(1) Restore a file version

1. Restoring a file version is a quick way to access an older version of a document, this function could be useful if a deleted section of the documentation is lost or the document was more useful on a different version. The first step of accessing version history is selecting a document, right-clicking on it and selecting 'Version history.'

2. Once the 'Version history' is selected a window will pop up with previous versions of the document, these previous versions can be downloaded as a separate document or can replace the current document located on SharePoint. if the dates are clicked then that file version will be downloaded as a separate file on the computer. if the small arrow next to the date of the file is selected then the user can select 'Restore' to restore the file on SharePoint to that specific version. 

(2) Sharing an item

1. Sharing an item is an efficient way of sending documents to anyone and will help reduce paper waste. to share an item, select the document that you wish to share and select the 'Share' button located at the top of the page. 

2. The 'Send link' page will appear, there are many different options available on this page for customization. 

the first customization option for sharing the document is access options, the first option is selecting who should be able to access the item. Depending on which option you select, other sharing options will become available like allowing editing, opening in review mode, setting an access expiration date, setting a password or blocking downloads. the second option is selecting who you want the files to be shared with. the third option is adding a comment to the item regarding the item you are sharing. The final options are how you would like the documents to be shared, these options of sharing via different services include a link, Outlook email address or by using the 'Send' button through SharePoint. 

(3) Logging on for the first time

OneDrive:

1. The first time logging onto a system takes certain steps in order for your Microsoft account to log into the available services. The first step of making sure the account is set up sign into OneDrive, to sign into one drive select the up-arrow on the task bar and select the blue cloud image.

2. After the OneDrive application has been selected on the taskbar a menu will pop up, click on 'sign in.' 

3. Once the 'sign in' button has been selected a menu will pop up and ask for your email address and password to be entered to sign into OneDrive. 

4. Once the OneDrive email and password has been entered a menu will pop up asking if you would like the organization to manage some settings, leave the tick box selected and click 'next.' A menu will pop up to complete the sign in process. 

5. The sign in pop up menu can now be closed by pressing 'done.' after that menu has close the OneDrive will ask if your folder would like to stay in the default location, please select 'next' 

6. After 'next' is selected another menu will pop up asking to use the current folder or create a new one, select the 'use current folder' option. 

7. After the 'use this folder' option is selected the window will close and ask to open OneDrive or close down the window which is optional. This is the end of sign in process for OneDrive. 

Word: 

1. The first step into signing into Word is to open word through the taskbar by searching up its name in the bottom right hand corner. 

2.  After Word has been opened select the option to sign in at the top right hand corner of the screen. 

3. A new menu will pop up after selecting 'sign in' to enter your email address and password. 

4. After the sign in options have closed the top right hand corner of the screen will show the account signed in. 

This is the end of the Word sign in process. 

Microsoft edge:

1. The first step of signing into Microsoft edge is opening the application, a menu will come up asking for your email address and password. 

2. After you have entered your credentials the 'My Apps' web page will load will all of the facilities required. 

This is the end of the Microsoft edge sign in process.

Once these three applications have been signed into the access for SharePoint will become available, you can access SharePoint through the 'My Apps' webpage.

 

(4) Using the website version of word for faster saving times on documents. 

1. To save documents faster for word the website version of the software should be used until word has updated to the latest version. To access the web version of Word go to My Apps (microsoft.com) and locate word. 

Open word and select which document you would like to open or create a new document using the 'New document' button. 

the saving for files will be much more effective due to the website version of the application being updated regularly.

(5) Checking out a document for offline work

1. Checking out a document for offline work is an easy way to work on documents without any internet connectivity. The first step of checking out a document for offline work is to find the documents and select the three dots, after the three dots have been selected a menu pop up, once the menu has popped up select 'More.' After 'More' has been selected there should be an option for 'Check out,' select this option. 

The file will appear with a red arrow next to the share button which indicates that the file is checked out. 

when a file is checked out but is still being used for online use, the file will work as normal and save on SharePoint. 

if the file is used offline it will be downloaded to the computer and can be reuploaded when the user connects to the internet in the future. When a user wishes to check the file back in so others can edit it the same process is repeated. If the 'Discard check out' option is selected the file will revert back to the original state where It was before the file was checked out.