This page is designed to walk you through the use of OneDrive and Office Online. We use Word online as the example, however the same applies to Excel, PowerPoint and OneNote. A few other points to note beforehand:
- OneDrive is at the heart of Online Office
- You cannot share or invite others to collaborate on your own docs without OneDrive
- The office 365 dashboard, where most office 365 services are located is here – www.office.com
- Your primary email address is used to log on (username@berkhamsted.com) and the same password you use to log onto the computers in school
Accessing the Office 365 Dashboard for OneDrive and Office Online
There is one location where all Office 365 services are located:
If prompted to log in use username@berkhamsted.com and the same password you use to log on to computers in school. The Office 365 dashboard looks like the screenshot below:
Let’s take a look at OneDrive first – Here is the view of an empty / new OneDrive account:
Clicking New drops down a menu giving you options to create docs in the following online apps: Word, Excel, PowerPoint, OneNote.
Alternatively you can launch any of the Office Online applications from the Office 365 Dashboard.
When creating a new document, we recommend naming the file first. Do this by clicking the document name as indicated below:
You can now start working on your document. The document is being continually saved as you work on it.
Share the document at any time by clicking the Share button as indicated below:
Clicking Share brings up the sharing dialog box.
By default (without changing any settings) documents are shared with editing permission. Click the drop down menu as indicated below to change sharing options.
For example you may want to share with read-only permission therefore uncheck Allow editing as indicated below. Documents can be shared with everyone in the organisation (People in Berkhamsted Schools) or with Specific people. Documents cannot be shared outside the organisation. Please speak to IT before sharing data with 3rd parties.
Start typing and it will show the names of recipients after the first 2 characters.
Click on the name and add more if necessary.
When you click send the following confirmation screen appears.
Here is the email the sharing recipients receive.
If the recipient clicks on the Open button in the email it will take them straight into Word Online to edit the document.
A flag appears where the other participant’s cursor is located and if they are actively editing their name will show next to the flag as indicated below:
If you want to remove access or make the file read-only click Share and in the dialog box click the three dots (…) by the Send link title to bring up the Manage Access option.
