Microsoft Office 365 is comprised of online applications, such as Word, Excel, PowerPoint, Outlook, OneDrive and Teams. All active LLCC accounts (students, faculty, adjunct faculty and staff) have access to cloud storage with OneDrive. OneDrive is accessible on any smart device using a web browser or corresponding downloaded app.

With OneDrive, you can upload and store your LLCC documents and set permissions to share with other active LLCC users all from one location. There are no restrictions on the types of files that you can upload to OneDrive, and each account is granted 1024GB (1TB) of storage space.

Sync OneDrive to your PC or Mac, so you can access your files even when you’re offline. With sync, your PC (File Explorer) or Mac (Finder) files are always up-to-date. Any time that you edit a document, it is then synced via the cloud to your other devices and/or people you’ve shared with.

How do you access OneDrive?

• Sign in to office.com with your LLCC email address and password.
  • You can also sign into your LLCC email via the web, and in the upper-left corner select the waffle icon, then OneDrive.
• Select OneDrive.

Additional tech tips will be added to LincIn. Go to the Employee Portal > IT > Remote Access Knowledge Base  > OneDrive folder for additional documentation and to view a Getting started with OneDrive.pdf.

With To Do, you can create lists and share them with others at LLCC via Outlook.

Create a list

• Select the + New List on the left, under My Day, Import, Planned, etc. in the To Do app on the computer or mobile app on your smart device.
• When using the To Do app on a computer, select + New List, and enter a name.
  • Enter on the keyboard to create the list.
• An Untitled List is created when using the Mobile app.
  • Enter a name, and then select Done.

Create items to-do on your list

• Select your list to open.
• Select + Add a task, type the task, and press Add to the right or Enter when using the To Do app on the computer.
• Select + Add a task, type the task and press the Return on your smart device keyboard display.
• Your new task is added to the bottom of your list.

Manage a list

• Select the … to select List Options.
  • While using the To Do app on the computer, this will be to the right of the list name while open.
  • While using the mobile app, this will be in the upper right corner of the open list.
• Options available – Rename list, edit, sort, change theme, print list or delete.

Share a list

• Open the list and select the Share icon.
  • Share in the upper right corner when using the To Do app on the computer.
  • Sharing icon in the upper right corner when using the mobile app.
• When the sharing menu opens, select the blue Create Invitation Link button.
  • Share via Outlook, or copy the link to paste.
  • Manage Access allows you to stop sharing at any time.
• Send the sharing link to your collaborators using your favorite email or messenger app by pasting the link.

Note – List sharing is limited to members within the LLCC organization.

To Do is an app in Microsoft Office 365 that helps you to keep your tasks organized and your day focused. My Day and suggestions help you to plan each day and focus on accomplishing your most important tasks. To Do is integrated into Outlook and  accessible as an individual online app in Office 365.

There are three ways to access To Do:

1. Outlook
   • Desktop on your computer – the clipboard with a check mark in the lower left corner. This is a light version and My Day will not appear here.
   • Outlook 365 via web browser – the check mark in the lower left corner. To Do will open from the online apps with the full functionality.
2. Office 365 – select the waffle icon in the upper-left corner of Outlook 365, and the To Do app or the Office 365 link to all available online apps.
3. Mobile app – download from the Applet Store or Google Play Store. My Day and other functions are available.

Add tasks to My Day

When you first open To Do each day, you’ll see a fresh My Day. Here, you can enter the tasks you’d like to focus on for the day. After using To Do for at least one day, you’ll be able to add tasks from suggestions.

To plan your day using suggestions:

• Select the lightbulb (For Today button) at the top right.
• Review the most important suggested tasks, and select + to add them to My Day.
• You can also enter new to-dos directly in to My Day.
• All of the tasks entered in My Day will also be saved in your Tasks list. Anything you aren’t able to complete today will be saved and suggested to you tomorrow.

Connect with Outlook

• You can view your Outlook Tasks and manage your flagged email directly in the Microsoft To Do online app.
• All tasks will appear in both Microsoft To Do and Outlook automatically.
• Flagged email will appear as tasks in Microsoft To Do.
  • The task’s name will be the subject of the flagged message and will include a preview of the email’s text in its detail view.
  • To open the original email, select the option to Open in Outlook from detail view.
  • Items in the Flagged Email list can be renamed, assigned due dates and reminders, added to My Day and marked as Important.

When you sync your OneDrive or group site documents with your computer, the syncing process results in both the cloud storage location and your computer being updated with the most up-to-date files. This means that if you access your files via the internet or your local device, the same data will exist in both locations.

With OneDrive Files On-Demand, you can sync files and folders to your computer without having to download them and use storage space on your computer.

Turn on Files On-Demand in OneDrive

• Click on the blue OneDrive cloud icon in the Windows notification area (in the Windows 10 toolbar, near the date/time).
• Select Help & Settings.
• Select Settings, and click on the Settings tab at the top.
• Files On-Demand, place a check mark in the Save space, and download files as you use them.
• Click on OK to save changes.

Work With files in Files On-Demand

When you have synced your files and folders from the cloud and Files On-Demand has been selected, you will see a cloud icon to the right of the file or folder name indicating the sync, but data is not stored on your local device.

A green circled check mark to the right of the file or folder name indicates that the data is stored on your local device and the cloud.

You can now copy or move files from your computer to your department group site or your OneDrive storage right from your file system. Be aware that if you delete files and folders from your local device that are synced with the cloud, you will also remove these from the cloud. You must Stop Sync before doing so if you wish to keep the data on the cloud.

Save Space on Your Device by Making Files Online-Only

These files are only available when you’re connected to the internet, but don’t take up space on your computer.

When you open an online-only file, it downloads to your device and becomes locally available.

You can open a locally available file at any time even without internet access.

To make a file always available, even when you’re offline:

Right-click on the file or folder name and select Always keep on this device.

To change a file back to an online-only file:

Right-click on the file or folder and select Free up space.

Just like with OneDrive, you can sync the files and folders in your department group site to your office computer. When you sync your files and folders, you can access your documents without going to the web, and can be set to always available on your computer, even when you’re offline.

Set-up sync

Access your department group site in SharePoint that you want to sync files from, and select Sync in the menu bar above the files and folders on the Documents section.

Note: If your browser asks for permission to use OneDrive, confirm that it’s OK.

If prompted, sign in to OneDrive with your LLCC email address to start syncing your files and finish OneDrive setup.

Work with your files in your file system

Once synced, your group site files and folders appear in File Explorer under the name of your organization, or if using a Mac, in Finder.

Each group site will appear in a separate folder under the Lincoln Land Community College drop-down in File Explorer or Finder.

Copy or move files from your computer to the group site right from your file system.

To check the status of your files, choose folders to sync/stop sync, or manage other sync settings, select the blue OneDrive cloud icon in the Windows notification area or Finder on a Mac.

With SharePoint and your department group site, you can add news posts and news links. These posts will appear under “News from sites” on the SharePoint homepage for public sites, and on the homepage of your private department group site.

Add a news post

• From your team site, select New > News post.
• You can also choose News link, which pulls in news from a different page or website.
• Select a template and Create post.
• To create your news post, type in a headline or select Change image to put in a background photo.
• Go to where your picture is, select it and then select Open.
• To set the photo’s focus point, select it and then drag up or down to position it.
• Select the circled plus sign to add a modern web part to a page, to add a section and choose the layout.
• Select the circled plus sign to add a web part, like text, image or one of the many other options.
• When you’re done, select Post news to publish it.
• To see the post on your team site, select Home.
• To see the post on your SharePoint start page, select SharePoint.

Remove a news post

• Note: Your admin must give you permission to remove a news post.
• To remove a news post on your site, select Pages.
• Choose the post you want to remove.
• Select Delete, and then select Delete once more to confirm the deletion.

With SharePoint and your department group site, you can use filters to keep your team on track and organized.

Filter a list

In the list you want to filter, select Open the filters pane (the funnel icon in the upper right corner).
Select how you want to filter your list from the options available.
After you’ve filtered a list, a funnel icon appears next to a column header to show that the list is currently filtered.

Clear a filter

Select Clear filters Click Clear filters from the filters pane.

Edit a list item

Select Open the details pane Click Open the details pane .
Make changes to your list item (i.e. a team contact for a specific document) and the updates will automatically appear.

This summer LLCC Information Technology is scheduling administrative departments to complete a Microsoft Teams training program, with academic areas scheduled after the start of the fall semester. The training is 100% online. Please be on the lookout for an email from Jeris Creasey with access to the training documentation and schedule for completion.