How to share a OneDrive document with people outside of the organisation   Using the Web version of OneDrive 1. Navigate to your OneDrive folder in your 365 account, and select the item you wish to share using the check-box to the left of the item:   2. Click ‘Share’ from the menu at the top, and you will see the following box:   Click on the box that says ‘People in SANDMAT with the link can view’, and change it to ‘Specific people’. You should now have the following options:   In this menu, you can select whether or not to allow the person to edit the document, and whether you wish to turn on the option to block them from downloading it (this will mean they can only view the item online, but not download a copy). 3. Click ‘Apply’ when you are done. 4. You then need to enter the person’s email address: 5. When you click ‘Send’, the person will receive an email with a link to the document. 6. When the recipient opens the email, they will have a link to the document you shared. When they click on the link, they will see the following screen:   When they click ‘Send Code’, they will be emailed a verification code to the same email address that you sent the document to. They will need to do this every time they use that link – this is to prevent the link from being shared with other people.  (If you have allowed the option for them to download the file, be aware that they can do whatever they like with it once it has been downloaded.) Once they click ‘Send Code’ they will see this screen, where they must enter the code they received in the email:   Using the Windows version of OneDrive If you’re using the OneDrive application installed on a Windows computer, the steps are mostly the same.  To begin, open the File Explorer and locate the file you want to share from your OneDrive files. You have to right-click on the document and select the ‘Share’ option:   You will then get a pop-up box that is the same as the web version, so follow the instructions above.   Sharing Documents from SharePoint sites 1. The steps for sharing a document that is on a SharePoint site are mostly the same as sharing from OneDrive. Select the document that you want to share and click Share, which is usually located at the top of the page. The steps are then the same as above.

Managing access for specific files is a great way to work on multiple documents with other users and allowing certain permissions for the files. The first step of managing access for files is to find the desired file for the permission and right-clicking on the document, once the document has been right-clicked a menu will pop up, select the 'Manage Access' option which will open a menu.  The first option for giving access is a link which is sent through Outlook email address, the link for access will give the recipient access to the file which can be taken away by selecting the 'Stop Sharing' option.  The recipient will receive a email with the selected document and have access through the email that was sent.  The other way to Manage access for specific files is to add them via SharePoint through 'Direct Address.'  To share a document through 'direct address' select the + button on the direct address option and enter a users name into the text field.  When selecting a candidate there is also a option to add another candidate to the access. The option for notifying people can be made for a notification of access for the files selected to the recipient. Once the settings have been customized to your liking select the 'Grant Access' button. If the Access levels need adjusting further you can select the 'Advanced' section which will open a new window.  This new windows shows the advanced tools available for access levels of the file that has been selected. Many options are available for customization on this page such as deleting User permissions for the file as well as granting new permissions or checking for permissions to see if the user does have permission on the file. to remove user permissions or add user permissions for the files selected make sure that the text box for that user/users is selected.  Once the Name of the user is selected there is an option to a 'Edit the user permissions,' once this option is selected a page will pop up showing the multiple options available for different types of permissions, select any type of permission that is suitable for the situation, once the suitable permission level is selected click 'Ok.' Another option is delete the users permission altogether, to delete the users permissions select the user that you wish to delete and select the 'Remove user permissions' and select 'Ok,' once the user is deleted they wont have access to the file.  The final important setting for customization on the management of access is checking the permissions of the file selected for a certain user which would be useful if a large amount of users have a file that they have access to. to check permissions select the desired user and select 'Check permissions'  Once the 'Check permissions' menu has opened select the text box and enter the users name that you want to check the permissions for and select 'Check Now.' once the 'Check Now' button has been selected the menu will enlarge and show what type of permission that user has for the file selected. To delete the unique permissions that have been selected through the advanced page select the 'Delete unique permissions' button and select okay, the selected user will then lose the permissions that have been added through the page. Managing a link for users can also be done through this page by selecting Manage links and deleting users from the menu.  The menu on the left hand side of the screen can access many different types of media including the 'About Me' tab which will show your account on the system, the 'People' tab which will show the users that you are currently following, the 'Apps' tab which will be able to access different applications and their storage functions through shortcuts and the 'recent' tab. these links can also be customized for a good shortcut service. 

(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. 

Below is the landing page in Teams that displays all of the 'Teams' you are a member of. In the example here, there is one team called 'Willow Primary Academy'. Clicking on this Team will take you to the default home page for that Team, which can contain posts, announcements, etc.   To access your files and school documents, you will need to click on the tab for 'Files'. You will see a page similar to this: In more detail, here are some of the main features you will use in the Team: Solutions Article:  How to Sync Teams Drive to your PC/Laptop This menu is customizable and can be changed by you, also changes that you make are persistent and won’t be seen by others. You can remove any icon you don’t want by right-clicking and then selecting Unpin, or move icons around if you click and hold an icon then drag it to the desired location. Clicking on Teams on the left-sidebar lists teams where you are a member. This then allows you to open the "team" you're a member of and see all the posts/files & any other parts that are added to the tab. Once in the Team you have many options to go through, however the most important will most likely be the "posts", "files" or "Calendar" tabs. One of the main benefits of Teams is that you no longer need to send files around to team members by email. Instead, upload the file to the Files tab in Teams. Any file you upload to Teams is automatically made available to other team members, no special permissions needed. Multiple people can edit the file at the same time; this feature is called co-editing. When more than one person is editing the file, you will see where they are editing and what they’re doing. There is also a feature that shows the last amendments made by another member.  You can send a link to the file simply by right-clicking on the file name and selecting Copy link. If a colleague makes changes you wish they hadn’t, you can revert to a previous version using version history. Just open the document and click File, Info, Version History.  If you then would like to share files externally please refer to our other solution article on sharing to external users: Sharing Documents Externally | Knowledge Base | SAND IT Service (sandmat.uk)  

SharePoint has areas where files can be stored. These are called Document Libraries. For example, this is a Document Library: If you are the asset owner for one of these Document Libraries, you will have 'Full Control' of the Library. This means that in addition to being able to add and edit content in the Library, you can also manage the permissions that other people have in the Document Library. There is more than way to change these permissions. This article will show you one way. 1. Go into the Document Library by clicking on it. 2. Go to the top-right corner and click on the 'cog' icon: 3. Choose 'Library settings'. Here you can change the name of the Library, but for now we will click 'More library settings'. 4. Here you will find a range of settings and information for your Document Library. The most important one for this purpose is the 'Permissions for this document library' option. Click on this. 5. This page will display a list of people who have access, and show you which access level they have. You can manage the permissions by using these options at the top of the page: Let's break down what these options allow you to do: (i) Delete unique permissions. This shows you that the Library has its own permissions, managed on this page. The alternative is that it inherits permissions from whatever level is above it, in this case the whole Site Permissions. (ii) Grant Permissions. This will allow you to grant permissions to a user. (iii) Edit user permissions. To use this, first select an existing user on the page. This will let you alter the permission level they have. (iv) Remove user permissions. Removes all the user's permissions from this Document Library. (v) Check permissions. Put in a user's name and check what access they currently have to this Library - including access via sharing links that have been sent to them. 6. Click on 'Grant Permissions'. You will see this box. Click 'Show Options'. 7. You will see this box: (i) To grant permissions, enter the person's name or email address in the top box. You can enter multiple people. (ii) Choose to send or not send an email to the person notifying them of the change by ticking the box. ("Email invitation"). (iii) The permission level is selected in the drop down box. We recommend only giving out 'Read' and 'Edit' to normal users. Read -- allows them to see all documents, but not edit. Edit -- allows them to edit the documents. Full Control -- allows them to do the above, and also edit people's permissions. (Don't do this unless they're an Asset Owner).

To add a Teams drive to your Teams app navigate to the 'Teams' tab and select 'Join or create a team.' Teams that you have access to will show here ready to be added, you can also create your own Team on this page.

Overview As part of the migration of Calton Primary School into SANDMAT, each of the Mapped Drives (G: Drive, X: Drive S: Drive etc) were moved into a new Team: Calton Primary School. You can gain access to this Team via the Teams App, in the Start Menu: or via a web-browser such as Edge: https://teams.microsoft.com Each of the Mapped Drives were migrated to a separate Private Teams Channel inside the Calton Team (with some additions). You can see the Private Teams as follows, as they have a padlock next to them (highlighted yellow in screenshot below). If you cannot see these channels, this means that you currently don't have access. Please request access via Donna Walker at Calton in the first instance.

1. Open Your Browser 2. Go to the Office 365 Website • Click on the box and type this in: www.office.com. 3. Sign In • Type in your work email and password. Press “Sign In.” 4. Find SharePoint • Click on SharePoint (if you don’t see it, click “All Apps”). 5. Go to Your Team’s Site • Click on the team’s name (e.g., “Schools Name”). You will only have access to the files which you have permission to. Now you can see all the documents and folders your team is sharing. If you need to upload or edit something, just click on it! Accessing SharePoint on Your Phone

Option 1: Using a Web Browser 1. Open the Browser on Your Phone 2. Go to Office 365 Website Picture: Phone browser showing www.office.com. • Type in www.office.com and press Enter. 3. Sign In • Picture: Sign-in screen on a phone, with the email box circled. • Enter your work email and password . 4. Find SharePoint • Picture: The Office 365 homepage on a phone, with the SharePoint icon circled. • Tap on SharePoint. 5. Go to Your Team’s Site • Picture: SharePoint on mobile showing the team’s site (circled). • Tap on the team’s name (e.g., “Marketing Team”). Option 2: Using the SharePoint Mobile App 1. Download the SharePoint App • • Go to the App Store (for iPhones) or Play Store (for Android phones), and search for "SharePoint." 2. Install and Open the App • Picture: App installation screen with the Install/Open button circled. 3. Sign In • Picture: Sign-in screen on the app with the email box highlighted. • Enter your work email and password. 4. Find Your Team’s Site • Picture: SharePoint app homepage with a team’s site highlighted. • Tap the team name (e.g., “Sales Team”). Extra Help • Can’t sign in? Double-check you’ve typed your email and password correctly. • Something not loading? Try closing the app and reopening it, or make sure you have internet access! OPTION 3: Office 365 App 1. Download the Office365 app from the App store. Google Play Apple Store 2. Download open the Application 3. You will be asked to set a 6-digit pin in order to protect the data 3.Select Libraries and then the school which you are at. You may only see the school that you work at. 4. You will then see the list of files e.g for the main SANDMAT Library you will see the folder you have access too