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- Organize Files That Work On Both Mac And Microsoft Word
- Organize Files That Work On Both Mac And Microsoft Word
Jul 29, 2014 To enhance your experience of capturing content in to OneNote we’ve introduced additional copy and paste improvements this release for both iOS and Mac. If you are doing some research for a project at home, school or work, you can now copy formatted content from websites or other apps and paste in to your notes on any of your devices. On a computer running Microsoft Windows, the window you use to look at a library or folder. File Management. Opening, closing, saving, naming, deleting, and organizing digital files. Used to find and organize files, folders, and apps on a Mac computer running Apple OS X.
One of the best ways to set up file storage and sharing for your business is to use OneDrive and a team site together. This is ideal if you have a small business with a few employees.
Watch a short video about where to store files in Office 365.
If you found this video helpful, check out the complete training series for small businesses and those new to Microsoft 365.
Where you can store documents in Office 365
- OneDrive is designed for individual use, with the occasional sharing of files.
- A team site is designed for sharing and collaborating on files regularly. A team site is ideal for storing files that have shared ownership where several people own the files and might collaborate on them. Create a Microsoft Team to add a team site. Learn more at Create a team in Teams.
Both OneDrive and team sites provide anywhere access for you and your employees.
Here are recommendations for what to store in each location when you use OneDrive and team sites together:
Storage location | What it's for | What to store here |
OneDrive | Storing content in OneDrive is like storing files on your computer; no one else can easily access them. For more info, see What is OneDrive for Business? | Business files that other team members won't need to collaborate on or access regularly. |
SharePoint team sites | Collaboration. When you create an Office 365 group (for example, in the Microsoft 365 admin center, in Outlook, or by creating a team in Microsoft Teams) a SharePoint team site is created for that group. Likewise, when you create a new SharePoint team site from the SharePoint home page or from the new SharePoint admin center, it also creates an Office 365 group. For more info, see What is a SharePoint team site? and Create a team site in SharePoint Online. | Files that have shared ownership. We recommend separate team sites for each unit of work in your organization. For example, to keep personnel and financial documents private to a small team, create a separate team site. |
Note
SharePoint also has other types of sites you can use for your business. You can use communication sites in your intranet to publish information for a broad audience. And you can use hub sites to connect sites in your intranet.
Start using OneDrive and your team site
Team members can store their own files in OneDrive
Each person in your business who has an Office 365 license assigned (and SharePoint Online selected) gets OneDrive cloud storage. They can store business-related files here for access from any device, and they are only available to that user. For example, they might store a draft proposal, their meeting notes, or the script for a demo they're going to deliver.
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Employees can also share OneDrive files and folders. If an employee is away or leaves the company, others can access shared files stored in OneDrive.
Here's how each person on your team can set up OneDrive and share files.
- Go to the Office 365 Portal, and sign in with your user name and password.
- From the App launcher, select OneDrive.
- In OneDrive, team members can store their own business-related files. You can share either individual files, or a whole folder. Pick a file or folder, right-click, and then choose Share.
- On the Send Link page, leave the default selection Anyone with the link can view and edit.Type names or email addresses of team members who you want to have access to the folder, and add an optional message.If you want your own copy of the email that will be sent, add your email address to the list.
- When you're done entering who you want to share with, select Send. The email is immediately sent to the people you invite.
- Here's what the email looks like.
Upload files to a team site for online collaboration
Team sites come with a place to store files, called a document library.
Here are the steps to add files:
- On the home page of your team site, choose Documents from the left-hand navigation menu. This will take you to your Documents library.
- While you're still signed in to Office 365, open Windows File Explorer from your taskbar or other location. Go to the files you want to upload to your team site.
- Select the files you want to upload to your team site, and then drag them to the Document library.
- When you're done, the files will be stored in both your team site and your computer.
- You can delete the files from your computer. In the next step, Sync online files with your PC or Mac, you're going to create a new location for these files on your computer.If you have a lot of files or large files to upload to your team site, read these tips on uploading large or many files to a library.If you need more storage space, see Change storage space for your subscription.
Sync online files with your PC or Mac
Now that you have files on your team site, you can set them up to sync with your PC or Mac. This way, you can work on your files from your PC or Mac instead of working in Microsoft Edge, Chrome, or another browser. It's also useful to have a version of your files synced on your computer for situations when you need to get to a file and you aren't connected to the Internet.
After you set up files to sync with your computer, when you're connected to the Internet, they'll be synchronized automatically.
Here's how to synchronize files on your team site with your desktop:
- On the home page of your team site, choose Documents from the left-hand navigation menu. This takes you to your Documents library.TipWhen syncing files on your team site, you're syncing each file library on the site, not the entire site.
- Choose Sync to synchronize all the files. Or browse to the specific folder you want to sync.
- If prompted to switch apps, choose Yes. OneDrive is the process doing the synchronization.
- If you then get a Set up OneDrive prompt, sign in with your work or school account.
- If you haven't yet synced your OneDrive, you might see a This is your OneDrive folder screen. Check the path under Your OneDrive folder is here. Choose Change Location if you want to use a different path, and then select Next.
- The files in your team sites will appear in the left pane of File Explorer under the name of your organization. The files in OneDrive will appear under 'OneDrive - <Name of Organization>'
- Test the synchronization by opening a file in the team's folder on your computer. Make a change, and then choose Save.
Best practices for file storage and sharing
Here are a few tips for getting the most from OneDrive or your SharePoint team site. Can you get word to read out loud mac.
File storage and collaboration recommendations for other types of small businesses
- Sole proprietorships: Use OneDrive to store your own files and share them with customers on a case-by-case basis.
- Co-ownerships: Both owners use OneDrive and share files back and forth.
- Businesses with external clients or partners who need access to files: Create a new team site to store and share documents intended for a specific customer. Set up the site to allow access to only that customer. You then don't need to worry that one customer will accidentally get access to information intended for another customer.
Keep private files private
When you store a file in OneDrive it's only accessible by you, unless you share it with others. When you share files, you can choose to create a link that can be forwarded, or to share with only specific people. You can also create separate folders in OneDrive for different purposes such as public, personal, or for individual projects. Each folder can be shared with a different person or group, or nobody else at all.
For more information on sharing, also see Share files and folders with Office 365.
Track how much space you have left
To see how much storage space you have left in OneDrive, see Manage your OneDrive for Business storage.
What files can be stored in OneDrive and a team site?
While you can upload almost all types of files, some file names and characters in file names aren't allowed. For more info, see Invalid file characters and file types in OneDrive for Business.
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Enable or disable third-party storage services
You can enable third-party storage for your users in Office 365 so they can store and share documents using services like Dropbox in addition to OneDrive and team sites. This can be a great way to provide services that your users may already be using or prefer to use for business projects. If you don't want people in your organization using Office to open files in a third-party service, follow these steps to turn it off.
Important
Third-party storage is enabled by default so you need to perform these steps right away if you don't want it available to your users.
- Sign in to to the admin center.
- Go to the Settings > Settings page.
- On the Services tab, select Office on the web.
- Select or deselect the check box to turn third-party storage on or off, then select Save changes.
Next steps
- Customize your team site for file storage and sharing. This step-by-step tutorial shows you how to you can take advantage of more storage and collaboration features.
- Set up Office apps on your tablets and phones. You need to do this so you can edit files that are stored in OneDrive and on team sites from your tablet or phone. If you don't install the Office apps for your tablet or phone, you'll be able to view the files but not edit them.
It’s been one year since we introduced Microsoft 365, a holistic workplace solution that empowers everyone to work together in a secure way. In that time, Microsoft 365 seats have grown by more than 100 percent, building on the more than 135 million commercial monthly Office 365 users, 200 million Windows 10 commercial devices in use, and over 65 million seats of Enterprise Mobility + Security.
This momentum is driven by customers—in every industry—who are transforming their organizations to enable high performance from a workforce that is more diverse, distributed, and mobile than ever before. Microsoft 365 is designed to empower every type of worker—whether on the first lines of a business, managing a small team, or leading an entire organization.
Today, we are introducing four new ways Microsoft 365 connects people across their organization and improves collaboration habits, including extending the power of Microsoft Teams and new AI-infused capabilities in Microsoft 365.
1—Try Microsoft Teams, now available in a free version
To address the growing collaboration needs of our customers, last year we introduced Microsoft Teams, a powerful hub for teamwork that brings together chat, meetings, calling, files, and apps into a shared workspace in Microsoft 365. Now, more than 200,000 businesses across 181 markets use Teams to collaborate and get work done.
Beginning today, Teams is available in a free version worldwide in 40 languages. Whether you’re a freelancer, a small business owner, or part of a team inside a large organization, you can start using Teams today.
The free version includes the following for up to 300 people:
- Unlimited chat messages and search.
- Built-in audio and video calling for individuals, groups, and full team meetups.
- 10 GB of team file storage plus additional 2 GB per person for personal storage.
- Integrated, real-time content creation with Office Online apps, including built-in Word, Excel, PowerPoint, and OneNote.
- Unlimited app integrations with 140+ business apps to choose from—including Adobe, Evernote, and Trello.
- Ability to communicate and collaborate with anyone inside or outside your organization, backed by Microsoft’s secure, global infrastructure.
This new offering provides a powerful introduction to Microsoft 365. Teams in Microsoft 365 includes everything in the free version plus additional storage, enterprise security, and compliance, and it can be used for your whole organization, regardless of size.
As we advance our mission to empower every person and organization on the planet to achieve more, what’s most exciting are the stories of customers taking on big projects with a small workforce, such as The Hustle Media Company—who helps movers, shakers, and doers make their dent in the world. Their popular daily email provides their audience with the tech and business news they need to know.
“As a media company that nearly quadrupled in size over the last year, it became apparent we needed a solution to connect all of The Hustle’s offices. As previous Slack users, we found that Microsoft Teams has all the features that other chat-based apps bring, but the teamwork hub allows everything to live in one place.”
—Adam Ryan, vice president of Media at The Hustle
—Adam Ryan, vice president of Media at The Hustle
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Or, take it from Urban Agriculture Company, a small business specializing in organic, easy-to-use grow kits of vegetables, flowers, and herbs. After landing on Oprah’s favorite things, founder Chad Corzine turned to Microsoft 365 Business and Teams to manage communication among his rapidly growing departments, onboard employees, and protect customer data.
2—Use new intelligent event capabilities in Microsoft 365
Today, we’re also introducing new capabilities that allow anyone in your organization to create live and on-demand events in Microsoft 365. Events can be viewed in real-time or on-demand, with high-definition video and interactive discussion.
AI-powered services enhance the on-demand experience with:
- A speaker timeline, which uses facial detection to identify who is talking, so you can easily jump to a particular speaker in the event.
- Speech-to-text transcription, timecoding, and transcript search, so you can quickly find moments that matter in a recording.
- Closed captions to make the event more accessible to all.
Events can be as simple or as sophisticated as you prefer. You can use webcams, content, and screen sharing for informal presentations, or stream a studio-quality production for more formal events.
3—Leverage analytics to build better collaboration habits
We’re rolling out the preview of a new Workplace Analytics solution, which uses collaboration insights from the Microsoft Graph, to help teams run efficient meetings, create time for focused work, and respect work/life boundaries. Organizations can use aggregate data in Workplace Analytics to identify opportunities for improving collaboration, then share insights and suggest habits to specific teams using MyAnalytics.
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We’re also rolling out nudges, powered by MyAnalytics in Microsoft 365, which deliver habit-changing tips in Outlook, such as flagging that you’re emailing coworkers after hours or suggesting you book focused work time for yourself.
4—Work with others on a shared digital canvas with Microsoft Whiteboard
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Microsoft Whiteboard is now generally available for Windows 10, coming soon to iOS, and preview on the web. Whether meeting in person or virtually, people need the ability to collaborate in real-time. The new Whiteboard application enables people to ideate, iterate, and work together both in person and remotely, across multiple devices. Using pen, touch, and keyboard, you can jot down notes, create tables and shapes, freeform drawings, and search and insert images from the web.
Get started
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Whether you’re managing a new project or creating your own business, it helps to have your team behind you to brainstorm ideas, tackle the work together, and have some fun along the way. Take your teamwork to the next level and start using Teams today.
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Learn more about how Microsoft 365 enables teamwork below: