Document Storage and Management

Task 1 – Saving to OneDrive for Business

In this task, we will look at how to use OneDrive for Business to access and save personal documents.

OneDrive is a cloud storage service that allows you to access your documents from anywhere. Cardiff Met's version of OneDrive, OneDrive for Business, is configured to be a secure storage location that complies with all relevant legislation.

/ Help? Take a look at the Using OneDrive Flash Guide:
tinyurl.com/CMet-OneDrive
  1. Open a web browser and visit: https://portal.office.com/
  1. Sign-in with your Office 365 account then choose the OneDrive web app from the menu.
  2. Create a new folder in your OneDrive, call it “Training Files”.
  3. The Managing Docs Files folder (C:\Managing Docs Files) on the hard drive of the computer contains some dummy files that can be uploaded to your OneDrive for Business area.
  4. Upload the “Conference Presentation 2016” file by using the Upload button on the toolbar.
  5. Use drag-‘n-drop to upload the “Budget 2016” and “Staff performance review” files.
  6. Create a new PowerPoint file and add some dummy text. Save the file directly to your OneDrive.

TIP: Office applications have built-in OneDrive integration, so can you save to OneDrive easily. When using other programs, such as Photoshop, you either need to use the Sync Client (Windows 10), or save the file elsewhere first then upload it (Windows 7).

OneDrive for Business is the place to save all your “personal” documents. By personal documents we mean documents you do not wish to share with other staff, or documents that you are working on privately in preparation for sharing with other staff.

Storing documents on OneDrive offers many benefits including:

·  Secure

·  Easily accessible from anywhere and on any device

·  Unlimited space for documents

If your personal documents are currently stored elsewhere (e.g. hard drive, USB pen drive, My Site) it is imperative that you move them to OneDrive.

Task 2 – Saving to SharePoint

In this exercise you will upload documents to a dummy document library on the SharePoint training team site.

/ Help? Take a look at the SharePoint How-To Guide
tinyurl.com/CMet-SharePoint

1.  Navigate to the SharePoint training site using the top navigation bar: Team Sites à Miscellaneous à Staff Training then choose the Example Library

2.  Open the document Managing Documents Questions.

3.  Type a question you have about SharePoint into the document then save it.

4.  Create a new folder “Shared Files [your initials]”

TIP: In reality, you would not create separate folders for each member of a team site, however in this induction there will be several people uploading the same file, so separate folders are needed.

5.  Upload the “Business Case Template” and “Learning Analytics” files from the Managing Docs Files folder (C:\Managing Docs Files) on the hard drive of the computer.

6.  Create a new document in Word and save it directly to the Example Library.

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