Institutional files are moving from Box to the Google and Microsoft environments. This webinar will cover how to find your files using a web browser and on your desktop for both environments. We will also cover how to find your files and use some of the common features of the Microsoft Teams application.
About this session
Instructor: Beth Lynn Nolen
Support: April Law, Jen Oakes, Rachel Frend
- Duration: Google Shared Drives: 12 minutes 3 seconds; Microsoft Shared Storage: 19 minutes 25 seconds
- Audience: IU instructors, staff, and students
Getting started with institutional storage at IU
Description of the video:
Description of the video:
Microsoft at IU Storage
Welcome to Getting started with institutional storage at IU. My name is Beth, and in this session, we’ll be focusing on Microsoft’s cloud storage for institutional files.
As part of this session, I’ll show you how to access your Microsoft shared storage space, how to move files from your individual storage to institutional storage, how to edit files located in shared storage, and how to collaborate with others.
Microsoft shared drives are for your shared work documents, or files that your entire department or group need access to.
You’ll likely be accessing your group’s Microsoft shared storage in one of three ways: through OneDrive on the web, through OneDrive Sync on your computer, or through Microsoft Teams.
You might already be familiar with OneDrive and may even be using it for your files, such as recipes, cat photos, and so on.
- If you’re not familiar with how to use OneDrive, check out the recording of OneDrive at IU: Individual File Management Basics – this webinar will give you a good introduction on how to use OneDrive.
Microsoft Teams is a little different than OneDrive. Microsoft Teams is a collaboration tool that helps IU students, faculty, staff, and external users work together and share information, all in one place.
The main features of Teams include the ability to edit documents collaboratively, share files with others, and chat.
Teams is included with Office 365, and you can also download the Teams app for your computer or mobile device from office.iu.edu, the Google Play Store, or the Apple App Store.
- To learn more about Microsoft Teams, visit the IU Knowledge Base article Get started with Microsoft Teams at IU.
Finding your files in Microsoft at IU Storage
Let’s learn how to find your files on Microsoft’s shared storage. There are three main ways you can access your shared storage: using Microsoft Teams, using One Drive on the web, or on your computer with the help of OneDrive Sync.
Using the Teams application
I’ll start by demonstrating how to find your files using Microsoft Teams.
- You’ll first want to navigate to a team by clicking on Teams in the toolbar on the left side of the Microsoft Teams window, then clicking the team’s name in the navigation on the left side of the window.
- When your team loads, in the tabs at the top of the main part of the Microsoft Teams window, click on the Files Your team’s files will load.
While we’re here, let’s quickly talk about how to create new folders and files in Microsoft Teams.
- You can create a new folder or file while on the Files tab by clicking New in the toolbar underneath the tab list, then clicking on what you want to create. You can make a new folder, or several types of new Office documents.
- To upload a file, next to the New button, click on the Upload button and navigate to the file you want to upload.
- If you want to move a file to a folder, you can click the Show Actions (three-dots) button for a specific file, and in the menu that appears, click on Move. Then, browse to the folder you want to move the file to.
Using OneDrive on the web
Now, let’s see how to find your team’s storage in OneDrive on the web.
- To get started, go to office.iu.edu and click the Log in button to log in with your IU username and passphrase.
- Next, in the list of applications, click on OneDrive – a new browser tab will open, and OneDrive will load and display your files.
The My Files section of OneDrive is not where you should be storing institutional files. They should instead be stored in Microsoft Teams – your team’s storage space will also show up as a shared library in OneDrive, as you can see in the sidebar for my OneDrive. If you take a look at the list of shared libraries, you’ll see that the team I’m working with, O365-IU-UITS-Training shows up here, because I’ve interacted with files on that shared drive frequently.
If you want to make your team’s shared storage show up in OneDrive in the Shared Libraries section of your OneDrive, you’ll first need to follow your team – this is done using SharePoint, and you only need to do this once in order to make sure your team’s storage shows up in the web version of OneDrive.
- We’ll actually start this process inside the Microsoft Teams app. In Teams, on the Files tab for your team, click Open in SharePoint on the toolbar. Your internet browser will open if it isn’t already, and the SharePoint page for your team will load.
- On this page, to follow your team’s shared storage, in the upper right corner of the page, click the star next to Not Following to follow the site – the page will reload, and Not Following will change to Following.
- Now, we can go to OneDrive and look in the navigation on the left side of the screen for your team’s shared drive – it should show up under the Shared Libraries From here, you can click on your team’s name to navigate to your shared storage.
Again, for more information on how to use OneDrive, view the recording of OneDrive at IU: Individual File Management Basics.
On your computer through OneDrive Sync
What if you want to access your files right from your computer, without Microsoft Teams or a web browser? If you have the OneDrive Sync app installed, you can use that to access your team’s shared storage as well.
You’ll need the OneDrive Sync application installed on your computer first. Once that’s installed, open OneDrive in a web browser and navigate to your team’s shared library.
- From here, at the top of the files listing, click the Sync A dialog box will appear in your web browser indicating that it’s trying to open OneDrive on your computer. The Launch Application dialog box will also open, asking you to open OneDrive. Click the Open link button, and the OneDrive Sync app will briefly open a window as it syncs your team’s shared storage with your computer.
- Now, you can open File Explorer on Windows or Finder on the Mac and see your team’s shared storage listed as a drive.
One thing to keep mind about accessing your team’s shared storage on your computer is that OneDrive doesn’t download all the contents of the shared drive to your computer - files are only downloaded to your computer as you need them.
Moving files from OneDrive to a shared drive
You may have some files in your OneDrive account that should be moved to a shared drive, like shared work documents that others in your department need access to. I’ll show you how to move files and folders from your individual OneDrive account to a shared drive in both a web browser and through OneDrive Sync.
Moving files in OneDrive on the web
To move institutional files from your personal OneDrive storage to a shared library, you’ll first want to log in to Office on the web through office.iu.edu, and then navigate to OneDrive.
- Once you’re in OneDrive, navigate to the files or folder you want to move. The process for moving files and folders is the same – for today’s demonstration, I’m going to move the folder named Workshop drafts to the O365-IU-UITS-Training shared library.
- To start the process of moving the folder, I’ll right-click on it, and in the menu that appears, I’ll click on Move To.
- Next, in the panel that appears on the right side of my browser window, I’ll click on O365-IU-UITS-Training, then click on the General folder, since that folder contains all of this team’s files.
- Finally, I’ll click on the Move here The panel will close, and I’ll get a notification that OneDrive is moving the folder to its new location.
- To make sure the folder moved, in the list of Shared libraries on the left side of the screen, I’ll click on O365-IU-UITS-Training, then click on the General folder. I see the folder I just moved in the list of files and folders.
Moving files on your computer using OneDrive Sync
With OneDrive Sync installed on your computer, moving files and folders between your individual storage and your department’s shared storage is easy. Again, the process is the same for both files and folders - I’ll demonstrate moving a folder from my personal OneDrive to my team’s shared library.
- First, open up a file browser window. For me, I’m on Windows, so I’ll open a File Explorer window. Then, navigate to the location of the folder or file you need to move. In my case, I’ll be moving a folder called Marketing Files that’s in the top level of my OneDrive.
- Next, I’ll open a new File Explorer window. There are a number of ways to do this – my favorite way is by right-clicking the File Explorer icon in the taskbar, then clicking on File Explorer.
- A new File Explorer window will open. In the new window, navigate to the shared library you want to move the folder to - for me, that’ll be O365-IU-UITS-Training – General.
- Finally, I’ll press and drag the folder from the window where my individual OneDrive account is open to the window for the shared library, and I’ll let go once it’s in the new location. The folder is moved to the shared drive, and no longer appears in my individual OneDrive account.
Editing your files
You can edit Microsoft Office files directly in teams, or on the web using OneDrive and Office Online.
Editing files in Microsoft Teams
To edit a Microsoft Office file in Microsoft Teams, go to the Files tab of your team and click on the name of the file you want to work with. For demonstration purposes, I’ll open New Employee Orientation – July 19.ppt.
- The file I clicked on opens in a simplified version of PowerPoint, right inside of Microsoft Teams. I can edit the file here, and any changes made will be automatically saved.
- To open a file in the full version of the Office app you’re working in, at the top of the editor, click on Open in Desktop App – this will load the file in the appropriate Office app. In my case, Microsoft PowerPoint will open and I can edit my file in the full version of PowerPoint. Any changes I make here will automatically be saved, too.
Editing files using OneDrive in a web browser
You can also open and edit your team’s files in OneDrive on the web using Office Online. Like demonstrated earlier, once you’ve favorited your team’s shared storage, you can find it in the OneDrive sidebar under the heading Shared Libraries.
- Once you’ve navigated to your team’s shared storage, click on a file’s name to open it. I’m going to open the file Lightroom Basics outline.docx.
- A new browser tab will open, and the file will open in the appropriate Office Online app – in my case, it’ll open in Word Online. Just like with editing files in Microsoft Teams, any changes I make will be automatically saved.
Collaboratively editing Microsoft Office files
While I’m here, I’d like to point out a few things about collaboratively editing Microsoft Office files. If you’re in Office Online, Microsoft Teams, or using Office 365, you can easily work with others on a document at the same time.
You might have noticed that another user, Carol Cape, is working on the Lightroom Basics outline document at the same time as I am. When collaborating with someone else on a document, the other people editing the document will each have their own colored cursor – when you hover over it, the person’s name will pop up, showing you who’s editing in a specific location.
You can also look in the upper right corner of the window to see who else is editing a document – the user photo or initials of the other people working on the document will show up here.
Editing other file types
When it comes to editing other types of files that aren’t Office files, depending on where you’re working, you’ll need to follow a different process.
If you have your team’s storage synced to your computer, you can simply open the file in the same way you’d open any other file on your computer, make edits to it, and save the file when you’re done – once the file is saved, OneDrive will sync it with your team’s shared storage. For example, I can open this Adobe Illustrator document, make edits, and then save it like normal – and the changes will be synced automatically.
If you’re using OneDrive on the Web, you’ll need to download the file to your computer, open it and perform edits, and then upload the file through the web interface when you’re done.
Sharing files in Microsoft at IU Storage
You can share files from your shared Microsoft storage space in several different ways. We’ll explore how to share files in Teams, in the Office desktop apps, in OneDrive in a web browser, and from your computer with the help of OneDrive Sync.
Sharing files in Microsoft Teams
There are two main ways to share files with members of a team in Microsoft Teams: you can attach a file to a message in the Posts tab, or you can directly upload a file using the Files tab.
Let’s see how to attach a file to a message.
- To start, select the team you want to work with, and if necessary, click on the Posts tab near the top of the screen.
- Next, start typing a message in the text field at the bottom of the screen. I’ll type the message “Here’s a photo of a kitten we can edit in the new Photoshop workshop.” If you want to alert specific people that you’re uploading a file, you can tag them using the @ symbol. I’ll tag one of the team members, Abby Abernathy.
- Now, we can attach the file we want to share with our team. To do this, underneath the text field, click on the Attach button – it looks like a little paperclip. In the menu that appears, choose where you want to open the file from – I’ll upload a file from my computer.
- When you’re done, click the Send button to send your message and the attached file. The file will show as an attachment to the message and will also appear in the Files panel in Teams.
You can also simply upload a file to the Files tab – all the members of your team will be able to access any files you upload there.
If you need to share files with people outside of your team, you may want to consider adding them to the team so they can access the necessary files. Alternately, you can share files with people outside of your team using one of the other methods I’ll be demonstrating.
In the Office desktop apps
To share a file from an Office desktop app, first, open the file you want to share. I’ll demonstrate sharing the file excel formulas charts pivottables.pptx.
- You can start by either opening the file through File Explorer or Finder, or through Microsoft I’ll open the file through Microsoft Teams.
- On the Files tab, click the file’s name to open the file.
- When the file opens, click the Open in Desktop App
- Once the desktop app loads – in my case, PowerPoint – to share the file, click the Share button in the upper right corner of the window.
- The Send Link dialog box opens. From here, you can choose your sharing method by clicking where it says “People you specify can edit”. The dialog box will display the following sharing options to choose from:
People in Indiana University with the link, which makes it so you can share a link with others at IU. This choice gives you a couple of additional options.
- If you uncheck Allow editing, people will be able to view the file, but won’t be able to make edits to it.
- If Allow Editing is unchecked, you can choose to block downloads for the file – this means people can view the file on the web but can’t download it to their computer.
- People with existing access, which doesn’t have additional options available
- Specific people, which provides the same options as People in Indiana University with the link.
- You may have noticed that Anyone with the link is grayed out, and when you hover over the information icon, it says “Your organization is preventing you from using this option”. This means we can’t create a link that anyone can access, whether they’re with IU or not.
- People in Indiana University with the link, which makes it so you can share a link with others at IU. This choice gives you a couple of additional options.
- I’ll click the option for Specific People to select it, then I’ll click Apply.
- Next, enter the name or email address of who you want to share the file with. I’ll share this file with a demo account, demo23 – that account’s name is Tad Pole.
- Keep in mind that when sharing with specific people, you can only share with people who have an IU username.
- If you need to share files with people outside of IU, you can do this using Google at IU Shared Drives.
- At this point, I can add a message to Tad, telling him why I’m sending the file to him.
- Once I’m done writing the message, I can choose how I want to share the link:
Send sends an email to the person that includes the link.
- This email will come from a Microsoft email address and will not be signed with a digital signature. It’ll also be marked as an external email.
- Copy link copies a link to the file that you can then paste into an email to the person you want to share with.
Outlook involves creating a new message in Outlook with a link to the file in the message. I’ll click on this option to show you how it works.
- Depending on your settings, the new message may already have the email of the person you want to share with on the To: line and a message in the body of the email. If this information isn’t automatically added, you may need to manually enter all the necessary information.
- Since this option goes through your individual Outlook account, the message will come from you and will be signed with your digital signature.
- You also have the option to send a copy of the file to someone – however, this isn’t a secure method for sharing files as once the file is sent to someone, you don’t have any control over who else can see it afterwards.
- Send sends an email to the person that includes the link.
Sharing files in OneDrive on the web
Sharing files in OneDrive through a browser works basically the same as it does in the Office desktop apps, except sharing via Outlook isn’t an option, nor is Send copy.
I’ll quickly demonstrate how to share a file via OneDrive, using the file Lightroom Basics outline.docx.
You can either share from the files view or share from inside an Office Online app. Let’s see how to share from the files view.
- First, you’ll want to hover over the file you want to share and click the Show Actions (or three dots) button to the right of the file’s name. In the menu that appears, click
- The Send link dialog box opens. From here, the sharing process is the same as what we saw earlier when sharing files through the Office desktop apps – although, as I mentioned previously, you don’t have the option to share a file using Outlook or send a copy of a file.
- You do, however, have an additional option here that wasn’t available in PowerPoint: Open in review mode only. This is specific to Word documents, and this makes it so people can’t directly edit the document but can suggest changes or leave comments.
From your computer (with OneDrive Sync installed)
You can also share files right from the file browser on your computer, if you have the OneDrive Sync app installed.
- To do this, first, navigate to the file you want to share in your team’s shared library.
- Once you’ve found the file, you may need to click it once to select it.
- Once it’s selected, right-click the file, and in the menu that appears, click Share. This brings up a dialog box with the same options as in the office applications, with one additional option, More Apps. This gives you the option to share the file through other applications. This option may take a bit to show up when you first sync the files to your computer.
For more information about how to install OneDrive Sync, check out the Sync Microsoft OneDrive Files section of the IU Knowledge Base article About Microsoft OneDrive at IU.
At this point, we’ve covered how to find and access your files in Microsoft at IU’s shared storage. As a reminder, if you need a refresher on how to use Microsoft OneDrive at IU, you can check out the recordings of each session posted on IT Training’s website at https://ittraining.iu.edu.