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Office Online - Manage our recent documents Tutorial

In this video, you will learn how to manage your recent documents using Microsoft 365. The video covers various features such as displaying documents by list or thumbnails, viewing the date of the last modification and activity, sharing documents with coworkers, managing access to documents, and interacting with documents using the three-dot menu.
This tutorial will help you efficiently organize and collaborate on your documents, enhancing your productivity with Microsoft 365.

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Description

Objectifs :

This document aims to provide a comprehensive overview of managing documents within the Office 365 portal, highlighting key functionalities such as sharing, accessing, and organizing documents effectively.

Chapitres :

Introduction to Office 365 Document Management
The Office 365 portal offers a dedicated space for managing your documents. This section introduces the various features available for organizing and accessing your files efficiently.
Viewing Documents
You can choose to display your documents in two formats: list view or thumbnail view. This can be done by clicking on the respective buttons on the homepage.
Recent Documents
In the 'Recent' tab, you will find a list of your latest documents. Each document entry includes the name, the date of the last modification, and the last activity performed. This feature allows you to track changes and identify who made the last modification by clicking the share icon next to the document's name.
Sharing Documents
You can share documents with your coworkers in several ways: directly via email, by copying the link, or through Microsoft Teams. If you own the document, you can manage access by opening the document, clicking on 'Share', and then selecting the appropriate options.
Managing Document Access
When you manage access, you will see a list of individuals who can view the document along with their permissions. If you do not own the document, you can only view this information without the ability to modify it.
Additional Document Interactions
The three-dot menu provides additional interactions with your document. You can access this menu by clicking on the three dots or by right-clicking in the document area. Options include opening the document in a dedicated app, accessing the online version, or locating files stored on OneDrive or SharePoint.
Favorites and Downloads
You can edit documents to suggested apps or add them to your favorites for quick access. Some files can be downloaded in PDF format with a single click. The 'Favorites' tab lists all documents you have marked as favorites.
Shared Documents
In the 'Shared with Me' tab, you can find documents shared between you and your coworkers. You can add new documents or access the complete list of your documents from this section.
Advanced Document Search and Filters
A new window provides additional filters based on where the document is shared, such as meeting files, cloud files, local files, or attachments. You can also perform keyword searches based on the document owner, date, or name. Filters on the right allow you to choose applications for more refined searches.

FAQ :

How do I manage my documents in Office 365?

You can manage your documents by accessing the homepage of your Office 365 portal, where you can view documents in list or thumbnail format, check recent modifications, and share documents with coworkers.

What options do I have for sharing documents?

You can share documents directly via email, by copying a link, or through Microsoft Teams. If you own the document, you can also manage access rights.

What can I do if I don't own a document?

If you do not own a document, you can view the sharing information but cannot modify access rights.

How can I filter my documents in Office 365?

You can filter documents based on various criteria such as the owner, date, document type, or by using the keyword search function.

What is the purpose of the three-dot menu?

The three-dot menu provides additional options for interacting with your document, such as opening it in a dedicated app or accessing its location on OneDrive or SharePoint.

Quelques cas d'usages :

Collaborative Document Editing

Teams can use Office 365 to collaboratively edit documents in real-time, improving productivity and ensuring that all team members have access to the latest version of a document.

Document Sharing for Project Management

Project managers can share documents with team members through Office 365, allowing for seamless communication and collaboration on project deliverables.

Organizing Files for Easy Access

Users can organize their documents into favorites and shared tabs, making it easier to access frequently used files and collaborate with coworkers.

Using Filters for Efficient Document Retrieval

Professionals can utilize the keyword search and filtering options in Office 365 to quickly locate specific documents, saving time and enhancing workflow efficiency.

Managing Document Access Rights

Document owners can manage who has access to their files and what permissions they have, ensuring sensitive information is shared appropriately while maintaining security.

Glossaire :

Office 365

A cloud-based suite of productivity applications and services offered by Microsoft, including tools like Word, Excel, PowerPoint, and OneDrive.

OneDrive

A cloud storage service from Microsoft that allows users to store files and access them from any device with an internet connection.

SharePoint

A web-based collaboration platform that integrates with Microsoft Office, used for storing, organizing, sharing, and accessing information from any device.

Document Management

The process of capturing, tracking, and storing documents to ensure easy access and management throughout their lifecycle.

Access Management

The process of controlling who can view or use resources in a computing environment, particularly in relation to documents.

PDF Format

A file format developed by Adobe that captures document text, fonts, images, and vector graphics in a device-independent manner.

Favorites Tab

A section in Office 365 where users can save and quickly access documents they frequently use.

Shared with Me Tab

A section in Office 365 that displays documents shared with the user by others, allowing for easy access to collaborative files.

Keyword Search Function

A feature that allows users to find documents by entering specific words or phrases related to the document's content.

Available in Microsoft365

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offers a dedicated space to manage your documents.

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This platform allows users to view and organize their files efficiently.

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In the recents tab of the search menu,

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you will find a list of all your latest documents.

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For each document,

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the date of the last modification and the storage location are displayed.

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This makes it easy to keep track of updates.

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With the search bar you can open a suggested app,

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go to a team's team SharePoint,

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or search for a document by file name or by person.

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To share a document with your collaborators,

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click the share icon next to the file.

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You can

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send it by email by setting access rights.

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Can edit

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Can review,

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view only,

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no download.

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Copy the document link to share it through another channel,

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such as messaging or chat.

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Or share directly through Teams,

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which sends the document to a Teams chat or channel if you're the owner.

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As the document owner,

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you can manage access.

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Open the document,

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click on share,

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then on manage access

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to see the list of people who can view it in the rights assigned to them.

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If you are not the owner,

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you will only be able to view this information.

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Simply click on the document to open the online version.

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The 3 dot menu provides further interactions with your document.

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Options include opening it in the dedicated app or viewing

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the location of the file stored on OneDrive or SharePoint.

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Click add to to include it in an event on your calendar

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or create a task in your to do.

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To find a document quickly,

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you can add it to your favorites and locate it in the corresponding tab.

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The download option allows you to save a copy of the document to your computer.

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Please note

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this copy is no longer synced to OneDrive.

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Changes made locally will therefore not be updated online.

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If you choose delete,

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the document is moved to the trash in your OneDrive.

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It remains recoverable for a period of time

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depending on your role,

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owner or user with the appropriate permissions.

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The convert to PDF option is available for Word,

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Excel,

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and PowerPoint files.

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It is used to share a document as read only

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or to keep a final version frozen.

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The type in more filters buttons allow you to

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quickly select and refine documents according to different criteria,

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so you can find exactly what you're looking for.

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The upload button opens or sends the file to a connected app or device,

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allowing you to work directly from the

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cloud or share it without creating duplicates.

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By using these different features

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you can manage your documents efficiently,

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quickly find what you need,

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collaborate easily with your colleagues and secure your files.

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This gives you a centralized environment to work,

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share,

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and organize your documents with ease.

Mandarine AI: WHAT YOU SHOULD KNOW

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