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Step 5: Documents

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On the left you see “My documents”. Here you’ll find, as you can tell by the name, your personal (work)files. In this section you can save documents that are convenient for work, but do not necessarily need to be shared with your colleagues. 

Under the second darker grey tab you see shared folders, in the photo on the right indicated by the name “Peter Inc Team Site”. These folders are meant for collaboration with others. By saving files in these folders, everything stays neatly and clear in one location and everything is accessible for the people who have the rights to access these particular files and folders.

It’s possible to hide folders in the menu of the document app. This can come in handy when you have access to a lot of folders from other departments, which you never need or use anyway. To hide these folders, you click the eye-icon above the list of folders. After that, you can select which folders you want to show in your document app.

5.1 Set the default Office editor

The administrator of an environment can enable/disable the option to open documents in local applications of Office. When this function is enabled, the user has the ability to open files in the web editor or in the local app. If one of the options is not available, it will automatically choose the option that is available.

Documents-set-open-preference Workspace 365

 

5.2 Make shortcuts to folders

Frequently use particular folders? Make shortcuts to your favourite folders.

  • Open the folder you use frequently.
  • Copy the shortcut/url from the browser bar.
  • Make a new shortcut and paste the copied link in the “Webpage” field.

You can also create bookmarks.

 

5.3 All documents, neatly in one place 

  1. With the "New" button you can easily create a new folder or file (Word, Excel, PowerPoint or OneNote).
  2. By clicking “Upload” you can select a document to upload to the folder you’re active in.
  3. You can, if you have the rights to, synchronize “My documents” and the shared folders to your device, so you can keep working on your files while you’re offline.
  4. Here you select which application you want to use; this is possible with online (standard) or local Office apps.
  5. Under “Manage” or by right-clicking on a file, you can Delete, Rename, Move or Copy a file.

When Office is not installed on your device or your version of Office is outdated (we recommend Office 2016), it’s not possible to use the option to open your file in a local app. If one of these two scenarios is the case, contact your IT service provider.
  1. Click “Download” to save documents to your device. Only do this when necessary, because this increases the risk you’ll lose the file if your device breaks down and colleagues can’t view the file.
  2. Through “Share” you can invite colleagues and make a link to share a document with others. Use this. This way you can keep collaborating in the same document and you won’t have multiple versions of the same document. If you want a document to be checked by someone else you can also select the option to share a “View only” version, so the other person can’t edit the document.

It is important to pay attention when you share a file as “View only” or as “Edit”

You have a document you have to send per e-mail? Then you won’t have to go to your mailbox first and search your folders from there to find the right document. Send them directly from the document app:

  • Click on “Share” and “Attach to e-mail”

or

  • Right-click on the file
  • Select “Attach to e-mail”
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