Office 365 – A&K Training Manual

Contents
Getting started with Office 365................................................................................................................................2
What is different about Office 365?....................................................................................................................2
Signing in..............................................................................................................................................................3
Office 365 Home Page.........................................................................................................................................4
Account Profile.....................................................................................................................................................5
Menu Bar.............................................................................................................................................................8
Mail...........................................................................................................................................................................9
Writing and sending an email with an attachment...........................................................................................11
Email Training Videos.........................................................................................................................................16
Skype for Business..................................................................................................................................................17
Starting an Instant Message conversation........................................................................................................25
Creating Groups on Skype for Business.............................................................................................................31
Making a Skype for Business Call.......................................................................................................................37
Making a Video Call...........................................................................................................................................41
Presenting your desktop....................................................................................................................................43
Skype for Business and Outlook........................................................................................................................48
Setting up meeting from an Email.....................................................................................................................50
Skype for Business Training Videos...................................................................................................................54
OneDrive................................................................................................................................................................56
Creating a new folder on the OneDrive.............................................................................................................58
Creating a new document on the OneDrive within a folder.............................................................................60
Uploading a document on the OneDrive...........................................................................................................63
Sharing a documents and files on the OneDrive...............................................................................................66
Version control on OneDrive files......................................................................................................................74
Creating and syncing folder libraries on your PC / Laptops..............................................................................77
One Drive Training Videos.................................................................................................................................79
SharePoint..............................................................................................................................................................81
SharePoint Training Videos................................................................................................................................86

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Office 365 – A&K Training Manual
1) Getting started with Office 365
2) Personalising your profile, uploading your picture. What is appropriate?
3) Outlook OWA – accessing this through portal.office.com
4) Skype for Business
5) One Drive
a. Creating, storing and sharing documents on the One Drive
6) SharePoint
a. Creating and sharing documents in a Library

Getting started with Office 365

This programme has four main functions “Este programa tiene 4 funciones principales”

 Create and share documents

 Share email
 Have online meetings
 Work from any device (PC / Laptop / Phone / Tablet)

What is different about Office 365?

The concept is that everything is far more accessible being a cloud based system. Storing files and documents
in the cloud through OneDrive or SharePoint libraries means that we don’t have to rely on the connection to a
local server, we bypass this directly by linking to the cloud.

Another aspect is that you can work from pretty much any device, PC, laptop, tablet and mobile device –
anything that allows you to have access to the internet and being able to sync everything back to the cloud.

By having access to the cloud using OneDrive and SharePoint libraries, it means that email communications
should be limited.

Gone are the days when you would have to email yourself a number of documents to work on and then save a
new version. By using the OneDrive and saving your documents there, you will be able to access your files from
pretty much anywhere and use that master document to make your updates and changes.

Microsoft has a great online video which re-caps everything very well. If you would like view it click here.

Signing in
Signing in, using your A&K/Sanctuary email address and password go to:

portal.office.com

Ideally it is best if you use Internet Explorer as your browser as this has the best functionality.

 The site may recognise your email address, if not please make sure you add this in now.

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  Click on your username.

You will then be transported to the A&K portal.

 Please add your password – this will be your usual Windows password.
 Click on Sign in.

N.B. Your username and password are the same as your Window’s log in details, when you have to update your
password on Windows, you will also have to update your password on the portal as well.

Office 365 Home Page

At this point, you should land on the Office 365 home page where you have your greeting.

There are of functions available to you:

 Menu Bar
 Office 365 Home icon
 Notifications
 Settings
 Help
 Account Profile

We will look at these one by one.

Account Profile

Before we get started, you need to ensure that all your Account Profile information is up to date.

You need to make sure you add a photo of yourself in the Account Profile.

 Click on the place holder picture - a pop up box should appear with you name, email address and a
further place holder picture.
 Click on Change

The following pop up, should then appear:

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  Click on the Browse button and retrieve the photo you would like to use.

In this case, the picture I would like to use is in the OneDrive.

 Select the photo required.

 Click Open.

The photo will then populate the box

 Click on Save.

If you go back into the Home page, you will see that your profile pic has been updated.

Things to bear in mind for your profile picture

 Picture of you only (no group shots)

 Focused on your face (so your colleagues can put a face to a name)
 Colour photo is preferred

Menu Bar
By clicking on the menu bar, a box on the left hand side of your screen should pop up so that you are able to
see all of the different Apps that you have available to use.

Realistically, you may not need to use all of them, but there are a few key ones which you will be using on a
day to day basis such as:

 Mail
 Calendar
 People
 OneDrive
 Word
 Excel
 PowerPoint

You may wish to use the others available to you, but we will be focusing on the ones cited for the time being.

Mail
By clicking on the Mail icon, this will take you to your inbox using the web app

It has pretty much the same features as you would expect to see if your Outlook application, but this focusing
on your mailbox only.

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The Calendar / People are dealt with in separate Apps.

The menu controls are also far more limited than what you would have in your normal desktop Outlook but
the key essential features are there.

When you have an email selected, it will display the content of it and anything underneath that thread on
either the right hand side pane (this is how I have mine set out) or it could be listed underneath. There is no
standard way of this, simply whatever works best for you.

If you need to update the Display settings the follow these steps:

 Click on the Settings icon.

 Click on Display settings.

You can then customise your reading Pane Options as per the example below and click OK once you are done .

Within the Display settings, you can also review how the Message list and Conversations are presented.

If you wanted to action the email, click on the drop down next to the Reply all button.

This then gives you a more extensive list of options on how to action your email.

Writing and sending an email with an attachment

By using the Web Outlook email function, you are able to send your colleagues emails with attachments that
they can view and edit at the source rather than saving a copy of it on their local drives with their updates.

This means that the document can be worked on in real time.

 Click New

This automatically generates a new email message which will appear on the right hand panel of the screen.

 Start typing the name of the recipient - you will get a list of recommended suggestions for you to
choose from.

This looks at both the first name and last name to give you a list of possible options.

In this case, I am sending an email to Harriet, so I will click on her name.

 Click on recipient name

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The name will appear in the ‘To’ bar, you can then proceed with composing your email.

 Click on the Attach icon.

This will then take you to your options where you can choose where the document is stored.

Historically, this is when you would grab a file from your desktop, local drive (p drive) or company drive (i
drive). Now, this defaults on to your OneDrive (your personal drive in the cloud).

There are still other options that you can choose from to add an item such as your Computer (where you can
then search for these drives) but in this case we specifically want to select the item from the OneDrive.

Choose the document that needs to be sent – in this case it is “QA DMC Meals Focus Group”

 Select the document.

 Click Next.

You are then provided with two options as to what type of file you want to send it as.

 Click Attach as a OneDrive file.

You will then be able to see that the document has been attached to the email and it states that ‘Recipients
can edit’. This will allow the recipient to make any changes required. Alternatively, if you wanted to view only,
this can be changed in the drop down located on the bottom right hand corner of the icon.

 Click Send

The recipient will receive the email, with the attachment and be invited to go in and edit the document in Excel
Online

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Upon clicking on the link, it will take you to the Excel Online version

The recipient then needs to do the following:

 Click Edit Workbook.

 Select Edit in Excel Online.

This will mean that all the changes that recipient now makes to the document are done in real time.

Once the changes have been made, the recipient has to simply close the tab and then they are done!

There is no save required as this is all online and updated directly to the site.

Email Training Videos

Within the Email functionality there are a number of commands which we have discussed here.

Microsoft have created a number of online videos which summarise this as well as some other functions that
you may deem handy.

You can access them by clicking on the following links:

Tame your email and calendar

Manage your Inbox

Choose how to reply

Smarter attachments

Command your calendar

Find out who's available

Unite your team with Groups in Outlook

Get caught up with your team

Communicate with your team

Collaborate with your team

Schedule with your team

Organize your team's tasks

Get a new team member up to speed

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Skype for Business

This is our online Instant messenger service which allows you to contact your colleagues and converse with
them through the following methods:

 Instant Messaging (IM)

 Phone call
 Video call
 Online meetings via video/call

There should be an icon at the bottom of your screen which looks like this:

Currently, the Skype icon is not signed in.

In order to sign, you need to do the following:

 Add your email address into the Sign-in address.

 Click on Sign in.

We have heard that some people have experienced issues when logging into this section.

If it appears as ****@akcentral.com this will not work and you need to revert to one of the A&K email
addresses as listed below in order to sign in.

Please ensure that your Abercrombie & Kent email address is used: i.e. ****@abercrombiekent.com;
***@abercrombiekent.co.uk; ****@abercrobiekent.com.tz; ****akdmc.com; etc.

Please note that you can have Skype for Business log in automatically on your machine by following these
steps:

 Click ok the cog icon drop down

 Click on Tools
 Click on Options

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The Option pop up will then appear and it defaults to ‘General’

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  Click on Personal

This will then generate the Personal tab.

In it you will be able to see a number of option preferences which all need to be ticked.

I would recommend that you use these same settings to guarantee that Skype starts up when you log in, that it
looks at your Microsoft Outlooks for your calendar and all the other preferences.

When they are all ticked, click OK.

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This will ensure that you will be automatically logged in for Skype for Business on your machine going forward.

Once you are signed in you will be able to see Skype for Business menu listing your availability and contacts.

The menu has the following features:

1) What’s happening today?

This allows you to let your colleagues know what you are working on by giving them a mini status
update, for example “Working on Office 365 training”, etc.

2) Available drop down menu

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 There are a number of availability options to let your colleagues know when you are reachable or not
such as: Available, Busy, Do not disturb, etc. Your availability is also synched to your calendar, so if
you are in a meeting, it will mark you as ‘Busy’ automatically and when the time has finished it will
automatically revert back to ‘Available’.

3) Set your Location

You can write your location so that your colleagues physically know where you are. This could be
especially handy if you are working from another office, you are at a conference offsite, etc.

4) People Tab
This houses all of your contacts which you frequently talk to and other contacts which you have been
in touch in the past with.
The People tab also house points 8, 9, 10, 11 and categorise your contacts by these groups

5) Recent Messages Tab

This keeps all your most recent messages conservations stored and you have the further option of
sorting by All conversations, Missed conversations and Calls.

6) Calendar Tab
You can view all the appointments you have scheduled for today by flicking on to this tab.

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 7) Search Bar
You can search for colleagues and contacts by name using the search bar, simply type in their name
and Skype for Business will bring up the relevant matches. Once you have found your contact, you can
double click on their name to start an Instant Message conversation.

8 – 11) See point 4

12) Add Contact

This icon allows you to add new contacts and create groups of contacts.

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Starting an Instant Message conversation
You need to find your contact, they may be from your cited list or you can look them up using the search bar.

 Type the name of the person you need to message

Once you have found them, you will be able to see what their availability status is as whether they are
contactable.

In this case, Lazo is available.

You now have two options, you can:

1) Double click on the name - this will start an IM conversation

2) Right click on the name - this will give you a selection of options as to how you wish to communicate
with the person in question

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In this case, I am going to send him an IM.

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 Compose the message in the message box
 Click the Send button or just press Enter

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The message has been sent and Lazo has immediately seen it.

You can already see that he is drafting his response whilst I am writing my next message.

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You may have seen at the bottom of the IM screen that there are some icons, these are different function keys
that allows us to work in different methods.

Here is what they all mean:

1) IM icon
This shows that it is currently the IM session taking place at present.

2) Video call
By clicking this icon, you can do a video call via Skype for Business using your internet connection. You
just need to make sure that your recipient(s) also have video function on their machines.

3) Skype for Business call

This allows you to do a voice call using your internet connection. Your just need to make sure that
your recipient(s) have the right microphone and speaker functions on their machines.

4) Present
If you are having a conversation with someone, you may wish to Present your desktop so you can
physically demonstrate what you need to show them. By clicking Present you are then given a set of
options as to what screen you wish to present, if you want to hand over controls etc.

5) Settings menu
This gives you the opportunity to (Manage Recording, IM Text display, Font sizes and Help.

6) Attachments
If you need to send a file to a colleague via this chat, you can do so by clicking on the attachment icon.

7) Importance
This escalation icon allows you to mark your message with high importance so that your colleagues
understand that there is a sense of urgency here.

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8) Emoticons
There are a number of Emoticon and smileys which can be used within your IM to help you add
emphasis to your message or make it a bit light hearted 

9) Send
This sends the message you have typed in your message box – but remember you can always just
press Enter if that is easier for you.

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Creating Groups on Skype for Business
You can create groups in order to have teams of people that you can contact in one go rather than writing to
them individually or adding them to the conversation one by one.

 Click on the ‘Add Contacts, Create Groups’ icon

 Click on Create a New Group

This will create the New Group for you. We now want to re-name the group.

 Right click on New Group.

 Click Rename Group.
 Rename the group to whatever the correct name should be.
 Click Enter.

The group has been renamed and you can now add the relevant members of the group by the drag and drop
feature.

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If the contact is not in your recent items, you can look for them and then add them

 Look contact up using the search bar

 Once found, right click on their contact card
 Go down and select the Option, Add to Contacts List
 Chose the group you would like them to be added to – in this case DMC Support

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Once done, you can see that all the recipients are part of the group.

In order to send a group message to everyone at once you need to do the following:

 Right click on the Group Name.

 Click on Send an IM.

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When the IM conversation window opens, you will see that it has 4 participants meaning that it will go to
everyone cited in that group.

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Upon writing and sending my message, it goes to all the participants that are signed in.

Because one of the participants is not, I can see a message stating that this message will not be received by
them because they are not online.

Similarly with sending an IM, you can do a Video call, a Skype call or present your desktop via the same
method and all the Group Participants will receive it at the same time.

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Making a Skype for Business Call
You can use Skype for Business to make voice calls over the internet, you just need to ensure that you and
your caller have a good internet connection to support it as well as the relevant microphone and speaker
features on your PC/laptop/mobile device.

There are a number of ways you can do this either by looking up the person and then selecting on Skype for
Business call.

Or you can start an IM by double clicking on the person’s name and from there clicking on the Skype for
Business Call icon. I am going to demonstrate the first method;

 Choose the name of the person you are trying to reach.

 Right click on the name.
 Select call.
 Select Skype for Business call.

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It will then launch the call box and you will see that in this case it is currently trying to reach the recipient, in
this case it’s Harriet.

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I am now having my Skype for Business call with Harriet and the call window looks like this:

In order to finish the call, click the icon.

There are certain functions within the call box and they are as follows:

1) IM icon
This allows you to launch IM in case you need to send something written over like a web link etc.

2) Video Call
This can allow you to turn this into a video call, please note that you need to ensure that you both
have video camera facilities.

3) Microphone
This controls your microphone and whether it needs to be muted or not.

4) Present
This features means that you can share your desktop and have an open webinar.

5) Hang up
This is what you use in order to finish and end the call.

6) Call controls
This feature allows you to have more extensive call controls such as a dialling key pad, put your caller
on hold as well as control the volume function, etc.

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 7) Settings menu
As before, this allows you to start and manage recordings, change the text display and font.
This is a good feature if you need to record you Skype for Business call.

8) Internet connectivity
This icon shows the internet connectivity. This is important that the better your connectivity is, the
clearer your call will be.

9) Elapsed call time

This shows you how long you have been on your Skype for business call.

10) Add a participant

This allows you to add more participants on to this call, simply click on this icon, search for the
additional participant(s) and it will add them to the already existing call.

Making a Video Call

Skype for business has the ability to do video conferencing so that you can converse with your colleagues and
be able to see them as well.
Please be mindful that some of your colleagues may be a little bit camera shy and a Skype for Business call in
some cases may be more appropriate than a Video call.

As always, please ensure that both you and the person you need to reach using the Video call have the correct
features on their machine in order to be able to do the call.

 Look up contact who you wish to call

 Right click on their name
 Click on Start at Video call

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When your caller accepts, you should be able to see them on your screen and can start conversing normally.

As before with the IM and Skype for Business call, you have the same menu options as before.

In this case, the icon means that you can stop your video camera and revert to just a Skype for
Business call.

Once you have finished with your video call, click on the icon.

Remember, you can also generate a Video call from an IM chat by simply click on the icon from
there.

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Presenting your desktop
One of the great features about Skype for Business is allowing you to Present your desktop, this means that
you can share your desktop during your IM, Skype for Business or Video call conversation.

It creates a webinar where you can all view everything on the same page.

You can be in any aspect of the IM/Skype for Business call or Video call and all you need to do is click on the

icon to start presenting your screen.

Let’s look at the example of presenting using the IM feature.

 Start an IM conversation.
 Click the Present icon.

 Click on Present Desktop.

 Click on which ever monitor(s) you want to display. In this instance I want to present my desktop.

 Select Present.

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You will receive the following warning message.

 Click OK in order to proceed.

At the very top of the screen you will see a banner stating ‘Currently presenting’ this means that the person
you conversing with can see exactly what is on your screen.

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If you needed to Give control to the other person:

 Click on the ‘Give Control’ button.

This then hands over the controls, you can also take them back.

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Once you have finished demonstrating what needs to be shown:

 Click Stop Presenting

Remember, you can also be having a Skype for Business call or Video call and do the exact same thing.

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Skype for Business and Outlook
Your Desktop Outlook and your Skype for Business are interlinked.

You can be in your outlook working on an email when you realise you need to access a colleague by Skype for
Business – this can be done through your outlook directly rather than going into the App.

 Select the email in question

In the reading pane, you will see the sender highlighted – in this case I can see Harriet is Available.

 Hover over the user picture or user name

This will then generate the various Skype for Business options. By clicking on the required icon it will
immediately start either an IM, a Skype for Business Call, Video Call or an Email.

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1) IM

2) Skype for Business Call

3) Video Call

4) Email

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Setting up meeting from an Email
You can set up a meeting directly from your inbox.

 Select the email you wish to have a meeting about.

 Click on Meeting icon.

This then creates a meeting invite to the person who sent you the email. If there were other recipients that
received the email, they will also be included in the meeting invite too – their names will appear in the ‘To’
field.

If any more people need to be added, you can add their names manually using the ‘To’ field.

I have decided that I need to have a Skype meeting with Harriet in order to share our screens, this being the
case, I need specify how we are meeting.

 Click on Skype Meeting.

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In the body of the Meeting invite you will see a ‘Join Skype Meeting’ link, this takes all the invitees to the
shared Skype for Business Space.

If you need to change the meeting times, it is best to do this now

 Update the start/end times of the meeting.

 Click send.

The meeting invite will then be sent to the recipient and it will also appear in your Outlook calendar.

Once it is time for the meeting, you need to join the meeting.

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 Open the meeting invite
 Click on Join Skype Meeting.

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 A pop up will then appear as to how you wish to communicate.

Option 1: You can use Skype for Business (Call or Video)

Option 2: Call me at – this should have your personal direct line stored which you can then select
Option 3: Don’t join audio – this will take you directly to the IM message box

For this example, we are going to be using Skype for Business

 Choose Use Skype for Business (full audio and video experience)
 Click OK

This will then take you to the Skype for Business call where you can converse online with your participant
regarding the subject matter in hand.

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In order to end the call and stop the meeting you can click on the Hang Up icon.

However, if you have multiple people on this call and you need to leave, you need to click on the X icon located
on the top right hand corner of the screen.

Skype for Business Training Videos

Skype for Business can be accessed and used in a number of ways.

Microsoft have created a number of online videos which summarise this as well as some other functions that
you may deem handy.

You can access them by clicking on the following links:

Communicate your way

Find a contact from Outlook

IM a contact

Add people and video to a conversation

Desktop sharing

Schedule a follow-up Skype for Business meeting

Complete meeting solution

Join a meeting

Start taking notes in OneNote

Record your Skype for Business meeting

Communicate with voice and video

Invite more people

Use desktop and app sharing

Present and annotate a PowerPoint deck that you are sharing

Meeting follow up

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OneDrive

The OneDrive allows you to store a number of documents in the cloud and it means that they are accessible
from pretty much any location where you have access to the internet.

The main way you can use the OneDrive is by going online, using the portal.office.com this will take you
through the log in stages (see page 3) and get you to the main Office 365 home page.

 Click on the App menu launcher

 Click OneDrive

For ease of access, we would recommend that you all bookmark this page or have it as a favourite so that you
can access it quickly.

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 1) Search Bar
This allows you to search for a document by a key word or phrase that could be found in that
document.

2) New
This gives you the option to create a new Folder, Word Document, Excel workbook, PowerPoint
presentation, OneNote notebook, Excel survey within the OneDrive.

3) Upload
You can upload a file from another location directly on to the OneDrive from here.

4) Sync
You can sync all your files and folders that you may have in other libraries.

5) Sort
You can your files and folders by: Name, Modified, Modified By, File Size, Ascending/Descending.

6) Items displayed options

You can change how you have your items displayed from a list view to a large icon view. The example
show is in List view.

7) Recent Activity
This demonstrate all of the recent actions you have done on files and folders such as an activity log.

8) Files
This tab shows all your files (in the example this is the view we are currently on now)

9) Recent
This tab shows every file you’ve recently been working on.

10) Shared with me

This tab shows all the files that your colleagues have shared with you.

11) Recycle bin

This is where your deleted items go
12) Groups

Creating a new folder on the OneDrive

In order to start using the OneDrive, we are going to look at creating files to then add documents into the.

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  Click on New
 Click on Folder

A pop will appear:

 Type your folder name in the box

 Click Create

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The folder has been created within your OneDrive.

If you drill into the folder name, it will take you inside the folder.

You can see that the folder is currently empty. If you look at the function bar which is highlighted, you will see
that you have the previous commands to add New folders, documents etc as well as do the Upload and Sync.

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Creating a new document on the OneDrive within a folder
Seeing as we are in a folder, we are going to create a document with it.

 Click on New
 Click on Word Document (or whatever type of file you need)

The document Opens up in World Online meaning that it can be worked on straight away and be automatically
saved to the OneDrive.

Remember, Word Online and all the other ‘Online’ Office applications will not have the full Office Desktop
functionality. The main essential aspects will be there but other more elaborate functions will not be available.

I have written some content already and you will see that the document is already Saving onto the OneDrive.

But we have yet to give the document a proper file name.

 Click on File.

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 Click on Save As

 Click on Rename

 Enter the name of your document

 Click on OK

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The document has been renamed and you can see that it has also been saved.

By going back into the OneDrive and looking at your Training Document folder, your will be able to see that the
document is there.

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Uploading a document on the OneDrive
With OneDrive you have the ability to access all the documents you currently have housed there from any
location on pretty much any device.

If you had a file which you have saved elsewhere or that a colleague has sent to you, you can use the Upload
feature to store it safely in your OneDrive ready for you to be able to access it.

As before, we want to ensure that we are in the correct folder that the document is going into.

In this case, it is the ‘Training Documents’ folder.

 Click on Upload

You will then get your usual Windows pop up box where you need to retrieve the file you wish to add to the
OneDrive.

In my case, my document is on my Desktop.

 Click on the File.

 Click Open.

The file has been successfully uploaded to the OneDrive.

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Page 49
Sharing a documents and files on the OneDrive
Another great feature of the OneDrive is having the ability to share and give people access to view your
documents online. This means that you can all work on the document in real time and it is stored in one place.

Let’s say I had to share my word document Office 365 Training Outline with one of my team mates.

Within the OneDrive folder the document is stored in:

 Click on the icon

 Click on Share

(You will also see that a menu pops up the top with the same actions as the drop down it is up to you whether
you Share from there or the drop down – they both have the same function).

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You will then get your pop up with the sharing criteria. You will need to select the recipient and advise what
level they can access the document to, include a covering note message if applicable.

Here is what all the sections mean:

1) Recipient name field

You can share this document with someone in your organisation by looking up their name (usually can
be found by searching the last name first). If you are sending to an external party then you can type in
their email address ensuring that it is separated by semi colons.

2) Can Edit/View drop down

This drop down allows you to control the level of visibility on the file.
Can Edit means that the recipient will be able to edit, add and delete anything on the document.
Can View means that the recipient will have a read only version so they can see everything on the
document but cannot physically change anything in it.

3) Include a personal message with this invitation text box

This is essentially the ‘body’ of an email and should be used to give your recipient some instructions
or context regarding the document you are sending.

4) Require sign-in and Send an email invitation check boxes

Depending if you are sending the invite to someone in your organisation or not, you should check
these accordingly.
Anyone part of your organisation, the Require sign-in should be ticked. Anyone who is not should be
left blank.

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5) Get a Link
This section allow you to get a link which you can then copy and paste to another communication
method. This may be handy if you are writing to someone about various tasks and this document
appears to be one of them.

6) Shared With
This section tell you who the document is currently shared with an to what Edit/View level.

 Type in the name of the recipient in the recipient box

 Choose the level of visibility – in this case I want Harriet to be able to edit so Click on Can Edit
 Add a message to the recipient (if applicable)
 Check Require sign-in
 Check Send an email invitation
 Click Share

The invite will have been sent and if you return back to your folder you will see that in the Sharing
column, it state’s Harriet’s name

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 The recipient, in this case Harriet, has also received the following email in her inbox asking her to go
to click on the link.

You can also be within the document itself on the OneDrive and share it directly from there.

 Click on Share

You will then come across the Share pop up box as before. In this case, let’s share using the Get a Link process.

 Click on Get a link

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You then need to define on the level of access.

 Click on the drop down to reveal the options

In this case, it is going to one of my internal colleagues and I need them to be able to edit the document so I
am selecting Edit Link – Abercrombie & Kent Group of Companies account required

 Click on the relevant access permission needed.

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  Click on Copy.

I then past the link into the body of my email.

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As you can see the link is very long and in fact quite ugly, so we would recommend that you insert these as a
hyperlink where possible in your text.

I have updated the text in my email and ready to add the hyperlink.

 Click on the Insert tab.

 Highlight the words/phrase that you wish to add the hyperlink to – in this case it is here.
 Click Hyperlink.

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The hyperlink box appears.

 Paste the link into the Address field.

 Click on OK.

When looking at the email message, we can see that the hyperlink has been embedded.

If you hover over it, you will be able to see that the link is there.

Version control on OneDrive files

Storing your files on the OneDrive means that you can access a version control so you can go back to an older
version of the document you have saved.

This feature comes in very handy in there are any past changes that were removed that need to be re-added
in.

 Click on the buttons of the file required

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This will generate a drop down with options as well as the menu on the top bar as well.

 Click on Version History

This will generate a pop up with the Version History.

 Click on the date/time of the version you want to go back to

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This will generate a drop down with options where you can View, Restore or Delete this specific version.

However, in order to view the previous version of this document, you need select the required version.

 Click on the version required

This will then generate the file, you may have a pop up asking you to open the file.

Once the file is open, you will see that there is a warning triangle on top of the cells. This is to highlight that
this is indeed a previous version.

If you need to restore this, click on Restore.

If no further action is needed and you were only opening up the file for reference, close the file as normal.

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Creating and syncing folder libraries on your PC / Laptops

Office 365 can allow you to have various different shortcuts listed on your PC/Laptop that sync directly on to
your OneDrive. This means that you have more of the Windows functionality and are able to use the desktop
version of Excel, Word, PowerPoint etc. and you work is synced directly back to the OneDrive online.

However, when using these folders, you are limited on the amount of items you can sync back into the
OneDrive to 5,000 items.

If you are saving and accessing these items directly from the OneDrive online, this cap is lifted.

In order to look at your OneDrive folder and documents directly from your PC/Laptop, click on the

icon.

You will be able to see within your favourites that there should be some icons there and in my case mine is
listed as OneDrive – Abercrombie & Kent Group of Companies 2

This is a replica of your OneDrive which can be found online, however, this work very much like a normal PC or
Server drive.

If we click into this OneDrive folder you will be able to see all of the files and documents as per the OneDrive
online.

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If we drill into one of the folders, you will be see the in the address bar the named location and that you are in
fact in your OneDrive folder.

All of the files and folders in the desktop OneDrive will have different icons associated to where they are in the
sync process.

Green tick – in this case this folder has been successfully synced to the online OneDrive.

Two blue arrows – in this case the folder is syncing back to the OneDrive, the files may not be properly
available in the online OneDrive.

Red cross – in this case the file has not synced back to the OneDrive so the version on the online
OneDrive will be out of date. You may will need to consult your OneDrive tray to review what the sync issues
are.

When working on the desktop version of documents that are actually stored in the OneDrive, you will see that
the Save button is slightly different.

The icon looks like this which means that you save the document and then it is synced back up to the
cloud.

When you click on save, at the bottom of your screen you will see the following message appear:

This means that the file is being uploaded directly to the cloud and OneDrive online.

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One Drive Training Videos

The OneDrive allows you to store information that can be shared with many parties and be accessed from
pretty much any location.

Microsoft have created a number of online videos which summarise this as well as some other functions that
you may deem handy.

You can access them by clicking on the following links:

Me and my docs

Save a workbook to One Drive for Business

Open an Excel spreadsheet on a tablet

Edit an Excel spreadsheet on a tablet

Edit an Excel spreadsheet on a smartphone

Share a spreadsheet in OneDrive for Business with teammates

Co-edit a spreadsheet using Excel Online

Working together seamlessly

Save a presentation to OneDrive for Business using our tablet

Edit a presentation on a tablet

Share a presentation with teammates

Collaborate on a presentation

Find and open a Word document on a tablet

Copy a chart from Excel to a Word document on a tablet

Share a folder in OneDrive for Business with teammates

Co-edit a word document with teammates

Anywhere access and file sharing with OneDrive for Business

Create and save a file to OneDrive for Business

Take advantage of the Next Generation Sync Client

Share the file internally and externally

Coauthor in Word on the desktop

Coauthor in Word on a smartphone

Stop sharing a file

Set up a face-to-face meeting

Use the Version History feature of OneDrive for Business

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Save a OneDrive for Business file to a team site

Add final touches and distribute the file

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SharePoint
Our SharePoint site is our A&K intranet which has been named ‘Compass’ this is a global directory of
information allowing users to explore both local and global content.

Our Global Home Page, looks like this:

This is the main landing page and from here you can view Latest News, Events, Special offers (available to A&K
staff members only), a message from our founder and CEO Geoffrey Kent as well as search function, currency
converted and World News newsfeed.

At the very top of this page, we have our Megamenu which allows you to access: Home, News & Events,
People, A&K Office, A&K Group, Sanctuary and a Search function.

If you hover on A&K Offices, this will bring up all of the A&K TOCs, Sales Offices and DMC pages around the
world.

In order to click on to a specific page, select the name of the TOC, Sales Office or DMC you want to view.

 Select the relevant TOC, Sales Office, DMC page

As a visitor to the South Africa site, this is what I will be able to see:

All pages follow this format and depending on whether you are a visitor or part of this DMC/TOC/Sales Office,
your visibility may differ.

In this case, I am viewing this page as a visitor as I do not have access to any of this DMCs personal ‘Eyes Only’
folders and documents.

Here is a rundown of what all the sections are:

1) Headline Banner
This is where important announcements are listed and should allow visitors to know anything
important and relevant about this DMC.
2) Top Location Link Items
These are shortcuts to certain documents, folders, websites, etc., geared at staff and visitors that they
may need to access on a regular basis.
3) A&K DMC / TOC / Sales office
This section is replicated across all of the other pages and includes About Us, Meet the Team and
Useful Links so that everyone globally can educate themselves about this DMC.
4) Share Folder
Again this section is replicated across all of the other pages and includes a number of different topics.
They are generally the same across the board, however, some TOCs and Sales Offices have them
structured slightly differently.
The main key thing to note here is that content which is filed in any of these folders can be accessed
by anyone in the group so please be wary we posting sensitive information on there. If there is

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 anything very specific to that office, we recommend that this is filed under the ‘Eyes Only’ section
which is only available to members of that office through the relevant permissions.
5) Latest News
Like the main Group Home page, there is a section here for the offices to write news articles to share
with the whole group.
6) Current Time and Weather
This displays the current local time and weather for that office to highlight to the user whether it is an
appropriate time to contact them or not.
7) Message from the MD/Regional MD/Country Manager
This is a message from the head of that office to its staff telling them about our intranet.

Users are encouraged to go look and explore the content within the Compass folders to learn more about best
practice, procedures and general information of the areas.

On the flip side, we also wanted users to utilise this space as a shared work space and having access to an
online drive. Similar to the concept of OneDrive, our Eyes Only folders is a space where you as teams can
upload content which is specifically relevant to your TOC/Sales Office/DMC and only members of those teams
will be able to access this restricted content due to the permissions set.

As an example, I will demonstrate what access I have as user of Group Head Office (London).

In this case, you will be able to see that I have access to a number of items listed as A&K Group Eyes only.

By clicking on something like the Documents section within this folder, it will take me to the following view:

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Here you will see a number of internal documents specific to this office which can be accessed and read by
anyone working within this sector.

If I wanted to add a document to this section, I also have the option to do this by clicking on the Upload icon
and you will then need to present your document and save it so that the copy is listed here.

On the other hand, as a user of Group Head Office (London), I also have the option to upload content into the
A&K Group Share section.

Remember, this section can be seen by all your colleagues and peers globally so please be mindful of whether
the content is relevant for this section, or whether it needs to be populated in the ‘Eyes Only’ section.

In this case, I am going to click on the Documents folder.

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As before, I now have the option to upload or create new documents directly into this folder ready for
everyone to view.

These folders (whether they be Shared or Eyes Only) are similar to the OneDrive and you will see how a lot of
the functions are mirrored.

However, the main difference is that this is more of a collaborative space allowing users from those locations
to share amongst their local colleagues and peers as well as making content far more global.

SharePoint Training Videos

Microsoft have created a number of online videos which summarise this as well as some other functions that
you may deem handy.

You can access them by clicking on the following links:

Collaborate with team content using SharePoint Online

Start designing your team site

Change the look and feel

Add a video and slide show to the home page

Use the OneNote notebook provided with the team site

Create a list to capture customer feedback

Create a confidential document library

Share a site with external users

Access your team site from a mobile device

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