Create, Save and Share Files in OneDrive

Quick reference

• 00:03 In the previous lesson, we opened up OneDrive online and
• 00:07 we took a quick look around the interface.
• 00:10 So hopefully by this stage, you've got a bit more of an idea as to how things work
• 00:14 when you're working with OneDrive.
• 00:17 Now in this lesson I want to focus on sharing files from OneDrive.
• 00:21 Because that is really one of the fundamental advantages of saving your
• 00:26 files to the cloud, it makes it so much easier for us to share and
• 00:30 collaborate on files and documents with our colleagues.
• 00:33 So I'm currently clicked on my files,
• 00:36 you can see here I've got a mixture of folders and files in here.
• 00:40 Now if you want to work with a specific file or folder,
• 00:43 you need to select it first.
• 00:44 And we simply do that by hovering our mouse over the file and
• 00:48 clicking on the circle to the left, that's going to select the file.
• 00:53 As soon as we have a file selected, notice that we have a horizontal menu bar running
• 00:57 across the top with various different actions that we can take on this file.
• 01:01 For example, I can open this file in the browser, or
• 01:05 in Excel the desktop application.
• 01:08 I can share it, which we're going to do in a moment.
• 01:11 I could copy the link and share that with others as well.
• 01:14 And I'll explain a bit more about the difference between these two in a moment.
• 01:19 If I want to download this file, so maybe I want to have a copy of this on my PC,
• 01:23 I can do that from this button.
• 01:25 I can favorite the file, and we've seen how to do that previously.
• 01:29 And then if I click the three dots, it gives me a few more options.
• 01:33 I can delete, I can rename the file, and I can also do things like move the file,
• 01:37 copy the file, and take a look at the version history.
• 01:40 Now notice here with this product list, I've actually already shared this file.
• 01:45 If you take a look in the activity column, you can see that it says you shared with
• 01:49 the Adele Vance, and I've also shared with one other person.
• 01:53 Now maybe I want to share this file with a few other colleagues,
• 01:56 there are a few different ways that we can approach this.
• 01:58 Notice that next to the file name we have the option to share just here.
• 02:02 And we also have this same option in the horizontal menu that runs across the top.
• 02:07 Either of these are going to take you to exactly the same window.
• 02:10 Now it's important to note here that when we're sharing we're sending a link to this
• 02:15 file, so any changes that person makes are going to be changed on the original file.
• 02:19 Now notice here we have anyone with the link can edit,
• 02:23 so whoever I send this file to they can edit the document.
• 02:27 Now I can change their level of access, again I will show you that in a moment.
• 02:31 But if we click to the side here, you can see that we have some other options.
• 02:35 So the first one is anyone, that's what we've got selected by default.
• 02:39 I can share to people within specific groups, for example the MSFT group.
• 02:44 It's showing me people with existing access to this file, or
• 02:47 I could choose specific people to share this file with.
• 02:51 And then underneath more settings, this is where I can define the level of access.
• 02:56 So I can send a link that allows people to edit the file.
• 03:00 Or I can send a link that only allows people to view the file.
• 03:03 So which one you choose is entirely up to you.
• 03:06 Now I'm going to choose to share this file with specific people.
• 03:09 So we're going to select people you choose,
• 03:11 I'm going to say that these people can edit the file.
• 03:14 Let's click on Apply, and now I can type in who I want to share this file with.
• 03:19 So let's share with Megan,
• 03:23 Henrietta, And Miriam.
• 03:28 Once again I get another opportunity here to modify the access level,
• 03:32 I'm happy with them editing this file.
• 03:34 I could add a message, I'm not going to to save a little bit of time.
• 03:38 And then I can click Send.
• 03:39 Now when I click Send, what happens here is that those people will receive
• 03:44 an email into Outlook and it will link them back to the file that I've shared.
• 03:48 So they can then jump into the file and make their modifications.
• 03:52 An alternate way of doing this is to copy the link instead.
• 03:55 So you can see underneath we have Copy link.
• 03:58 If I choose copy, it's going to take a copy of the link to this file and
• 04:02 I can then go and post that wherever I like.
• 04:05 So maybe I want to add the link to an Outlook email and
• 04:08 send it to a distribution list.
• 04:10 Maybe I want to pop the link into a Teams channel.
• 04:14 So how you want to go about this is entirely up to you.
• 04:17 I'm simply going to click on Send.
• 04:19 And what you'll see is that now if we take a look at the activity column for
• 04:23 this particular file,
• 04:24 you can see it's added those people that I've shared this link with.
• 04:28 So if I now open up Product_List, and I'm just going to open this in Excel online,
• 04:33 I can make any edits that I need to make.
• 04:36 But at the same time, if for example Megan, who is one of the people that I've
• 04:41 shared this file with, if she opens the file now as well,
• 04:44 we can both work in this document and co-author it.
• 04:47 And that is the terminology that we use, co-authoring.
• 04:51 Now let's take a look at this from a slightly different angle.
• 04:54 A lot of people, myself included, prefer working with my files in the desktop
• 04:59 versions of the applications as opposed to online.
• 05:02 I tend to keep working online for when I'm on the go,
• 05:05 when I'm at my desk I like to use the desktop version.
• 05:08 So I've quickly created this sample document in the desktop version of Word,
• 05:13 so how do I get that into the cloud?
• 05:16 Well it's a simple case of going to File > Save As, and
• 05:20 notice here I have access to my OneDrive.
• 05:23 And again, you're going to see this once you've set up OneDrive.
• 05:26 So I can select OneDrive, I'm going to see my folder structure just here.
• 05:29 I could even create a brand new folder, so let's do that, let's say New Folder.
• 05:34 I'm going to call this Training Files.
• 05:39 Let's click on OK, double-click, and then I can save into here.
• 05:43 So we'll call this Training Document and click on Save.
• 05:49 So if we now go back to Onedrive online, notice what's happened here.
• 05:52 I now have a new folder called Training Files.
• 05:55 If I click on it there is the document I've just created,
• 05:58 and I can open it in the online version.
• 06:01 I'm going to see all of that information and I can work on it simply using my web
• 06:05 browser, so everything feeds through really nicely.
• 06:08 The final thing to mention here is that if I wanted to create additional documents
• 06:13 on the go, I can create Word, Excel, PowerPoint, OneNote, Notebooks,
• 06:18 Forms, and Visio diagrams from directly within OneDrive online.
• 06:23 So let's say I wanted to create an Excel workbook, let's click on this.
• 06:26 It's going to open up a brand new book, I can add my information.
• 06:30 And I can either go to File > Save As to save that into the folder.
• 06:34 Alternatively, where it says Book I can simply click up here.
• 06:38 And I'm going to say Training Spreadsheet,
• 06:42 hit Enter, and it's going to save that to the cloud.
• 06:46 If we close this down, there it is just there.
• 06:49 And sometimes it does take a couple of seconds to refresh.
• 06:52 Alternatively, you can simply refresh your browser to get that new name to
• 06:57 pull through.

Lesson notes are only available for subscribers.