Guide 3 - SkyDrive Pro

Microsoft Office 365 is the new messaging and storage solution for the City of Edinburgh educational

establishments. Office 365 is a cloud based suite of tools which allows collaboration and provides a

considerable increase in storage space.

Office 365 has many features.

Available now - Outlook, Calendar, SkyDrive Pro, Office Web Apps, Lync

Coming soon - Newsfeed/Yammer, Sites

25

Guide 3 - SkyDrive Pro

1. SkyDrive Pro on the web

2.

SkyDrive Pro on your PC

3.

SkyDrive Pro on your iPad

25 GB storage per user in SkyDrive Pro

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1. SkyDrive Pro on the Web

As part of Office 365, every user has a file storage area in the cloud called SkyDrive Pro. You can access SkyDrive Pro on a range of devices using a web browser. (NB Refer to Guide 1 – Email to see how to access Office 365 on the web).

Your Documents Click here to access SkyDrive

Documents shared with you

2. SkyDrive Pro on Your PC

(optional, staff only)

Skydrive Pro can also synchronise with a folder on your BT computer. This allows you to access your Skydrive Pro files directly from a local folder rather than through a web browser. Please note, this is only available for staff as allowing pupils to synchronise their files to multiple computers in this way could adversely affect network performance.

Then click Sync now Log in to Office 365 and

click on the SkyDrive tab

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You should see this happening

Click Sync now again

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The next time you try to save a file to your SkyDrive Pro, make sure that you select Documents

3. SkyDrive Pro on Your iPad

You can access your Office 365 SkyDrive Pro files on your iPad using the SkyDrive Pro app (free to download). Once you have signed into the app, you will see all your files and folders. Tap any item to open it.

View your SkyDrive Pro files

Labels under each item tell you when it was last updated, and if it’s currently shared. A download symbol appears if a file is available for viewing offline.

There are three options for viewing your files:  Tap Files to show all files

 Tap Recent to show files you’ve opened most recently

 Tap Offline to show files you’ve made available for viewing when you’re not connected

View files when you’re offline

You can download SkyDrive Pro files to your iOS device to make them available for viewing when you’re offline. 1. Tap the file you want to download to open it

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The file is now listed when you tap Offline. Note the following details about viewing files offline:

 The offline version of the file is simply a downloaded copy. If you edit this file, updates don’t synchronize with the version in SkyDrive Pro.

 If a file you’ve downloaded is subsequently updated in SkyDrive Pro, a “New version available” label appears in case you want to download an updated version of the file.

View and edit a document from the SkyDrive Pro app on an iPhone

When you open a Word, Excel, or PowerPoint document in the SkyDrive Pro app you can view and edit it from the Office Mobile app on your iPhone. To do this you must have Office Mobile for iPhone installed on your device. The Office Mobile for iPhone app is available as a free download from the App Store if you have a qualifying Office 365 subscription. You can also open another app to view the document.

Note: If you’re opening a non-Office file, your only option is to open it in another app.

View and edit a document in the Office Mobile app on your iPhone

1. In SkyDrive Pro, tap the Word, Excel, or PowerPoint document you want to open. A read-only version of the file opens.

2. Tap the Edit icon Office Mobile launches and you can now edit the document on your phone.

Open a document in another app on your iPhone

1. Tap the document you want to open. A read-only version of the file opens 2. Tap the Edit icon

3. Tap Open in Another App. Select the app you want to view the document with

Important: If you select the Open in Another App option, don’t select the Office Mobile app from the list because it creates a duplicate, offline copy. If you decide you want to open the document with Office Mobile, follow the steps above in View and edit a document in the Office Mobile app.

View and edit a document from the SkyDrive Pro app on an iPad

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Edit Office documents with Office Web Apps in the Safari browser on your iPad

1. In SkyDrive Pro, tap the Word, Excel, or PowerPoint document you want to open. A read-only version of the file opens.

2. Tap the Edit icon . This launches the Safari browser

3. On the Office 365 sign in page, type your username and password and sign in 4. To edit the document, tap Edit in Browser at the top of the page

5. Tap the Save icon to upload your changes to the server

Open a document in another app on your iPad

1. Tap the document you want to open 2. Tap the Actions menu icon .

3. Tap Open in Another App. Select the app you want to view the document with

View, edit, or share a OneNote notebook from the SkyDrive Pro app

You can share a OneNote notebook in the SkyDrive Pro app. If you have the OneNote app installed on your device, you can also view and edit a OneNote notebook. The OneNote app for iPhone or iPad is a free download in the Apple App Store.

View and edit a OneNote notebook from the SkyDrive Pro app

1. Tap the notebook you want to open. Information appears about the notebook such as where it’s located, when it was last modified, and who it’s shared with

2. To edit a notebook, tap the Edit icon The OneNote app launches to open the notebook. You can now view or edit it if you have write permissions. For more information about using the OneNote app, see OneNote for iPhone Help or OneNote for iPad Help

Share a OneNote notebook

1. To share the notebook, tap the Share icon

2. Tap + to add the name of the person you want to share it with 3. Select whether you want to let the recipient edit the notebook 4. Tap Add when you’re done

Change sharing permissions to a notebook

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Rename a file

1. Open the file you want to rename 2. Tap the Rename icon

3. Enter a new name and then tap OK

Note: You can’t rename folders in the app. To rename a folder, go to the site in a browser. For more information,

see Create or delete a folder in a list or library

Delete a file

1. Open the file you want to delete

2. Tap the trash can at the bottom of the screen 3. Tap OK

Create a folder

1. Tap Files.

2. If you want to place the new folder inside an existing folder, tap the folder to open it 3. Tap the Action menu icon and then tap Create a Folder

4. Name the folder and tap OK

Share SkyDrive Pro files and folders

You can share files in your SkyDrive Pro with people in your organization.

Note: Sharing a file with someone outside your organization is only possible if your O365 tenant administrator has activated that feature. For more information see Share sites or documents with people outside your organization

Share a file

1. Tap the file you want to share

2. Once the file opens, tap the Share icon

If you’re already sharing the file, you see a list of the people sharing the file. Otherwise, you see a note saying “This item isn’t shared”

3. Tap the + icon at the top of the Share dialog

4. Tap the Share with box, and enter the email address of the person you want to share the file with.

Alternatively, tap the + icon and select a name from your contact list

Note: You can share a file with only one person at a time. If you want to share with more people, repeat this procedure.

5. Set the sharing permission for the person you’re inviting to share the file. The default setting is Let recipient edit

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Change sharing permissions

1. Tap the file for which you want to change sharing permissions 2. Once the file opens, tap the Share icon

3. Tap the name of the person whose permissions you want to change 4. Tap the permission setting you want

Stop sharing a file with someone

1. Tap the file you want to stop sharing 2. Once the file opens, tap the Share icon

3. Tap the name of the person you want to stop sharing the file with 4. Tap Remove Permissions

Upload files to SkyDrive Pro

You can upload files you’re storing in other services, such as SkyDrive, to SkyDrive Pro. This includes any pictures or videos stored in the picture library of your iOS device.

1. Open the service in which you’re storing a file you want to upload 2. In the service, open the file

3. Tap the Actions menu icon

4. Tap the “Open in…” option that appears in the service. In some services, such as SkyDrive, the option name is “Open in Another App”

5. Tap Open in SkyDrive Pro This opens the SkyDrive Pro app

Find our helpsheets on the Orb:

http://tinyurl.com/edi365docs

…..and additional resources on our website:

http://digitallearningteam.org/microsoft/office365/

Digital Learning Team

The City of Edinburgh Council | Children & Families

Wester Hailes Education Centre | 5 Murrayburn Drive | Edinburgh | EH14 2SU