Here are my top 10 OneDrive for Business tips and tricks. OneDrive for Business
is a component of the Office 365 suite of applications. This powerful tool
offers you easy sharing, enhanced security, and convenient mobility with
all your files. Here are my top 10 favorite OneDrive for Business tips and
tricks. Number 1 - Version History. When you log into the Office 365 portal and go
into OneDrive you'll see a list of files. If you drill down into individual files
you'll notice that there is a dot dot dot on the right of each file. This
brings up a menu when you click on it and there's an option for version
history. One of the great features of OneDrive is that every change that
you've made of this file and saved becomes a different version and you have
choices to click on one and restore it. You can also open files that are older
and see what they looked like before you made changes. It gives you great
flexibility to recover when you've damaged a file and be able to look at
the changes over time. Number 2 - File Share Externally. One of the great
features of OneDrive is the ability to share files externally outside of your
organization. As long as your admin has given you the right to do this you can
come into the menu for a file, click the Share option, and by default it sets it
to your organization only but if you change this to specific people you can
put in the name of an external email address and it recognizes this as
outside of your organization. You can add a message and hit Send and that person
will receive an email with a link to the file that you just presented and they'll
be able to access it directly. You can also click this button to copy the link.
Copy it and paste it into another email or some other document so that when
people click on that reference they'll be able to get to the
file and the good news is you can share files up to 15 gigabytes which means
there's no more need for an FTP download site. For anything large you can actually
share it all from OneDrive. Number 3 - Sync Local Files. The real power of OneDrive
is synchronizing your local files. You can do this by clicking the Sync option
at the top of the OneDrive menus. When you sync it creates a OneDrive location
that contains the same files and folders as what's stored in your OneDrive in the
cloud. As you work on files from either location they will synchronize and keep
both places current. This allows you to take your computer, go on a flight where
you have no internet access, edit documents, and as soon as you plug back
into the internet it will synchronize the files back up to the cloud so that
you're back in sync again. You no longer have to worry about what state the file
is in because OneDrive manages that for you very well. Since office 365 gives you
five licenses for your office apps you can do the installation of the office
applications on your local home computer and your office computer and have them
both synchronize to the same file location in OneDrive. That means you can
work on a file at work make changes to it and then when you get home you can
open that same file with the updates. This gives you a great deal of
flexibility working mobile. Number 4 - Co-authoring.
Co-authoring gives you the ability to have multiple people working on the same
document at the same time and you can see live edits. When you create a
document in Word, Excel, PowerPoint and any other office applications you can
share that document with another user. When you open it and make sure to edit
the workbook in the browser because it has to be on the online version. The
other user can open that same document online and now when I make changes those
changes show up on the other person's screen as well and when they make
changes you see they're live changes at the same time. It gives you the ability
to collaborate together all shared through your OneDrive sharing feature.
Number 5 - Drag Files to Upload. No need to do anything special to get files
into OneDrive. If you have your portal open all you have to do is take a file
and drag and drop it right on to the desktop. It'll automatically upload that
file into the folder that you're located at and synchronize it back to your C
Drive if you've got the syncing turned on. Number 6 - Recycle Bin.
Separate from the version history is the recycle bin. If you take a file and you
delete it, it will move it into the recycle bin in a way that you can click
on it and restore it back to the original location. Files will be stored
in the recycle bin for 90 days by default. After 90 days they will be
permanently deleted. Number 7 - OneDrive Mobile App. OneDrive's available as a
mobile app. When you open it up it'll show you the same folders that you have
on OneDrive. You can go into a folder and see the individual files and you can
even click on a file like this Excel in the mobile app. Office 365 gives you five
mobile licenses in addition to your five other licenses and it includes Word,
Excel, PowerPoint, and the other Microsoft Office applications. Number 8 - Shared
With Me. We saw how you can share documents with other people but when
people share them with you those files are located in the Shared With Me folder.
This shows you all the files that have been shared to you from other
individuals in your organization. The nice feature about this is you can edit
these documents and view them if they've given you permission and the changes
that you make will actually be updated on the other person's OneDrive location.
So it gives you the ability to share documents, edit them just like they're on
a network shared drive location. Number 9 - Search Everything. OneDrive has a
great search tool. I even think it's better than some of
the other applications in Office. Up in the upper left corner of the OneDrive
area you can do a search for everything. So if I type in a keyword and hit enter
it does a search for that word in all of your documents on your OneDrive folder.
You can come down here and select from the different applications
like Excel and it filters out just the Excel documents and I can
change the dates to go back only three months and now I found my file. It's a
great search filter capability and makes it really easy to find documents
anywhere on your OneDrive. Number 10 - Tile Preview. In the upper right corner of
OneDrive you have a View Items with Tile Previews button. If you click that it
changes the formatting so that you can see it in tile format. It does show all
the folders but if you go into a folder it will actually show you the individual
files with a little preview window so you can get an idea of what the document
looks like much better than in a list form and if you want to change it back
just click this button again. That concludes the top 10 OneDrive for
business tips and tricks. Don't forget to take a look at the other playlists for
tips and tricks which includes Word, Excel, PowerPoint, Skype for Business, and
more tips and tricks to come. Thanks for watching. Hey, if you want to see more
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