#1 - OneDrive and Teams Files
Transcript
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Alex Gallegos: Good morning.
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Alex Gallegos: Can everybody see my screen and hear me? Okay.
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Angel Walker: Yup, I can thank you.
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Gail Miller: I can as well
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Alex Gallegos: perfect.
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Alex Gallegos: Give people a few more minutes to see who joins us, and then we'll get started
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right? Well, we're a couple of minutes past the top of the hour here, so I'm gonna go ahead and get this party started
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Alex Gallegos: and then for anybody else that joins later they can follow along with us. And of course we are recording this session, and it'll be available for anybody that wants to view it after the fact. So thank you for taking some time out of your day to
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Alex Gallegos: go through some training with us. The idea is kinda to run these on a fairly regular basis, maybe once a month or so, and just talk through some topics that might be of interest to people on help. People get used to
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Alex Gallegos: or get more use out of some of the tool sets that we all have available to us. But there's not really. There's not really a manual that comes from Microsoft with
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Alex Gallegos: your installation of some of their tool set. And so we wanna go through some of that functionality, and make sure everybody is getting the most out of the tools that we have available. I checked the form before we got started. I didn't see that. Anybody had submitted any questions at any point. But if you do have any during the presentation, please feel free to use the
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Alex Gallegos: QA. Feature. Go ahead and throw a question in there, and I'll circle around and answer those at at the end of the presentation. But for the time being I just wanna go through a couple of quick demonstrations
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Alex Gallegos: of some of the features that are available in onedrive and team. Specifically, when it comes to file sharing. So let's take a look. I have a test machine out here. So I'm gonna go ahead and log in to this
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Alex Gallegos: and
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Alex Gallegos: start to look through
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sum of
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Alex Gallegos: some of these features. So first and foremost, we should have.
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Alex Gallegos: most everybody synchronizing files to onedrive by this point. If you look down in the tray. Icon probably have a little blue cloud by this point that says you're signed in. Your files are synchronized.
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Alex Gallegos: If that's not the case. For whatever reason, if this little cloud is, you know, Gray not filled in. Then you can go ahead and click on that. And it will ask you to put in your email address, and it will walk you through signing in. To make sure that you're actually synchronizing files out of onedrive into your machine.
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Alex Gallegos: You can also
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Alex Gallegos: double check the settings and just make sure that it is starting onedrive when you sign into windows and that it is set to back up your documents pictures and desktop. These settings should be managed by the it department but if, for whatever reason, you're not seeing the backups in place.
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Alex Gallegos: please feel free to reach out and let us know, so that we can get that taken care of for you.
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Alex Gallegos: see.
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Alex Gallegos: So one of the first benefits of having onedrive installed is that it synchronizes everything up to the cloud automatically.
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Alex Gallegos: So just as an example, if I right click here and I create a new word document. I'm just gonna call this new sample.
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Alex Gallegos: You can see that
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Alex Gallegos: pretty much right away. It notice that I made a new document on my desktop. It went ahead and uploaded that to the desktop folder in my backup and then made that
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Alex Gallegos: made that available out in teams, or out in onedrive.
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Alex Gallegos: so that I would be able to access it. And once I create a new document on my desktop in my documents directory or anything that's saved in my pictures Directory, it's automatically backed up and saved out to onedrive.
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Alex Gallegos: which means I don't have to remember to back up the files on my laptop because they're continuously being saved out to the cloud and, in fact, if I open this new document that we just created.
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Alex Gallegos: you can also see.
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Alex Gallegos: But it's actually set to auto save again, because I have this document uploaded to onedrive. So anytime I make changes to this file.
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Alex Gallegos: This is a change. You can see right away, it says saving. And then in just a few moments it'll say that that change has been saved.
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Alex Gallegos: And so that happens automatically in the background pretty much with every keystroke that I make in this document. So I never have to worry about. You know. Have I saved this document? No, enough. Am I going to lose any information? That sort of thing.
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Alex Gallegos: So the space?
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Oh, now let me also show you. There are also locations on
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Alex Gallegos: your machine that are not covered by
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Alex Gallegos: by onedrive right, we said. The desktop was covered, the documents Directory was covered, the pictures Directory was covered. But, for example, a document here in downloads, I have this recommendation letter that. That I downloaded from an email that somebody sent.
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Alex Gallegos: and you can see that this one is not automatically saving this document. So any changes I make to this document here.
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Alex Gallegos: This is a change. If I go to close this document, it still comes up and says, Hey, you made changes to this document. If you click, don't save.
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Alex Gallegos: then you're going to lose those changes when you close the document. So I have a couple of options. If I wanted this document to be covered under onedrive.
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Alex Gallegos: one thing I could do is move it to the documents directory.
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Alex Gallegos: and then it would be automatically synchronized through the onedrive client, and then it would show up in my onedrive. Another thing I can do if I want
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Alex Gallegos: is just go to office.com.
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Alex Gallegos: and once I'm signed in here I can hit these little, these 3 dots in the upper left hand corner so that I can pick from my apps, and if I go to onedrive here
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Alex Gallegos: and click on my files over on the left.
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Alex Gallegos: So here are the folders that are being synchronized again. Pictures, documents, desktop.
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Alex Gallegos: But look in desktop. We can see that new document that I just created a couple of minutes ago is available
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Alex Gallegos: for me, and it's already been uploaded.
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Alex Gallegos: Any changes I make to it up here on the web will be synchronized back down to my machine, and will be reflected so I could if I wanted to. Just take this document
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Alex Gallegos: and go to the Documents Directory.
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Alex Gallegos: and I could just drag and drop this file across here, and you'll see that it will start uploading it. And then there we go now. I have
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Alex Gallegos: uploaded to documents, and there we go. There's my recommendation letter, and it's been uploaded now. The one thing to be aware of. If you choose to upload files directly through the web interface
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Alex Gallegos: is, I do still have this file in my downloads directory, and I would absolutely wanna make sure that I delete that there once I've moved the file up into onedrive, because otherwise it would be pretty easy
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Alex Gallegos: to mistakenly keep working on the one in the old Directory, and then these 2 files would get out of sync with each other. And so that's obviously not something that I would want to have happen.
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Alex Gallegos: Let's talk for a minute about some of the status symbols that you can see here.
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Alex Gallegos: So recommendation letter is a good example. So we just dragged that across and uploaded it. And you can see this little empty cloud symbol which is basically telling me that this document exists in onedrive. It's stored out in the cloud. That means I don't technically have a copy of it on the
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Alex Gallegos: this computer
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Alex Gallegos: sitting in front of me right now. Which means, if I didn't have an Internet connection, I wouldn't actually be able to interact with that document because it hasn't been downloaded locally.
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Alex Gallegos: Now, all these, with the little hollow green circle, have been downloaded locally and basically onedrive, will open files for you on demand. So, for example, this expense report that was created out directly in the cloud is a good example. If I double click on that.
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Alex Gallegos: it's going to take just a minute to download that from the Internet, make a local copy, and you can see the icon changes now to the little green circle with check mark, exactly the same as several of the others.
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Alex Gallegos: And now I can open this document. Even if I didn't have an Internet connection, I would have a copy here locally. Now.
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Alex Gallegos: onedrive is, tries to be smart about looking at files that you haven't accessed in a long time, or files that are a little larger, and tries to
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Alex Gallegos: optimize the amount of space that it takes up on your machine, the idea being that you can have
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Alex Gallegos: more data stored out in the cloud, then you might have capacity for directly on your local laptop. But if you do know that there's a file that you'll be interacting with all the time you might need to access with or without an Internet connection. You do have the option to right click on the file
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Alex Gallegos: until it always keep on this device. And then that'll just turn that little check, Mark icon solid, and that tells you that this file is downloaded to the device and is not able to be removed unless
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Alex Gallegos: you then go back to the document and say, you know what? Actually free up space, and that'll actually pull it back out to the cloud.
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Alex Gallegos: Yeah, I know what I'm doing. Thank you. And in fact, we can even do this with some of the files that we pulled down on demand, too. If they're a little larger like this one same thing, I can do free up space and tell it. I don't need a copy stored locally on my machine
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Alex Gallegos: just needed out in the cloud. So it's easy to change how files are stored. And if you know, you're going to be traveling and need access to files while you're in the back of a car or on an airplane. That sort of thing.
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it's always
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Alex Gallegos: possible to synchronize files so that you can access them even if you don't have Internet connectivity.
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Alex Gallegos: And then the next time you do have an Internet connection, all of those changes that you made will be synchronized through the onedrive client, and it will upload all those changes so they're available. Everywhere that your files are.
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Alex Gallegos: So
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Alex Gallegos: let's look at one of these files in particular.
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Alex Gallegos: I'm going to make a quick change to this document.
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Alex Gallegos: Just leave a quick note for myself that says.
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Alex Gallegos: We need some new copy inserted in this location. And then if I
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Alex Gallegos: change my mind, or I realized that I made an error when I was editing a document. All is not lost. I can actually right click on the document. And if I go down to onedrive and check version history.
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Alex Gallegos: Then I can actually see pretty much all of the changes that I've made to this document. So as we saw it automatically saving with all the changes that we made, we can kind of step back
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Alex Gallegos: through that history of this document. And in this case, if I decide, you know that change I made 19 s ago. I don't really like that. I have a couple of options. One, I can view this version online to make sure that this really is the version that I want. And this is the way that I liked it. And yeah, sure enough,
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Alex Gallegos: now, that's actually not the version that I want. So let me
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Alex Gallegos: go back one more version and view this one online.
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Alex Gallegos: you showing me the current version. Think you are. Let's just see, because I want to restore this one.
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Alex Gallegos: Give me the files in use. Oh, aren't live demos fun.
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Alex Gallegos: Okay.
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Alex Gallegos: try this one more time, and if not, then we'll go to the web, and we'll do it through the web interface.
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Alex Gallegos: Alright. Well, there's always more than one way to skin a cat.
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Alex Gallegos: Now that you would want to
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Alex Gallegos: files
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Alex Gallegos: alright.
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Alex Gallegos: Version 5 store.
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Alex Gallegos: Alright. I don't know how I locked that document, but let's try a different document. So let's look at the version history of this expense report.
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Alex Gallegos: And so here we go. I've got 3 versions, and let's go back to version 2 point O of this document. So we'll go ahead and restore that. And there we go. So you can see it's basically taken version 2 point O, and it's made it into a new version, which is now version 4 point O, and it's the smaller file size document. So we can see that.
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Alex Gallegos: that, it's easy to kind of step back and go through and see what some of the changes are
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Alex Gallegos: to a document and restore previous versions as long as it's not locked for editing.
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Alex Gallegos: Another feature that onedrive gives us
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Alex Gallegos: is, let's just use this new sample document that we created. So if I delete this document.
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Alex Gallegos: so we get this notification that says. any file that we delete is removed everywhere, which is kind of what we would expect. So it's not just taken off of this machine. If we just wanted to take it off of this machine, we would right click it, and we would do free up space.
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Alex Gallegos: If we're deleting it, we're actually telling it. We don't want this file to exist anymore. But if that was an error, we can go to the onedrive recycle bin.
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Alex Gallegos: which is also out in the web interface, and just like the recycle bin on your PC. You can either empty the recycle bin if you're sure that that's a document that you wanna remove. Otherwise, if that was an error, you could just put a check mark there and say, Restore.
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Alex Gallegos: And that item should. There we go, show right back up.
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Alex Gallegos: Let's see. So let's talk about some of the
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Alex Gallegos: abilities that we get
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Alex Gallegos: when we store files in the cloud. Because we didn't necessarily it was much more difficult to do some of these tasks
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Alex Gallegos: before cloud files. So if I look.
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Alex Gallegos: for example at this spreadsheet.
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Alex Gallegos: So here we have just some revenue projections for some
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Alex Gallegos: for some products that were sold. And you notice, we have a few cells here where sales information is missing. So back in the bad old days, we used to have to take a document and either stick it on a file share somewhere, and only one person could open the file at a time, or we had to email it around and make sure that
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Alex Gallegos: one person made changes to the file, and then the next person made changes, and otherwise somebody had to merge all of their changes together. Right?
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Alex Gallegos: We don't necessarily have to do that anymore. Because now it's possible to collaborate on files. We can actually share files and then collaborate on them in real time. So let me show you how that works. So if I right click on this document.
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Alex Gallegos: I'm going to go down to Onedrive.
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Alex Gallegos: and I'm going to share this file with somebody.
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Alex Gallegos: and I'm going to share it with with my good colleague, Alex. I'm going to say, Hey, sales data is missing.
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Alex Gallegos: please add, if you
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Alex Gallegos: can. And I'm going to go ahead and send that link. And I can either just hit, send here, which will send kind of a generic templatized email.
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Alex Gallegos: Or I can copy this link.
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And I could go ahead and send a team's message.
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Alex Gallegos: And have
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Alex Gallegos: have that document available. Say
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not.
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Alex Gallegos: And I paste that document, and you'll notice that it paste in the longer link. And then it notices that it's like, Oh, wait! This is a shared link
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Alex Gallegos: and kind of converts it into a into a document, preview.
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Alex Gallegos: And so I can share that directly with the person that I want to make changes to it. If I did go ahead and send that as an email.
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Alex Gallegos: This is kind of what those emails look like. the person receives it says, Hey, this person re shared a file with you. Whatever message they typed in would appear there tells you what kind of file it is, and then tells you
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Alex Gallegos: is the link only for you? Or is it a link that you can forward on to other people? And we'll talk about some of those security settings in a couple of minutes.
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Alex Gallegos: But
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Alex Gallegos: the nice thing here
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Alex Gallegos: is that I can actually open that document.
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Alex Gallegos: and this allows us to collaborate
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Alex Gallegos: with each other in
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Alex Gallegos: real time on documents. So multiple people can be in a document editing all at the same time.
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Alex Gallegos: which which can be really helpful. So
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Alex Gallegos: let me show you what that looks like. Just need to open this on my end.
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Alex Gallegos: so you can now see that a new person has joined the workbook. You can actually see what cell they've highlighted and where they are.
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Alex Gallegos: where they're making edits and changes.
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Alex Gallegos: And if that person comes in and makes change and says, Oh, yeah, we sold 2,000 of these units
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and
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Alex Gallegos: 1,500 of these and
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Alex Gallegos: 974 of these.
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Alex Gallegos: So now this guest has made changes to
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Alex Gallegos: to this document for me. Even though it's still stored within my my file store.
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Alex Gallegos: and I didn't have to. I didn't have to move it through email. I didn't have to stick it on another file. Share that sort of thing.
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Alex Gallegos: Now
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Alex Gallegos: let's talk through some of the some of the things that we do need to be considerate of.
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Alex Gallegos: So you'll notice when I shared that file.
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Alex Gallegos: The default here is just to do that. Anyone that has
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Alex Gallegos: the anyone that has the link can make changes to the file. That's our default. I click on this, I actually get some more options
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for exactly how I want to share this file.
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Alex Gallegos: So like, I said, this is the default. Basically, this means that anybody that gets the link to this file, anyone on the whole wide planet will be able to log in and make changes to this file. So because that access is
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Alex Gallegos: so broad, we force you. If you do, sharing with anyone.
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we force you to expire that link.
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Alex Gallegos: and the default is that that expires in 90 days. So on day 91 come Valentine's day, if I try to click on this link
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Alex Gallegos: that's not gonna work anymore. And it'll just tell me I don't have access to this file.
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Alex Gallegos: but there are a couple of things that I can do differently. First of all I could just share it with people in my company. And I could say, You know, this link can be edited by anybody internal to the organization. But anybody external to the organization doesn't get access to it. If I do that, I don't have to have an expiry date on my link.
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Alex Gallegos: Otherwise I could also do specific people that I choose by name, and I could say that they're allowed to edit.
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Alex Gallegos: or I could say they're allowed only to view. I can do that with with any group. I can also block download, so I can say you can view this file, but you're not allowed to download a local copy of it. If I want to send
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Alex Gallegos: I don't know a confidential report that sort of thing. Then I can send somebody something that they can look at. But they don't get an option to save their own copy of, basically to prevent data from
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Alex Gallegos: spreading around from
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Alex Gallegos: one location to another by default. When I send a link to anyone you know, I send it to. I send a link to you, then you can forward it to somebody else, and they can forward it to somebody else and somebody else. There's really not any limit.
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Alex Gallegos: So the really the most secure option is to come down and choose this people you choose. And then, when we go back to say, You know, this file is only for
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Alex Gallegos: specifically 2 or 3 people and then send it to them. But
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Alex Gallegos: that is all up to you. And it depends on what type of data that you're sending across. I would just urge you to
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Alex Gallegos: use caution when you're sharing files, especially with somebody external to the organization and consider where data might end up.
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Alex Gallegos: Let's see.
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Okay.
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Alex Gallegos: so the other side. So I have the information that I need now in this file, what if I decide, I don't want to share it anymore. Right? So I can actually go down to onedrive here
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Alex Gallegos: and do manage access. So if I right click, go down to the onedrive icon and manage access.
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And I can actually see everybody that I've shared
00:37:10.590 --> 00:37:12.809
Alex Gallegos: this document with.
00:37:14.060 --> 00:37:19.949
Alex Gallegos: And I can actually go to the link that I shared, and I can remove it.
00:37:20.330 --> 00:37:33.070
Alex Gallegos: And that means that the link that I sent across across won't work for anyone anymore. As that's exactly what I want to achieve. So I'm gonna go ahead and remove that. And you can see now, I'm the only person
00:37:33.080 --> 00:37:43.070
Alex Gallegos: that has access to this document again. So once you share a file, it does not necessarily have to be shared forever, which
00:37:43.160 --> 00:37:45.860
is also useful.
00:37:47.530 --> 00:37:52.850
Alex Gallegos: You can also, if you have already sent a link to somebody.
00:37:52.920 --> 00:38:03.019
Alex Gallegos: Instead of generating a new one. you can always find those links again under manage access. and if we
00:38:03.460 --> 00:38:27.240
Alex Gallegos: look at the sharing links that we've already created. You can copy those. So if you've already shared a document with, you know, 5 people. And somebody says, Oh, I didn't get it. Can you send that again? You don't actually have to go through and share it a second time. You can just go copy the link and send that to them in an email or teams message so that they have access to it.
00:38:33.990 --> 00:38:37.360
Alex Gallegos: Another useful tool.
00:38:38.910 --> 00:38:52.750
Alex Gallegos: If I go out to onedrive on the web. I can actually see all the files that have been shared with me by somebody else, and I can also see all the files that I have shared with
00:38:52.850 --> 00:39:02.970
Alex Gallegos: anyone else, and I can also directly manage their access from here. So if I know I sent a document to somebody last week, but I can't remember
00:39:03.980 --> 00:39:12.469
Alex Gallegos: where exactly I stuck that document. I can easily go find all the files that I shared from here.
00:39:14.070 --> 00:39:22.109
Alex Gallegos: So everything we've talked about so far has been storing files in your
00:39:22.190 --> 00:39:34.390
Alex Gallegos: personal onedrive instead of storing them in teams. Right? And so when would you want to store things in teams versus in onedrive.
00:39:34.790 --> 00:39:50.400
Alex Gallegos: We've always kind of told people that the idea is that you get on drive for one person. So these are for your files that really you're the sole owner of, and you're the only person that needs to work on them.
00:39:50.480 --> 00:39:56.240
Alex Gallegos: When I'm deciding where to create a file. I tend to think of questions like.
00:39:56.670 --> 00:40:17.629
Alex Gallegos: if I was on vacation without cell coverage for a whole week would the other members of my department need access to this file. Does everyone on my team need access to this file, or only one other person? Maybe if the answer is that everyone needs access to it. I should probably
00:40:17.630 --> 00:40:29.540
Alex Gallegos: created in the team's file share if the whole department would need access to it. If I wasn't available. Same thing I should probably
00:40:29.570 --> 00:40:31.770
created in the team's file share.
00:40:35.370 --> 00:40:40.229
Alex Gallegos: and we can easily move files from one location
00:40:40.310 --> 00:40:41.490
Alex Gallegos: to another
00:40:41.560 --> 00:40:54.190
Alex Gallegos: cause. I realize it can be a little confusing to tell where some of these files are right. Cause teams shows us files a whole bunch of different places. It shows us files in chat with other people.
00:40:54.830 --> 00:41:21.150
Alex Gallegos: It shows us this files icon, which is actually just what's in my onedrive again. So I realize that can be a little confusing. And then, if you are a member of any teams, every channel in teams also has a section for files, and so that can be a little confusing. Basically, any files that are
00:41:21.250 --> 00:41:27.559
Alex Gallegos: in chat are basically files that are between you and the person that you're talking to
00:41:27.990 --> 00:41:36.969
Alex Gallegos: any files that are uploaded to a team channel everybody in the Channel automatically gains access
00:41:37.490 --> 00:41:39.800
Alex Gallegos: to those documents. So
00:41:40.890 --> 00:41:41.990
Alex Gallegos: it's
00:41:42.040 --> 00:41:50.099
Alex Gallegos: pretty easy to move a file. If you decide that really it belongs in
00:41:50.420 --> 00:41:51.580
Alex Gallegos: a team.
00:41:52.360 --> 00:41:56.589
Alex Gallegos: And let's go back to our documentation manual.
00:41:57.660 --> 00:42:04.490
Alex Gallegos: We'll use that as an example, and we'll say, you know what this really belongs in? In this
00:42:05.000 --> 00:42:15.109
Alex Gallegos: teams channel in the files section. So exactly the same as we talked about. When we were moving files up to onedrive.
00:42:15.230 --> 00:42:31.820
Alex Gallegos: We can just click and drag and drop and upload this file, or we can use the upload menu and go find a file to upload from our machine that will absolutely work. But if I do that
00:42:32.560 --> 00:42:38.799
Alex Gallegos: once again, you'll notice that when the file is created up here.
00:42:39.170 --> 00:42:49.919
Alex Gallegos: There's still one over here in my onedrive, but this can be even a little more confusing, because when I open this file up in word.
00:42:52.880 --> 00:42:57.069
Alex Gallegos: it's going to continue to tell me that it's automatically
00:42:57.080 --> 00:43:07.019
Alex Gallegos: saving the document in the upper left hand corner. And so it would be really easy to make a mistake between
00:43:07.050 --> 00:43:22.920
Alex Gallegos: the document in one location on the document in another location. So if you do that, you want to make absolutely certain that you delete the source file. Once you've moved the document up into teams.
00:43:23.550 --> 00:43:26.729
Alex Gallegos: One other option that we have
00:43:29.250 --> 00:43:35.130
Alex Gallegos: is to go to your files on the web portal. This does have to be done
00:43:35.210 --> 00:43:41.470
Alex Gallegos: through onedrive on the web. But if I go down to my documents here
00:43:41.970 --> 00:43:47.739
Alex Gallegos: and find exactly the same document, then the other thing I can do is click this little 3 dots menu.
00:43:47.780 --> 00:43:51.709
Alex Gallegos: And I can actually say, you know what I want to move this document.
00:43:53.610 --> 00:43:56.069
Alex Gallegos: I want to move it to
00:43:57.130 --> 00:43:58.920
Alex Gallegos: once. This loads
00:44:03.190 --> 00:44:12.759
Alex Gallegos: things a little sluggish today. Once I do move, I can say, you know what I don't wanna just move it to somewhere in my files. So I'm gonna do more places.
00:44:12.780 --> 00:44:23.230
Alex Gallegos: And this will show me all of the shared libraries I have access to, which is basically the teams that I'm a part of, I'm gonna say, yep, I want it to be part of this demonstration team.
00:44:24.020 --> 00:44:31.310
Alex Gallegos: and I want it to go into the Widget production channel, and I'm just gonna say, Move here.
00:44:33.520 --> 00:44:52.240
Alex Gallegos: And if I do that, then I don't have to think about deleting it from my onedrive, because that's actually going to happen automatically. You can see it disappears here, and in just a few moments we should see it show up in teams here as well.
00:44:53.390 --> 00:44:54.640
Alex Gallegos: So
00:44:55.640 --> 00:45:05.760
Alex Gallegos: sharing in in teams works exactly the same way as it did in onedrive
00:45:05.870 --> 00:45:11.139
Alex Gallegos: so I can look at files that have been
00:45:11.200 --> 00:45:23.820
Alex Gallegos: stored in teams. Now, like I said, these are already available to everybody. That is a member of the Channel in teams, but I can also share them with
00:45:23.920 --> 00:45:27.119
Alex Gallegos: other members of the organization.
00:45:27.190 --> 00:45:39.889
Alex Gallegos: The one difference in sharing files from inside teams is, I don't have the ability to share these documents with anyone and everyone. But I can do
00:45:40.130 --> 00:45:49.670
Alex Gallegos: anybody in the organization. So all I would have to do is copy a link and pass that on to them. Or, again, I can do specific people that I chose.
00:45:50.230 --> 00:46:05.300
Alex Gallegos: but exactly the same thing I can decide. Are they allowed to edit? Are they only allowed to review or are they only allowed to view the document? And are they allowed to download the document or not?
00:46:05.580 --> 00:46:06.690
Alex Gallegos: Hum!
00:46:08.470 --> 00:46:15.879
Alex Gallegos: You're coming to the close here, but there's one other piece that I wanted to show. You
00:46:17.010 --> 00:46:29.909
Alex Gallegos: see, if this document has appeared here yet it has. So this is a document that I used to have in my documentation folder before I moved it up to teams.
00:46:30.250 --> 00:46:51.009
Alex Gallegos: But I used this document quite a lot now, it didn't really belong in teams that wasn't a good place for it. Sorry it didn't really belong in my onedrive. That wasn't a good place for it. But I would still like to have access to it the same way I have before.
00:46:51.470 --> 00:46:55.630
Alex Gallegos: So one other thing I can do is I can hit this little sync button here.
00:46:56.490 --> 00:46:58.480
Alex Gallegos: and if I do that.
00:46:58.750 --> 00:47:01.559
Alex Gallegos: then it brings up this dialogue.
00:47:08.700 --> 00:47:10.300
Alex Gallegos: Now
00:47:12.080 --> 00:47:17.269
Alex Gallegos: you can see that I have a new section down here for my organization.
00:47:18.280 --> 00:47:34.460
Alex Gallegos: and says, Alright, well, here you go. Here's a folder. Here's the team that you're a part of, and then the name of the channel, and inside I can see all of the files that are a part of that channel, so I can access them exactly the same way
00:47:34.640 --> 00:47:49.619
Alex Gallegos: that I access my onedrive files, and I have exactly the same levels of control over them that I do over files in onedrive. So I can right, click them. And I can say, always keep on this device
00:47:50.130 --> 00:48:03.709
Alex Gallegos: so that I make sure that that file is always on my machine. Any changes that anybody makes to it. They're always synchronized, and I always have a local copy. No matter what.
00:48:04.170 --> 00:48:14.029
Alex Gallegos: Just a couple of other quick features. That might be useful. When we look at files that
00:48:14.320 --> 00:48:23.739
Alex Gallegos: are stored in a team's channel, just because these are available for several people. One thing we can do is we can PIN a file.
00:48:23.790 --> 00:48:27.830
Alex Gallegos: To the top of the list of files if
00:48:28.700 --> 00:48:34.770
Alex Gallegos: we know that a bunch of people are going to need access to it.
00:48:35.070 --> 00:48:39.279
Alex Gallegos: and so that makes it a lot easier for those to be found.
00:48:39.320 --> 00:48:52.709
Alex Gallegos: I can also favorite a file now that's just for me. But if I go look in my files and look at my favorites, I should be able to
00:48:54.200 --> 00:48:54.950
come on
00:49:02.220 --> 00:49:03.699
Alex Gallegos: making me look bad.
00:49:24.270 --> 00:49:46.360
Alex Gallegos: Taking a little time to synchronize here. But I think if we give this a couple of minutes, then that file should show up here. And I should be able to see any of the files that I've favorited. So same thing. If I work with a file on a fairly frequent basis, then that would be that would be a way for
00:49:46.550 --> 00:49:51.180
Alex Gallegos: for me to keep track of that file no matter
00:49:51.240 --> 00:49:53.579
Alex Gallegos: where I make use of it.
00:49:55.860 --> 00:50:08.809
Alex Gallegos: I think that's everything that I wanted to demonstrate this morning. Here. I don't see any questions that anybody's posted so far. Did anybody else have any?
00:50:08.970 --> 00:50:13.670
Alex Gallegos: Questions? That they wanted addressed
00:50:13.760 --> 00:50:17.529
Alex Gallegos: Feel free to come off mute and ask any, if you have any.
00:50:25.900 --> 00:50:29.669
Paul Nus: I had some that I forgot. So let me try to remember.
00:50:29.840 --> 00:50:30.830
Alex Gallegos: Okay.
00:50:36.750 --> 00:50:47.710
Thad Lux: I had a question for our team, really, but I think it would benefit everybody. Is there a way that we can make it, so that when we share a link the any one option isn't available.
00:50:48.440 --> 00:50:54.229
Alex Gallegos: Yes, that is an option that can be well removed from the tenant.
00:50:54.600 --> 00:50:55.350
Thad Lux: Okay.
00:50:56.270 --> 00:51:06.190
Thad Lux: might be something worth discussing that way. Only shares can be internal or with specific external emails that we provide. That'd be a nice touch.
00:51:06.610 --> 00:51:14.230
Thad Lux: That is something that can be done. But it's a it would be a tenant wide change. So it's not just per team.
00:51:14.310 --> 00:51:18.369
Alex Gallegos: so that would
00:51:18.700 --> 00:51:21.740
Alex Gallegos: basically prevent anybody from creating a public link.
00:51:24.570 --> 00:51:28.400
Paul Nus: Is there something? When you go back to your file explorer window
00:51:30.040 --> 00:51:35.240
Paul Nus: and the bottom left. You have full names there. Do you have to do anything? Or is that
00:51:35.420 --> 00:51:46.570
Alex Gallegos: that was a result of doing the sync button in one of the teams channels.
00:51:47.480 --> 00:51:51.590
Paul Nus: Yeah, as I thought I had something synced, and maybe I just didn't
00:51:51.850 --> 00:51:56.259
Paul Nus: do that. So maybe I'll try that again and make sure.
00:51:56.410 --> 00:52:03.600
Paul Nus: Do you have shared shared documents, I guess.
00:52:05.470 --> 00:52:12.180
Paul Nus: What says shared documents? Hyphen team, you know. Teams, technology on mine? Does yours also say shared documents. Hyphen.
00:52:12.330 --> 00:52:14.069
Paul Nus: Maybe just the way I did it.
00:52:14.110 --> 00:52:19.559
Paul Nus: Let me, I just wanna check our team cause I think
00:52:22.910 --> 00:52:27.040
Alex Gallegos: I think that is the name of the library in
00:52:28.930 --> 00:52:31.990
Alex Gallegos: in our team. But I have to double check. Yeah.
00:52:32.340 --> 00:52:35.050
Paul Nus: I noticed that I tried.
00:52:35.720 --> 00:52:54.350
Alex Gallegos: I tried to do that, and I already have a shortcut to one of the folders, and II don't think it'll let you sync and have shortcuts at the same time. And now I didn't mention that possibility. Just because the shortcut does
00:52:54.540 --> 00:53:13.370
Alex Gallegos: does stop the does stop some of that functionality that. We talked about like you just discovered prevents you from doing the synchronization. And at least the last time I looked at it the shortcuts.
00:53:13.680 --> 00:53:23.690
Alex Gallegos: All it would do would would bring you to the list of files. But it didn't allow you the option to synchronize the the files locally
00:53:24.400 --> 00:53:32.399
Alex Gallegos: as far as I know, the synchronize option kind of supplanted the add shortcut to onedrive about
00:53:32.560 --> 00:53:35.699
Alex Gallegos: a year and a half ago, as the
00:53:35.930 --> 00:53:42.940
Alex Gallegos: best way to do that, and I believe adding shortcuts was only kind of maintained is backwards compatibility.
00:53:43.230 --> 00:53:56.950
Paul Nus: Okay, mine were definitely shortcuts, because it says, remove shortcut option, and so I will. I will remove those and try that it does. Let me modify just like you would in a sync scenario. But
00:53:57.200 --> 00:54:04.279
Paul Nus: yeah, I I'd rather have that other, you know, library or not library with that fully. It's, you know.
00:54:04.600 --> 00:54:07.230
Paul Nus: delineation. Thank you
00:54:08.800 --> 00:54:11.510
Alex Gallegos: absolutely alright.
00:54:11.550 --> 00:54:17.799
Alex Gallegos: Any other questions from anyone otherwise. I'll give you some time back before lunch here.
00:54:22.500 --> 00:54:37.440
Alex Gallegos: Well, thank you, Alex, alright thanks. Everybody. Appreciate your time, and we'll schedule another one of these for sometime in December. And I'm not exactly sure what we'll be talking about. Possibly, AI. So we'll see
00:54:39.110 --> 00:54:40.539
Alex Gallegos: alright. Thanks, everyone.