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storing your files in the cloud where they can be shared for collaborative
working if required is a great idea you don't have to send your files by email
or file transfer and Dropbox was probably the first well-known example
today there are many different options and office 365 comes with its own
version onedrive if you installed office 365 you already have onedrive and to set
it up open your windows taskbar find onedrive under "O" and click to open it
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you'll find a setup screen enter the email address for your office 365
account and you'll be asked for the password enter it and windows will set
up your onedrive account for you you can sync your onedrive files to your PC
which means that you'll always see the most up-to-date version of your data and
that's it you currently get 5 gigabytes of storage
for free but you can buy additional storage if you need it and this compares
well with Dropbox's 2 gigabytes of free storage so now we have onedrive setup
let's open it and see how it works right-click on the windows taskbar icon
to open File Explorer you'll see that I have two onedrive accounts a personal
one and one for my eTop Technology account let's open the eTop Technology
account onedrive lets you select the options you want on your quick access
toolbar as I select them you'll see them added to the ribbon
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I can place the toolbar below the ribbon if I want but I prefer it at the top
now it's good practice to group your files in folders so first let's add a
new folder by using the toolbar I'm going to put my staff documents here so
I name it staff matters you can see where you are by following the
breadcrumbs here and for quick navigation they're clickable too on my
desktop I've got an Excel spreadsheet I'm working on for the staff BBQ I want
to store it somewhere and I want to share it with the team organizing the
food and drink so a good place would be the folder staff matters and to move it
all I have to do is right click hold and drag it to the open folder if I left
click and drag Windows will simply create a copy and place it in the folder
but if I right click and drag Windows gives me the options to copy move or
create a shortcut I want to move the file I don't want lots of copies being
created so I simply make my choice to move it and the jobs done you can see
it's in the correct folder and now let's try to share it you'll see that if I
select the whole folder the sharing icon is greyed out and that's a bit confusing
at first because you might think that you can't share a folder but let's
explore the sharing ribbon you can email the complete folder or compress it in a
zip file you can burn it to CD or DVD or even fax the whole thing and who apart
from lawyers uses fax these days however if we open the folder and select the
individual file the sharing icon is no longer greyed out click it and you'll
find some additional sharing options you can share it on these apps as well great
idea you can display your files in a variety of ways if you're used to
Windows 10 these will be familiar and finally
let's look at the various sharing options you can choose to share the file
or folder with your homegroup and even create a homegroup if you don't have one
or you can choose to share it with specific people rather than sharing it
with everyone onedrive lets you select someone by their email address and will
email them a link to the file so that they and only they can open it and if
you want to stop sharing simply go to the sharing ribbon and click the stop
sharing icon simple now if you're wondering what the little green tick is
on your files that simply means that they're synchronized if it's not there
it's best to wait for it that way you don't lose any data so that's a start on
onedrive a simple free way to store and share your files that comes free with
office 365 if you want to know more contact eTop Technology we're here to
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eTop Technology, Inc.