Tag Archives: LITSVideos

Viewing & Restoring Previous Versions of OneDrive Files

Whenever a change is made to a document stored on OneDrive, a new version of the file is automatically created. OneDrive’s Version history feature allows you to view older versions of an Office Online document. If you find a version you want, you can then restore it, moving it to the top of the list as the latest version of the file.

 

screen shot of the ellipsis that corresponds with the desired file

To view the version history of a file, click on the ellipsis that corresponds with the desired file OR right-click on the file.

Select Version History from the menu
screen shot of selecting version history from the menu

The Version History window will open, displaying all versions of the file.

Clicking on the Modified date will open up that version of the file in its application (e.g. Excel files will open up in Excel).

screen shot of clicking on the modified date

screen shot of a file opening in its native application

If you’d like to restore a previous version (effectively making it the current version of the file), hover over the Modified date and click on the drop down arrow. Select Restore from the menu. You’ll be asked to confirm the restoration of the previous version.

screen shot of selecting Restore from the menu

A new version of the file will be created.

screen shot of file listed with new modified date

Please note: anyone you share a file with can access its version history, but those without editing permissions will not be able to do more than view previous versions.

Syncing OneDrive With Your Computer

One of the most useful features of your Bryn Mawr College OneDrive is that you can use your College credentials to easily sync all or select folders on your College- or personally-owned computer. People with a lot of data on their computer may want to be selective about what to folders to sync. See the College’s Data Handling Policy for guidance on safely storing College data.

For a quick tour of OneDrive take a look at this video; a syncing how-to begins at 2:09.

OneDrive Basics Video (mobile-friendly version)

 

More information on how and why to use OneDrive

How to Sync: College-owned Computers

Windows 10

The OneDrive desktop app is pre-installed. Use the start menu to locate and open the program, then follow on-screen instructions to sign in and sync.

Mac (latest software package)

The OneDrive desktop app is pre-installed. Locate and open the program, then follow on-screen instructions to sign in and sync. Be sure to check the open at login box.

Windows 7

Begin by opening OneDrive in a web browser using the app launcher in Office 365. Click Sync and follow on-screen instructions to download the OneDrive app and sync.

Mac (older software packages)

Download OneDrive from Software Center and follow on-screen instructions to sign in and sync.

How to Sync: Personal Computers

Windows

Begin by opening OneDrive in a web browser using the app launcher in Office 365. Click Sync and follow on-screen instructions to download the OneDrive app and sync.

Mac

Download the OneDrive for Business app from Apple’s App Store, then follow on-screen instructions to sign in and sync.

Information on OneDrive for mobile devices

Using OneDrive

OneDrive for Business is Office 365’s cloud storage platform, providing a place in the cloud where you can store, share, and sync your work files. You can update and share your files from any device with OneDrive for Business. You can even work on Office documents with others at the same time. This post provides an overview of commonly used functions to help you get started with OneDrive. When considering uploading files to OneDrive, please reference the Data Handling Policy to ensure the file is appropriate to store on OneDrive.

Below are instructions for uploading files to OneDrive for Business within Office 365. For uploading files from your desktop using the OneDrive Sync Client, see Syncing OneDrive With Your Computer. We’ve also included a quick syncing how-to in this OneDrive overview:


OneDrive Basics Video (mobile-friendly version)

The Basics

What is OneDrive for Business?

Uploading Files

Upload Documents to OneDrive for Business [VIDEO]

Log in to Office 365 and select the OneDrive app from the App Launcher.

1 - app launcher

Locate the file(s) or folder(s) you wish to upload to OneDrive. Select and drag the file(s) or folder(s) to the OneDrive app within your browser in the space where it says Drag files here to upload.

2 - drag here to upload
Upload by drag and drop

OR

From the OneDrive app, click the Upload button. Select the file(s) or folder(s) you wish to upload to OneDrive. Click Open.

3 - use upload button
Use the upload button

Creating & Using Folders

To create a folder in OneDrive, click on the New Button in the upper-left. Then click on Folder.

6 - creating folders

Name your folder and press Create.

7 - naming folders

Moving Files into Folders

Click on the target file(s) and drag them to the target folder.

8- drag files to folder

OR

Select files and choose a folder by clicking on the checkmark to the left of the file.

9 - choose a folder

A contextual menu will appear at the top of the page. Click on the Move to button.

10 - move to button

A menu will appear on the right sidebar. Select the folder to which you’d like to move your file(s). Clicking on the chevron will show any sub-folders. Click on the Move button to complete the move.

11 - finishing moving

Note: When working within sub-folders, you can click and drag files into a parent folder.

12 - moving files to parent folder

Sharing Files & Folders

Files uploaded to your OneDrive can be shared with others within the BMC community and beyond. You can also share folders with others, allowing you to permit access to all files within the shared folder.

Additional Features

Viewing and Restoring Previous Versions of OneDrive Files

Changing Views

By default, your files in OneDrive will be viewed in a list format. To view your files as tiles, click on the view button (shown below) in the upper-right corner. Click again to change back to list view.

4 - changing views

Sorting Files

To quickly sort your OneDrive files by modified, modified by, file size, ascending, or descending, click on the Sort button in the upper-right corner.

5 - sorting files

Add an attachment in the Outlook Web App

Offline Use

Once your computer is synced with OneDrive, you’ll be able to access your OneDrive files even when you aren’t connected to the internet. When syncing your computer with OneDrive, you’ll be asked to choose which OneDrive folder(s) you’d like to sync to your computer. Any folders that are synced will be available when you’re offline.

Furthermore, any changes made to OneDrive files when you’re offline will be saved to OneDrive the next time your computer is connected to the internet.

Haven’t synced your computer with OneDrive yet? See the Synching OneDrive With Your Computer tech doc: http://techdocs.blogs.brynmawr.edu/5989

OneDrive for Mobile Devices

Did you know there’s a OneDrive app for your mobile devices? With the OneDrive app, you can access your OneDrive files and save files to OneDrive directly from your mobile device.

For more information about the OneDrive mobile app and other Microsoft Office mobile apps, see the MS Mobile Apps tech doc: http://techdocs.blogs.brynmawr.edu/5988

Calendar Sharing and Delegation

Office 365 allows many email sharing and delegation options for calendars, from allowing public viewing, to allowing another individual to completely manage a calendar (delegation), including scheduling as or on behalf of the calendar owner.

These documents are meant to get you started. If you need assistance, please request an appointment to consult with a technician or a member of our education team. We can take you through the options and advise what may work best for you.


Sharing Video (mobile-friendly version)

Using Shared Calendars

Outlook Web App

Outlook 2016 for Windows

Outlook 2016 for Mac

Best Practices when using the Outlook Calendar

Sharing or Delegating Calendar Access

Outlook Web App

Office 2016 for Windows

Office 2016 for Mac

Email Sharing and Delegation

Office 365 allows many email sharing and delegation options for email, from sharing the Inbox or another folder, to allowing another individual to completely manage a mailbox (delegation), including sending as or on behalf of the mailbox owner.

If you are trying to share your mailbox with someone else, some options may require setting up and using the Outlook Client. However, once set up, sharing and delegation can be used from the Outlook Web App. Although the initial setup is a bit more complicated than you may be used to, the result is powerful.

These documents are meant to get you started. If you need assistance, please request an appointment to consult with a technician or a member of our education team. We can take you through the options and advise what may work best for you.


Sharing Video (mobile-friendly version)

 

Shared Mailboxes Video (mobile-friendly version)

Using Shared Email

Outlook Web App

Outlook 2016 for Windows

Outlook 2016 for Mac

  • The above instructions will work from a Mac, but some options may be in different locations or look a bit different – please contact the Help Desk if you require assistance.
  • See also: Become a Delegate in Office 2016 for Mac

Sharing or Delegating Email Access

Outlook Web App

Office 2016 for Windows

Office 2016 for Mac

Using Your College Email

Office 365 offers a robust Web-based email client and a wide range of additional features. The materials below will help you get started.

Please note, College offices including HR, the Provost’s and Deans’ offices, Residential Life, and Moodle will communicate with you via your Bryn Mawr email address. Employees should not forward their email to an external carrier. Others may, but we cannot guarantee delivery to outside addresses; the account holder is responsible for ensuring that they have received these communications. See the College’s Data Handling Policy for additional information.


Accessing Your Email Video (mobile-friendly version)
 


Options Video (mobile-friendly version)
 

The Basics


Searching Video (mobile-friendly version)
 


Pinning Video (mobile-friendly version)
 

Additional Features

Using Categories

Assign a Color Category to an Email Message

Recovering Deleted Messages

Recover Deleted Items – Office 365

Pinning Messages

Pin messages in the Mail app to keep them at the top of your inbox. Hover over the message you’d like to pin and look for a horizontal push pin to appear:

illustration of pinning a message when the reading pane is on
Reading Pane On
illustration of pinning a message with the reading pane off
Reading Pane Off

Click on the push pin, and you’ll see that it is now vertical. This indicates that the message is pinned. The message will stay at the top of your inbox until moved, deleted or until you click again to unpin.

illustration of a pinned message

More Help with OWA

Using Your College Calendar

Need to set up a meeting with your professor? Want to set up an appointment with a coworker, but not sure when they are available? Use your Calendar in Office 365 to set up an appointment!

The Calendar lets you schedule appointments, make the meeting private or public, and set up a time when all attendees are available. It also lets you set up a repeating event, which is perfect if you have to meet with a professor every week, or meet with your boss at the end of every month.


Access video (mobile-friendly version)

 


Options video (mobile-friendly version)

 

The Basics


Searching video (mobile-friendly version)

 


Cancelled Meetings video (mobile-friendly version)

 

Additional Features

Set Working Days & Hours

Use the gear icon in the upper right corner of the screen to adjust your Calendar settings.

illustration of where to find calendar settings

In Calendar appearance, you can set your working days and hours.

illustration of setting working days and hours

Categories & Color-coding

If you have multiple calendars displaying at once, it may be helpful to color-code them. Under My calendars on the left, right-click on the calendar and choose Color from the menu.

illustration of how to color-code multiple calendars

You can also color-code individual appointments using Categories. Right-click on an appointment to Categorize. Click Manage Categories to add a new category with a custom name and color.

illustration of how to color-code individual appointments

Adding the College Calendar for College Holidays

The College Calendar lists holidays when the College is closed. To add it to your calendars in Office 365:

  1. Go to the Calendar
  2. Click “Add Calendar”
  3. Select “From Internet”
  4. Paste in the address: https://outlook.office365.com/owa/calendar/b3a39d9b1df94a0695c99be7b80ee639@brynmawr.edu/65b4d3b77ec744199d10dc4284dd33675057109544402089083/calendar.ics

The holidays will now appear when you select this calendar.

Delete Copied Calendars From 365

The migration tool we used to move from Zimbra to 365 is excellent, but it only knows how to make copies of things. So if you have subscribed to public calendars from internet sources, such as event calendars, country/state holiday calendars, religious holiday calendars, sporting event calendars, etc., it will have made copies of those instead of subscribing you again. This means that the calendar may not include all future dates (because it’s a copy, not a subscription that’s being updated), and may otherwise not behave as expected.

To delete the copy, right click on the calendar and click “delete”.

illustration of deleting a calendar

To add a new version, click “Add Calendar” and select the appropriate source.

illustration of adding a calendar

365 provides many country and religious holiday calendars under “Holiday Calendar” if you wish to add these.

illustration of holiday calendars

Use the “From Internet” option to add calendars from other online sources, such as the Bryn Mawr Athletics site . Look for “iCalendar” or “iCal” feed and copy the address.

illustration of adding calendars from other online sources

Scheduling Recurring Meetings

Please note that if you schedule a room for a recurring meeting, you will be limited to three years (as opposed to unlimited) recurrences.

Find more help with the Web Client

Automatic Email Handling with Rules


Rules Video (mobile-friendly version)
 

Rules are filters you can use to organize your email. They apply to incoming email as it arrives, and can be used to send select messages into a particular folder, mark them with a category, delete them altogether, and more.

Inbox Rules

Suppose you’re working on a group project and arrange with your partners to include the name of the project in the subject line of any emails about it. You can create an Inbox Rule that identifies messages with the project name in the subject line and sends them to a specific folder, making them easier to locate and review.

Inbox rules in Outlook Web App

Sweep Rules

Sweep Rules are created within the main Mail app. Once you select an email, you’ll see the Sweep option along the top of the reading pane, with a variety of actions you can take on messages from that email’s sender. Be careful when setting up a sweep to delete any messages, as doing so will be very challenging – if not impossible – to reverse.

How to Use Sweep to Clean Up Your Office 365 Inbox

 

Advanced Query Search in the Outlook Web App

Need to fine tune your Office 365 Outlook Web App searches? Use Advanced Query Search keywords to find exactly what you’re looking for in Mail and Calendar. This document explains how to use AQS and contains a list of some of the most common AQS keywords.

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Search Video (mobile-friendly version)