online app shown in this section, you can apply character and paragraph formatting, such as bold or italics, and you can align text. You can change margins, edit headers and footers, and insert a table or a picture from your computer.
Using an Online App in OneDrive
Open the Document
Sign in to OneDrive at https://onedrive.com.
Open the folder containing the document you want to view.
Click the document.
The document appears in the web app.
The document opens in its own browser tab.
To close the document, click the browser tab’s Close button ().
Switch Modes
Perform steps 1 to 3 in the previous subsection, “Open the Document.”
Click the Mode Menu button.
Click the mode you want to use.
Note: See the first tip in this section to learn what each mode means.
The web app switches to the new mode (Viewing mode, in this example).
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What is the difference between the three document modes?
Editing mode means you can modify the document text and formatting. Reviewing mode means you can add comments, and you can make suggested changes that will later be accepted or rejected by the document owner. Viewing mode means you can read the document, but you cannot make any changes.
How do I save my work in an online app?
The answer depends on the online app. All the web apps automatically save changes as you work. In the Word, Excel, and PowerPoint web apps, you save your work as a new document by clicking the File tab and then clicking Save as.
Open a Document in a Desktop App from OneDrive
When you are using a Microsoft 365 online app to work on a document, you can open that document in the corresponding Microsoft 365 desktop app. For example, suppose that while you are working on a document stored in your OneDrive space, you discover that you need one or more tools that are not available in the online app. If Microsoft 365 is installed on the computer you are using, you can use OneDrive to open the file in the corresponding Microsoft 365 desktop app.
Open a Document in a Desktop App from OneDrive
From an Online App
Open a document using an online app.
Note: See the previous section, “Using an Online App in OneDrive,” for details.
Note: This section uses an Excel workbook as an example.
Click the Mode Menu button.
Click Open in Desktop App.
A security dialog box appears to warn you that the web page is trying to run an app on your computer (Excel, in this example).
If you want to skip this warning in the future, click the Always allow check box ( changes to ).
Click Open.
The document opens in the appropriate Microsoft 365 app.
From a OneDrive Folder
Open the OneDrive folder that contains the document you want to open.
Right-click the document.
Click Open in App, where App is the desktop app associated with the document type (such as Excel, as shown here).
The file opens in the appropriate Microsoft 365 app.
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How can I tell that changes I have made are saved to my OneDrive space?
When you save your document in the Microsoft 365 program, watch the title bar in the app (A). When you see the message “Saving,” it means that the app is uploading your changes to your OneDrive space. You see “Saved” when the upload is complete.
Upload a Document to OneDrive
You can upload any document from your computer to your OneDrive at any time. By default, Microsoft 365 saves all documents to the OneDrive folder on your computer and then, in the background, synchronizes the contents of the OneDrive folder with your online OneDrive space.
But suppose that you sign out of Microsoft 365 and choose to save documents locally on your computer. If you then find that you need a document in your OneDrive space to edit while you travel, you can place a document into your OneDrive folder on your computer and then upload it from your OneDrive space.
Upload a Document to OneDrive
Sign in to OneDrive using your browser.
Note: See the section “Sign In to OneDrive,” earlier in this chapter, for details.
Click to display the folder where you want to place the document.
Click Upload.
Click Files.
The Open dialog box appears.
Navigate to the folder containing the file you want to upload.
Click the file.
Click Open.
The file appears in your OneDrive space.
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How do I create a folder in my OneDrive space so that I can organize my documents by type?
Navigate to the OneDrive folder where you want to place the new folder. Then, click New (A) and, from the menu that appears, click Folder (B). Enter a name for the folder and click Create.
Share a Document Using OneDrive
You can use a Microsoft 365 online app to share a document stored on your OneDrive. Suppose that you finish the work on a document from your OneDrive space and you are ready for others to review it. You do not need to use the Microsoft 365 app installed on your computer to invite others to review the document; you can use commands available in OneDrive.
OneDrive offers three ways to share a document: You can send the document by email, share it using a social media service of your choice, or send a link to the document on your OneDrive.
Share a Document Using OneDrive
Open a Document to Share
In OneDrive, open the document you want to share.
Click Share.
The Send Link dialog box appears.
Note: Follow the steps in one of the following subsections to share the document.
Share via Email
For each person with whom you want to share the document, start typing the name or email address and then click the name when it appears.
You can include a personal message here.
You can click this to control how recipients can edit.
Click Send.
Email messages are sent to the recipients you supplied, providing a link to the document.
Share via a Link
Click Copy link.
OneDrive generates a link and copies the link address to your computer’s Clipboard; provide this link to anyone with whom you want to share the document.
You can click here to customize how people who receive the link can work with the document.
If you make changes to how link recipients can work with the document, the link address changes, so click Copy to copy the new address to the Clipboard.
Click Close ().
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Can I protect a shared document with a password?
Yes. Open the document and click Share to open the Send Link dialog box. Click Anyone with the link can edit to open the Link Settings dialog box. Enter the password in the Set Password text box (A), and then click Apply (B).
