SharePoint in 30 Minutes – Part 7: Using Office Apps

2018-12-26T12:42:41+00:00December 26th, 2018|Cloud & Office 365, Technology in Your Business|

Video Transcription

Let’s explore what it’s like to work with SharePoint but from a local Office app. Instead of using something like Word Online, we’re going to actually use Word installed on a PC. In order to make sure that you can access your SharePoint files, you’re going to want to make sure that you’re actually logged into your Office 365 account—under “accounts” inside one of the Office apps.

Let me show you how to find that. Go to “file,” click on “account” and make sure that your Office 365 account is showing here. You’ll also want to make sure that your company’s site is showing under “connected services.” If you don’t see your company’s site listed under “connected services,” you can always click “add a service, storage, Office 365 SharePoint.” You’ll then be asked to log in with your Office 365 credentials and the site will be added there automatically.

View file storage services, like SharePoint, connected to your Office applications.

View file storage services, like SharePoint, connected to your Office 365 account and Office applications.

Once the site is added as a connected service, this means that all of your Office apps can now see this as a valid storage location to save documents to. Let me show you what it’s like to create a new document and save it to SharePoint, that way you get all of the features and functionality we’ve been talking about in previous videos, such as the automatic saving, and the version history, and the access from anywhere on any device.

I’ve got a blank document here. I’m just going to add some content then I’m going to save it as I normally would by going to “file, save as.” But this time, I’m actually going to choose sites. I’m going to browse to the same libraries that I was seeing in the web browser earlier. I’m going to pick the folder I want to save it into. I’ll put it in the test folder and I’ll give it name, and then hit save.

You’ll notice that now at the top it says the document name is saved to SharePoint and I also see that the autosave toggle is set to on. This document now lives in SharePoint, but I made it from my local Office application. If I want to make changes to this document but I don’t want them to be saved automatically, I can always click the toggle to turn it off. Now the changes I make to this document will not be saved automatically, but that means I will need to click save whenever I want to send those changes back up. I could always click autosave and toggle back on in order to re-enable to automatic saving feature.

Location of the SharePoint autosave toggle in Word 2016.

Location of the SharePoint autosave toggle in Word 2016.

The great thing about SharePoint and Office 365 is that even though I’m not using the online version of SharePoint, when I go to the open menu all of my recent documents, including my local files as well as the ones that are stored in SharePoint, are showing in my recent list. No matter what device you use, you can see all of the files that you’ve been working on recently and quickly jump back into them from any device that you’re using at any time.

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