Managing your Documents with SharePoint & OneDrive– Workbook

Managing your Documents with SharePoint & OneDrive

Workbook


This workbook accompanies the Managing your Documents with SharePoint and OneDrive training session. Before you begin the tasks there are a few configuration steps that are required:

  1. Log-in to the training computer with your Cardiff Met staff account.
  2. On the desktop open the Windows Accessories folder then choose Scripts and double-click on gpupdate, this will update the computer policy. When it has finished updating, type “Y” and press enter to log-off.

  3. Log-in to the computer again and wait for the Set up OneDrive screen to appear, this may take a few minutes (if you are asked to update OneDrive, do so).
  4. Sign-in to OneDrive with your Office 365 account (e.g. ).
  5. On the next screen you will be asked for your password – you do not need to type it in, just click in the username box and press the Tab key (as you are logged-in to Windows 10, OneDrive will get the password from your computer log-in).

  6. Click Next then choose your files and folders to synchronise – choose “Sync all files and folders” (unless you have a large number of files or folders on OneDrive already, in which case speak to the trainer).

/ Help? There are a variety of Cardiff Met resources that can help you use OneDrive for Business and SharePoint at Cardiff Met.
  • OneDrive Flash Guides: study.cardiffmet.ac.uk/Help/5mg/Pages/onedrive.aspx these quick guides explain how to use OneDrive for Business at Cardiff Met. Topics include: accessing OneDrive, sharing, using OneDrive on Windows 7 and migrating from My Site to OneDrive.
  • Your Documents section of the Windows 10 Quick Start Guide
tinyurl.com/YourDocsWin10 this section of the Windows 10 Quick Start Guide explains how you can access, save and share documents with OneDrive for Business in a Cardiff Met Windows 10 environment.
  • SharePointHow-To Guide
    study.cardiffmet.ac.uk/Help/Training the How-To Guide can be downloaded from the Resources page of the IT Training website. It covers all the SharePoint fundamentals such as uploading documents, search and document collaboration features.
In addition, Microsoft provide guides and help articles on OneDrive and SharePoint; these will be identified when appropriate.

Task 1 – Using OneDrive for Business to manage personal documents

In this task, we will look at how to use OneDrive for Business to access, save and manipulate (e.g. copy and move) personal documents.

OneDrive is a cloud storage service that allows you to access your documents from anywhere. Cardiff Met's version of OneDrive, OneDrive for Business, is configured to be a secure storage location that complies with all relevant legislation.

/ Help? These resources can help you with this task:
  • OneDrive Flash Guide: Using OneDrive
  • OneDrive Flash Guide: Using OneDrive Windows 7
  • OneDrive Flash Guide: Migrating from My Site to OneDrive (Staff)
  • Your Documents section of Windows 10 Quick Start Guide

Part A: Saving to OneDrive

This task, and others in this workbook, uses some dummy files that can be found on the hard disk of the computer in the Managing Docs Files folder (C:\Managing Docs Files).

  1. Open a web browser and visit:
  1. Sign-in with your Office 365 account then choose the OneDrive web app from the menu.

Uploading files through the browser

  1. Create a new folder in your OneDrive, call it “Training Files”.
  2. Upload the “Conference Presentation 2016” file by using the Uploadbutton on the toolbar.
  3. Use drag-‘n-drop to upload the “Budget 2016” and “Staff performance review” files.

TIP: Uploading through the browser is best when you need to upload several files at once. It works on or off campus, with Windows 10 or Windows 7.

Using the Sync Client or Explorer View

  1. Windows 10 users: use the Sync Client to upload the remainder of the files and folders, except the “To be shared” folder.
  2. Windows 7 users: use Explorer View to upload the remainder of the files and folders, except the “To be shared” folder.

TIP: Both the Sync Client and Explorer View can be used to upload and manipulate files. The Sync Client works on Cardiff Met Windows 10 computers. Explorer View is an alternative for non-Windows 10 users.

Saving directly to OneDrive for Business

  1. Create a new Word document. On the first page, write a question that you have about OneDrive for Business that has not yet been answered.
  2. Save the file directly to your OneDrive with the file name OneDrive Question [your initials].

TIP: Office applications have built-in OneDrive integration, so can you save to OneDrive easily. When using other programs, such as Photoshop, you either need to use the Sync Client (Windows 10), or save the file elsewhere first then upload it (Windows 7).

OneDrive for Business is the place to save all your “personal” documents. By personal documents we mean documents you do not wish to share with other staff, or documents that you are working on privately in preparation for sharing with other staff.

Storing documents on OneDrive offers many benefits including:

  • Secure
  • Easily accessible from anywhere and on any device
  • Unlimited space for documents

If your personal documents are currently stored elsewhere (e.g. hard drive, USB pen drive, My Site) it is imperative that you move them to OneDrive.

Part B: Document Management

  1. Move the documents “Business Case Template” and “Project Team Report Blank Word” into the “Project Management” folder.
  2. Create a copy of the “Conference Presentation 2016” file.
  3. Rename the file to “Conference Presentation 2017 [your initials]”.
  4. Editthe file in the browser – change the year and the presenters name to your own.
  5. Download the file to the hard disk.

Task 2 – Searching OneDrive and SharePoint

We will now explore how the search tools in OneDrive for Business and SharePoint can be used to quickly locate documents.

/ Help? These resources can help you with this task:
  • Microsoft: Find a file in Office 365tinyurl.com/MS-Find-File
  • SharePointHow-To Guide: Searching SharePoint section

  1. Search OneDrive for a:
  2. module descriptor document,
  3. a business case template.
  4. Use the search box on TSR (the staff homepage) to find the two documents below.
  5. A paternity leave application form.
  6. A PDF relating to quickly assigning marks through TurnItIn.

TIP: Remember you have filters available to help narrow down results

  1. Navigate to the SharePoint training site using the top navigation bar: Team Sites  Miscellaneous  Staff Training then choose the Example Library.
  2. Search the Example library for a file that explains which file types can be problematic with SharePoint.

Task 3 – Working with SharePoint documents

Documents that are to be shared with other staff should be stored on SharePoint Team Sites. Your school or unit has their own team site, but there is also likely to be a sub site for your team, check with your line manager for details of exactly where your shared documents should be saved.

/ Help? These resources can help you with this task:
  • SharePointHow-To Guide: Saving to SharePoint section

In this exercise we will be using the Example Library again: Team Sites  Miscellaneous  Staff Training then choose the Example Library.

  1. Navigate to the “Conference presentations” folder in the Example library.
  2. Use the ribbon to upload the PowerPoint conference presentation that you downloaded from OneDrive in task 1.
  3. Navigate back to the top level of the Example Library. Create a new folder “Shared Files [your initials]”

TIP: In reality, you would not create separate folders for each member of a team site, however in this training session there will be several trainees uploading the same files, so separate folders are needed.

  1. Use Explorer view to upload the files in the “To be shared” folder on the hard disk of your computer (C:\Managing Docs Files\To be shared).

TIP: Explorer view is only available in Internet Explorer

  1. Use Explorer view to add the Example Library to your Favorites (Windows 7) or Quick Access (Windows 10).
  2. You should experience a problem uploading one specific file. Correct the problem, then try to upload the file again.
  3. Create a new Word presentation. On the first page, write a question that you have about SharePoint that has not yet been answered.
  4. Save the file directly to the top level of the Example Library with the file name SharePoint Question [your initials].

Task 4 – Sharing with OneDrive for Business

SharePoint team sites are the preferred location for sharing documents with Cardiff Met staff as they are a central location with no single owner that can be configured to a team’s needs. However, OneDrive for Business can also be used to share documents, in particular OneDrive sharing might be used in two scenarios:

  • For large files that cannot be stored on SharePoint (e.g. video files)
  • For files you need to share with people outside of Cardiff Met.

In addition, OneDrive can be used for occasional ad-hoc sharing of documents.

/ Help? These resources can help you with this task:
  • OneDrive Flash Guide: Sharing Documents Using OneDrive
  • Your Documents section of Windows 10 Quick Start Guide

The tasks in this section require you to pair up with the person sat next to you, so please introduce yourselves!

  1. Log-in to the OneDrive website and select the OneDrive Question document you created earlier.

  2. Click the Share button and invite your assigned partner to edit the document.
  3. Set the permissions so that only your partner can access it.
  4. Edit your partner’s document; try to answer their OneDrive question. If you do not know the answer, try to find out.

Task 5 – Document Collaboration Tools

Both OneDrive for Business and SharePoint provide tools, such as Version History and co-authoring,which make collaborating on documents easier.

/ Help? These resources can help you with this task:
  • SharePointHow-To Guide: Document Collaboration Tools section

Some of these tasks will be done as a group exercise, some will be completed in pairs.

Version History (SharePoint and OneDrive)

Version History can be used to view, compare and even restore previous versions of a file.

  1. Navigate to the Example Library on the SharePoint training site.
  2. Search for your partner’s SharePoint Question document.
  3. Edit the document; try to answer their SharePoint question. If you do not know the answer, try to find out.
  4. Save the file.
  5. Examine the version history of your SharePoint Question document. Use the comparison tools to identify the changes your partner has made.

Co-authoring (SharePoint and OneDrive)

Multiple users can edit Word documents and PowerPoint presentations, concurrently. The group exercise should demonstrate how this works with SharePoint. OneDrive for Business takes co-authoring a step further by showing changes as they happen in real-time.

Try co-authoring on OneDrive for Business by editing one of the OneDrive Question documents you shared with your partner in the previous task.

Check Out (SharePoint)

Checking out a document stored on SharePoint prevents other users from editing the document. Any changes made whilst the document is checked out will not be shared until you check the document back in. The group exercise should exemplify how this works.

Alerts (SharePoint)

Alerts can be added to SharePoint documents or libraries to keep you updated with changes that are made to the document or library.

Add an alert to your SharePoint Question document so that you are alerted: immediately, when someone else changes the document.

Properties (SharePoint)

Properties, sometimes known as metadata, can be used to organise SharePoint document libraries. As well as providing more information about a document, adding properties can improve search results and they can be used to sort documents through views.

  1. Switch the view of the Example Library to Detailed view.
  2. Add properties to your partner’s SharePoint Question document: Owner, Question document?(specify that it is a SharePoint Question), but notReview Date at this stage.
  3. Change the view of the library to Question documents view to see the documents group by question type.
  4. Open the document in Word and use the File  Info menu to add the Review Date property to the document from within the Word application.

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