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Storing Files in OneDrive – Microsoft Office 365

Storing Files in OneDrive – Microsoft Office 365


Good morning everyone and welcome to
another webinar Wednesday presented by Prophet Business Group my name is Ryan
Bialek I’m part of the cloud business development team here at Prophet and I’ll
be your presenter today as we walk through some tips and tricks for storing
files in OneDrive for business this material will apply to all office 365
users and I plan to spend about 35 to 40 minutes here discussing some of the ins
and outs of OneDrive for business just a few housekeeping notes though before we
jump into today’s material we will be recording the webinar today and we’ll
pump that over to our YouTube channel where you can subscribe be sure to
subscribe if you want all the latest video updates from Prophet Business Group
as it’s not just me here creating content every week on Wednesdays it’s
the GP team the Power BI team and the Dynamics 365 teams as well as well if
you’d like to join in the live Q&A chat you can log in with your YouTube account
or your Google account top right-hand corner of your screen again if you’re
watching the stream live feel free to jump in and ask any questions as we go
through so OneDrive for business this is a topic that’s very near and dear to my
heart certainly as the cloud guy here at Prophet Business Group I’m a strong
advocate of using OneDrive for business and not just for storing files but as a
backup tool as well and really at a high level we’re gonna cover some of the
useful cases here for OneDrive for business but at the end of the day it is
a good tool for storing syncing sharing and collaborating on files securely from
anywhere so you can expect today that will cover some web app versions of
onedrive or will also log in to an Android phone and we’ll take a look at
onedrive that we can use on the go from our smartphone so again onedrive is more
more powerful than just online file storage there is a key here and we’re
gonna geek out just for a few minutes before we do get into a hands-on
demonstration onedrive for business is built on top of SharePoint Online and
again this is all part of your office 365 subscription so what does that mean
Ryan why is that important that it’s built on
of sharepoint online so out of that equation we do get real-time
collaboration so if you are working on an office document inside of office 365
either you access that through SharePoint or you access it through the
onedrive interface more than one person can work on a document at the same time
so if you and a colleague are collaborating on a word document perhaps
a speech that you need to make soon if you’re working on a PowerPoint deck
together or if you’re doing something really fun and clever in Excel and two
or more people are working on the same document on the same time what’s
actually powering that feature is SharePoint behind the scenes another
benefit is that your security is governed by your organization so any
security and retention policies that you said at an organizational level will
apply to the files in your individual users one drives as well we get
enterprise grade search we pick that up from the SharePoint side of things again
once we get into the demo here I’ll show you a user that has stored a ton of
documents in different formats and different sizes inside of their onedrive
both in terms inside of folders and both just in the rip directory so we’ll show
you how the enterprise grade search can be a real lifesaver
as well I’ll show you version control everybody knows that we make and access
lots of different documents throughout the day so we’ll show you some clever
ways to keep track of who and when you do make edits as well we’ve got anywhere
access so that does empower you on your desktop PC whether it’s a Mac or a
Windows device and we can use our Android or iOS devices to connect to
onedrive as well and some other neat things around integration with other
components in the office 365 suite if you are using teams if you are using the
SharePoint apps or SharePoint sites directly all of these things tie right
into onedrive for business ok do you want to make one more pit stop here
before we do get into the live demo on screen now this is a very important
concept when it does come to backing up your files and the only way to get it
back is to back it up in the first place we’re hearing today a lot of clients and
prospective clients that are dealing with the cryptolocker virus
we’re getting locked out of the files on their PC held to some sort of ransom
either with Bitcoin or prepaid gift cards that we’re seeing that to be quite
a common occurrence now here’s a good use case for onedrive and that is
backing up the files that are on your PC whether it is connected to a corporate
network or not if you have those in a backed up location particularly in the
cloud and a cloud that you can trust like office 365 and Microsoft you can
rest easy that if your device does get crypto crippled locked if it gets stolen
or you spill a latte on your laptop you can get those files back because you’ve
backed them up to a secure location okay let’s get amongst it now let’s login to
office comm let’s take a look at the office 365 portal and jump into onedrive
for business ok if you tuned in to one of my office 365 webinar Wednesday
presentations in the past do you know that I do like to start here on the
office 365 portal and that’s accomplished by going to office comm in
the browser of your choice and logging on with your office 365 username and
password now the reason why I want to start here again today is quite
important as we do have recommended recent pinned shared with me and a
discover section these are all documents that are actually pulling from our
onedrive so you can see we added this edited this file nine minutes ago we
edited another one here 17 minutes ago so we can see at a glance not only do we
see all of the apps that we have access to as part of our office 365
subscription office 365 is also doing some intelligent things here and trying
to recommend some documents for us here to view so aside from that let’s jump
right into onedrive we’ll just click on the onedrive icon and if you want to
build sort of some muscle memory it is the one that is shaped like a cloud and
here we are brought right into the onedrive web interface so quite familiar
if you’re used to using File Explorer in Windows I’m gonna go just do a quick
walkthrough here of the interface to familiarize you with some of the key
areas so down the left hand column here we do have our sort of our main files
list we a list of recent documents we can see
now what we’ve shared with our colleagues shared with you or shared by
you we also have our recycle bin so if you do delete something rest assured
that there are retention policies you can create and we also have our shared
libraries here and this is an interesting tie into the rest of the
office 365 suite if you are using Microsoft teams and if you are a member
of a team that team here will show on your shared libraries in onedrive so you
may not be in the team’s app you might not sort of have that right in front of
you but if you do need to get to a document here or if you want to move
files around into a team you can do that here in the onedrive interface as well
if you belong to a group in office 365 that will show here under your shared
libraries as well very bottom here the left-hand column we have onedrive admin
sections if you are the workplace administrator or the clouded min for
your office team you can go in here and change some of the settings again around
the recycle bin times around retention policies and around sharing
compatibility and access as well we’ve got a link for getting the onedrive apps
so if you want the onedrive app on your Windows PC if you want to get a link
emailed to you for the Google Play or iOS App Store you can do that from here
as well ok along the top here we’ve got a ribbon that will change behaviors and
change buttons as we navigate through the onedrive interface but to start here
again we’re just back in our files directory we have a new button that we
can create a new folder perhaps to organize things in a way that makes
sense for us as well because this is office 365 we can go ahead and create a
new word document Excel PowerPoint or OneNote notebook those will all load the
web browser versions of those documents those particular programs sorry as well
we can create a new forms or we can add a link this is quite helpful if you have
a link that you want to remember in store outside of your browser you can
add this as a pseudo type of favorites bar favorites list here inside of your
onedrive as well we’ve got an upload button you
can upload individual files from your PC or you can upload whole complete folders
from your PC we have the sync button which will launch the PC sync the
onedrive for business sync application we’ll go over that in just a few minutes
and then we have our flow button here and if you tuned in to my flow webinar
in the past we do know that we can create some compelling workflows here
around document conversion as well as document approval workflow so some
interesting stuff here that you can create using the flow button you can
make your new flows and you can see your existing flows here so let’s get into
the main panel here sort of the main section of the onedrive app here on the
web we do have folders in this particular example and you can go in and
out of these folders the same way you would expect in any sort of file or
folder Explorer application as well we can select the check mark here on the
leftmost column of the files view and you can see now that the ribbon again
has changed behaviors because we do have a document selected so now we can open
this document we can open in the browser or we can open it in the full Microsoft
Word application we can go ahead and share it and we’ll come back to that in
just a moment we can copy the link and that’s going to copy a onedrive link and
that will be unique to you you won’t be able to share that link necessarily you
can download the file delete rename move to which is compelling instead of
dragging and dropping folders in the web interface we use the move to button as
well if you want to copy this into another location you can use the copy to
function and behind the more commands button here the three dots we have two
interesting buttons here as well again using the flow we can copy this file to
a PDF it’s in a Word document right now or we can do the request sign-off
workflow which will trigger something out perhaps to our boss perhaps to a
c-level executive for us to sign off on this annual financial report before we
lease release it to the public for example version history is also kind of
neat again because we are creating so much content and so many documents
throughout the day it can be helpful to see when and where a document was
changed so we can see here that the 1.0 versions of this document was initially
created on September 16th but you can see that our user here also edited about
45 minutes ago and by doing so created version number two perhaps we want to
revert to version number one we can do so here just by clicking on this blue
1.0 link and that’ll take us back to the original document before we made the
changes that we did today so quite a helpful feature if you want to go back
and undo in a bulk way changes that you made to a document and again this is all
powered by SharePoint Online running behind the scenes sort of powering the
onedrive experience one last thing I want to show you here on this interface
is this eye with a circle around it that’s the details pane for any
particular document and there is a ton of useful information here in this view
it does pull out a panel here on the right hand side of our browser but we
can see kind of a scrollable quick preview of the document you can see
what’s on the first few pages of it you can see who you’ve given access to it
and even manage the access here the permissions that we’ve given we can see
some basic properties about this document so we see its title and its
name we kind of applied retention labels if we use those in our business we can
see sort of a trail of activity here where we edited this document now 46
minutes ago and 3 weeks ago is when we created and shared this file with these
particular people we’ve got some other details here that are really exciting
for more of the nerdy crowd but we can see that this is a docx file it was
modified 40 minutes ago and here’s our path to this file in our onedrive and
here we can see the size it’s 22.2 kilobytes total so some interesting
compelling information here on the details panel and we get that by
clicking this eye with a circle around it when we have a file selected here in
onedrive okay so let’s jump back now to that
share button as we cover just about a moment ago
not only is onedrive a secure place to store your information your documents
and whatnot it is also a secure and robust way of sharing out documents now
if you’re familiar with Dropbox or iCloud sort of all these different
cloud-based storage offerings have some sharing capabilities built in but the
cool thing about office 365 and onedrive and that pairing is that it can be tied
to people that are in your organization or people that are outside of your
organization and you can sort of handle appropriate trust relationships again
based on people being inside your org or not so on this particular Word document
I’ve gone now and click the share button we get the send link dialog here and
sort of the first question is one of the most important ones its who do you
really want to share this with so anyone with the link and we can appropriate
some settings here we can leave this to people just inside of our organization
so people in kanto so we can see people with existing access or we can specify
people too you can say trust nobody but this person that person for example so
by default anyone with the link is usually selected and then here are our
other settings that we have so maybe we don’t want anyone else to edit this we
only want them to read it we can set an expiration date so perhaps the end of
the week we don’t want anyone to view this after that we can go ahead here and
set a password if we want to so anyone that does get a link you do have a
second layer of security and you can even go as far as blocking the download
so anyone again that gets this link can’t edit it they can only read it
their access would expire on Friday October 11th and they wouldn’t be able
to download a copy of the file they would just be able to read it in their
browser so some compelling security options here once we go ahead and set
those up now we can enter a name or an email address that will email fire them
out a link or we can go ahead here and copy the link paste it into any other
application maybe a chat window for example or we can click this button here
and pull up a outlook window if our office 365 in exchange online are
not connected to each other and for the most part if we go back to the ribbon
here as far as the copy download delete rename move features those are going to
work the same way if you’re used to using File Explorer in Windows any
common File Explorer even in the Mac those commands should be fairly
straightforward and ring a bell for you one thing that’s cool here you can
select multiple files and you onedrive so if you have a whole swath of things
that you do either want to share delete move for example to keep yourselves
organized you can do that as well we can take a whole bunch of files and drop
them into a folder sort of that drag and drop we’re all sort of used to that
behavior as well ok let’s switch gears now and look at the mobile side of
onedrive for business here I’m on a Samsung Android device but rest assured
all you Apple fans your iDevice will function and look just about the same
here as the Android app now there is only one app available from Microsoft
for onedrive so you don’t have to worry about connecting onedrive to onedrive
for business or onedrive on the consumer side of things if you use onedrive at
home for your personal life for storing things at home like files and photos
your photo backup rest-assured here that you can have both types of accounts in
this single app and it even does let you keep work and home life separate so
again I just clicked at the top here on the briefcase icon and you can see this
is my work account the contoso account but I could add a personal onedrive
storage account here too if I wanted to and that’s how you’d switch between them
in the app here on on Android so up at the top we also do have an Add button if
you click that you can see the different activities that we can take in store
into our onedrive we can take a photo we can scan we can create a folder and
upload as well it’s giving us Quick Links to create a word document or a
PowerPoint presentation because I do have those mobile apps installed on my
smart phone we’re gonna get into take a photo and scan in just a few minutes but
you can see here already that on the go you don’t have to sacrifice any of your
productivity or is a ssin if you got a few minutes baby
as you’re waiting for a plane you can clean up your onedrive and even create
folders and even upload documents from your phone
maybe outputs or videos that came from different apps that you’ve created here
as well as part of the enterprise search that I was mentioning here we do have
search capabilities inside of onedrive even on the mobile app so let’s just go
ahead and put in a few things here see if we get any results for September so
you can see that inside of the employee engagement plan and the see annual
report somewhere along the lines some user quoted scpt
may be referring to September may be referring to separate who knows but that
text is used somewhere in those documents so not only are we searching
the documents titles and headlines we’re actually searching the content inside of
those documents as well so let’s go back here just back to the main files view
you can see here as well a very similar way to how the web app is organized we
have different ways of sorting the files so right now we’re sorting a dizzy we
can sort by newest oldest largest all those different types of things all the
way down to extension so we can group different types of documents together we
can see them here in a list view or we can see them here in a grid view with
nice folders and larger thumbnails of images for example and then down here at
the bottom of the screen we have a few more menus on this ribbon we have our
files view we have our recent view so we can see here once we pull this up we
should see that we were working on some different documents just a few minutes
ago on the web interface we can see here under the shared section and these are
files that you have shared and are shared with you in the same manner we
had the libraries available to us in onedrive for business on the web we have
those here so again if you’re not using the team’s app on your mobile phone you
should but you can also pull up those files here in the onedrive for business
app and then there’s the Me section sort of your account information where you
can view your file you can turn on and off
synchronization for your camera so if this is a work only phone and I’m not
doing anything personal on and I may turn that on so every picture I take
good chances it’s work-related I’d want that to be backed up to my onedrive we
have the option to make files available offline and we’re going to talk about
that in just a couple of minutes we can access our recycle bin again sober
second thought if we delete something and need to get it back and then there’s
general settings and help and suggestions and a button for signing out
of the mobile app so back here to files let’s explore probably my favorite
feature here of the onedrive for business mobile app okay so you probably
have noticed this blue round icon here bottom of the app in the right lower
right-hand corner and that is a document scanner we’re not going to neglect that
feature here it’s actually one of my favorites of onedrive and the mobile
apps here and you can see down on the bottom of the app once it turns into
this camera mode you can tell the application what it is exactly that
you’re trying to take a picture of so if we select business card here you see
this blue rectangle is doing its best to sort of crop out where the business card
is and where sort of my desk begins from there we can also do this for documents
which is quite cool so maybe we go over a piece of paper like this and you can
see that camera is doing its best to capture everything that’s in that
document if we go ahead and take a picture it’s gonna crop out everything
and it’s gonna do its best to deskew and sort of square out the document that we
picked now the neat thing is we can go ahead and do a couple of things with
this image from here we can go ahead and rotate it as you would expect with an
image editor we can go ahead and do some drawing on here perhaps we see this
document out at a tradeshow and we want to borrow some of this content for
something of our own we can go ahead and do multi page scanning so if there was a
backside of this brochure that we wanted to take a picture of we could do that
with the add new button there lower left but for this case let’s just go ahead
and say done and what onedrive is gonna do is save this we just want to save it
in our folder but we could go ahead and save it in any of our other directories
well go ahead and save that up it’s actually gonna send it up to onedrive as
a PDF document so from there we could head back to the office and perhaps pull
this up on a boardroom screen on a bigger screen we could share this
out with colleagues we could further annotate it in the onedrive web app and
the PDF viewer that comes with that but you can see quite a handy tool as you’re
on the go if you’re at a trade show and you’re like me I’m sure you end up with
a pocket full of business cards by the end of it you can go ahead and take
those pictures and save all of those here in your onedrive rather than the
big bulky business card holder of years and decades past ok let’s take that
document grab sort of full circle here again we’re back in the web app on
onedrive through our office 365 portal I’ve got our files sorted so that the
newest is on the top and you can see here a couple new ones I added a URL for
profit CA in case you want to get to that website quickly from your onedrive
and then you can see here’s our scan it’s gonna date and time stamp that and
you can see these three little blue lines that’s meant to show us that this
is a new item in our onedrive so we’ll go ahead and open that scan again it
saves it as a PDF it’s gonna save our sort of highlighting here with the green
pen and now you’re off to the races and you can start working on the office 365
licensing guide and that is some fun stuff again the ribbons going to change
based on the file and the different activities and the context-sensitive
menus so we can go ahead and open this again in a browser is not going to work
but if we had Acrobat installed we could open that up in the PDF viewer of our
choice we could go ahead and print and we can go ahead and download as well so
again the context-sensitive menus will change when you are inside a document
viewing that in your browser as well the last and certainly not least with
onedrive for business I do want to touch on the synchronization options we do
have with your pc laptop those types of devices here I’m showing you the windows
windows what they’re going to look like and the dialog box is what they’re gonna
look like on Windows 10 but you can certainly connect Windows 8 machines if
you’re still using a legacy Windows 7 device this is a good way to back it up
and get your files into the cloud and rest assured Mac folks that this will
work as well for you so here is the sync files from your onedrive if you recall
on the ribbon we had a button all sync clicking that is gonna deliver
this dialog box to your PC and you can select which files that are already in
your onedrive that you want to sink down to your PC and those files will then
appear in a onedrive section of your Windows File Explorer window and you can
go and grab those files in a very natural way if you’re used to getting
files and navigating through file explorer even through the file open a
menu in many applications you’ll be able to see onedrive and you’ll be able to
see all of your folders available to you there as well one other nifty thing you
can do here and this is in the settings section of the onedrive Windows
application you can set up autosave and this is huge to drive behavior or to
sort of correct a behavior that’s been driven to us over the past 20 or so
years of using Windows is we all save documents to our desktop
we all save work documents to the My Documents folder and we all put stuff in
the pictures folders and again if you dump that latte over your laptop or
someone steals your PC traditionally those files would be gone with the wind’
what we can do here with the autosave is even though we may not be correcting the
behavior and saving things on our desktop everything that’s in the desktop
in Documents folder or in the pictures folder can get backed up automatically
to onedrive so again some peace of mind helps you sleep at night in case your
document or your device does get stolen last but not least here in this sort of
category of dialogues is something called onedrive files on demand this is
if you have a laptop or a device maybe even a tablet with less than ample
amount of storage if you don’t want to download all the files that are in your
onedrive to that device and fully sync them that way what you’ll notice as your
browse files is a few different icons there’s a cloud icon the blue two-way
arrows and a green checkmark and as you use files from your onedrive the cloud
will change through down to the green checkmark the green checkmark means that
file is stored on your PC as well as your onedrive if it’s got the cloud it
means it’s just the onedrive and sort of just a preview or the metadata of that
file is showing and the blue sort of sync icon means
that you’ll keep an offline file of that on your PC which is synchronized with
the cloud so no matter what device you use to make a change onedrive will
automatically keep all of your devices updated with a file and that’s huge if
you’re using a device and you want to go on a plane but still want to review some
reports if you’re going into an area that you know has bad cell coverage and
no Wi-Fi you can take your important files with you great example is a
traveling salesperson if they want to keep brochures or other sales literature
on their device they can use that and they’ll always have an up-to-date copy
if they make changes on other devices as an example it’s a quick recap of
everything that we’ve gone through here on onedrive for business hugely powerful
component of office 365 use it please great to securely back up your work
related documents again device theft some things like crypto viruses or
accidents that happen with our devices you can rest assured that your documents
are backed up to the cloud doesn’t have to be Microsoft documents it can be
videos pictures it could be PDFs it give you websites URLs text files just about
anything that you can create on your PC or Mac and even your smartphone you can
back up to onedrive for business we covered the amazing mobile experience
to get information on the go again if you’re a traveling salesperson or
traveling executive you need to stay busy you need to have information at
your fingertips and the onedrive app for Android and iOS can enable that we
looked at the office lens which is now built into onedrive for snapping
whiteboards desk uing business cards and documents and even adding annotations
and markup to those documents as we saved them we did a quick look at the
enterprise grade security versioning and sharing capabilities of onedrive and
again rest assured that as your team starts to use more of office 365 and the
Microsoft team’s experience you can get at those files from the onedrive browser
all right that’s all the content I had today to show you about onedrive for
business of course we’re just barely scratching the surface as far as the
power behind onedrive for business but I hope this gives you some ideas on how to
use the service the mobile apps and the web application as well quick note on
our upcoming webinar sessions here we do host these webinars each and every
Wednesday at 11:30 a.m. coming up for the rest of the month of October we’ve
got a GP session on the 16th and that’s actually a dual session we’re going to
combine office 365 and the power apps capabilities with Dynamics GP on October
23rd we’re back on the Dynamics 365 track to talk about marketing lists day
before Halloween on the 30th say GP team has a special session they’re attending
a summit in Orlando this year for all types of GP users across the world so
we’re going to be doing a conference round up and showing you what is news
from that summit 2019 conference and then into November we’re back on the
office 365 track to talk about Yammer and what exactly is Yammer and how you
can use that in your business so thanks again for watching thanks again for
spending some time with me this Wednesday morning if you’d like to
register for future Prophet webinar Wednesdays you can do so at www.prophet/webinars as well we have an on-demand video catalogue available at
that website as well or you can subscribe to our YouTube channel you’ll
never miss a beat as we push out new content each and every week and at the
end of day if you want to talk office 365 and cloud powered productivity
storing their folders in OneDrive or using OneDrive for business as a backup
tool for your business feel free to give me a shout and reach out to me at RyanB at prophet.ca I am your guy here to talk all things digital transformation
thanks for tuning in and start backing up your files with OneDrive and I’ll
catch it on the next webinar Wednesday

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