What is Microsft OneDrive?

A secure, cloud-based storage platform included with Microsoft 365. SJC accounts include 1 TB of storage. 

OneDrive Web Interface Basics

Navigation Pane

• Home – Quick access to recent items
• My Files – All files & folders
• Shared – Items shared with you or by you
• Favorites – Starred content
• Recycle Bin – Restore deleted items (kept up to 90 days)

Top Menu

• New – Create folders or Office documents
• Upload – Add files or folders

Working With Files

• Create new folders 
• Upload files/folders
• Create Word, Excel, or PowerPoint files directly in OneDrive 

Sharing Files

Access sharing from the kabob (···) or Share icon.

Permission Options

• Can Edit – Full editing
• Can Review – Suggest edits (no direct changes)
• Can View – View only
• View – No Download – Most restrictive

Link Settings

When sharing a document, you can choose who has permissions to view the link. 

• Anyone with the link (if allowed)
• People in SJC
• People with existing access
• Specific people 

Best Practices

• Use People in San Juan College for internal items
• Use Specific people for confidential documents
• Use View – No Download for sensitive material
• Add a message to provide context when sharing

Collaboration Features

1. 1. Real-time co-authoring
   2. Auto-save
   3. Comments & @mentions for feedback

Syncing OneDrive to Your Computer

Enables offline access and automatic updates.

How to Sync:

1. 1. Open OneDrive online
   2. Gear icon → Sync this OneDrive
   3. Approve the prompt to launch the OneDrive app
   4. Look for the cloud icon in your taskbar

Notes:

• Offline edits upload when connected
• Deleting synced files deletes them in the cloud (recoverable in Recycle Bin)
• Avoid making offline changes on multiple devices at once  

What is Microsoft Outlook?

Microsoft Outlook is the email and scheduling tool in Microsoft 365. It provides access to your email, calendar, contacts, tasks, and files in one place. 

Navigation

• Left Icon Panel: Mail, Calendar, People, To Do, OneDrive, App Launcher
• Folder Pane: Inbox, Sent, Drafts, custom folders
• Message List: Sort/filter emails, Focused/Other
• Reading Pane: Preview emails without opening
• Top Bar: Search, Notifications, Settings (⚙️), My Day

Ribbon Tabs:

• Home: New, Reply, Forward, Delete, Move, Categorize, Flag
• View: Customize layout, Reading Pane, Ribbon style (Classic/Simplified)

Email Management 

• Compose: New Mail → Add recipients → Subject → Message → Send or Schedule 
• Organize: Create folders/subfolders → drag & drop emails; assign color-coded categories; flag emails for To Do list 
• Phishing: Check sender, avoid urgent info requests, report suspicious emails (Phish Alert) 

Calendar & Meetings 

Access: Calendar icon or Ctrl+2 

Create events/meetings and set reminders 

• Use Scheduling Assistant for optimal times 
• Share calendars and adjust views: Day, Week, Work Week, Month 
• Customize work hours, default reminders, time zone, colors 

Contacts & People 

• Access: People icon 
• Add contacts or contact lists 
• Access organizational directory 
• Group contacts for teams/projects   

OneDrive Collaboration 

• Attach files from OneDrive (share link instead of attachment) 
• Set view/edit permissions 
• Co-edit Office files directly from email 

Productivity & Accessibility 

• Customize quick actions: Settings → Mail → Customize actions 
• Immersive Reader: Open email → … → Immersive Reader 
• Accessibility: Dictation, Text spacing (View tab) 
• Keyboard shortcuts: Ctrl+1 (Mail), Ctrl+2 (Calendar), Ctrl+Shift+K (New Task)

Quick Tips 

• Use Search for emails, contacts, or keywords 
• Focused Inbox separates important from less urgent emails 
• Organize emails with folders, categories, and flags

What is Microsoft Teams? 

Microsoft Teams is a collaboration platform within Microsoft 365 that combines communication, file sharing, and organization in one place. It integrates with Outlook, OneDrive, Word, Excel, PowerPoint, and SharePoint. Teams can be accessed via desktop, web browser, or mobile app. 

Main Interface Tabs 

• Activity: View mentions, replies, and notifications. Customize alerts to stay informed. 
• Chat: One-on-one or group messaging. Start calls, schedule meetings, and share files. 
• Teams: Groups or departments collaborating on projects. 
• Calls: Make voice or video calls, view call history, and access voicemails. 
• Calendar: Schedule and manage meetings, integrated with Outlook. 

Teams and Channels 

• Teams: Groups collaborating on projects or departments. 
• Channels: Organize conversations and files by topic or initiative. 
• Standard– visible to all members 
• Private– selected members only 
• Shared– includes external collaborators 
• Roles: Owner (full control), Member (standard participation), Guest (limited access) 

Meetings 

• Pre-Meeting: Set lobby access, presenters, chat permissions, and reactions. 
• During Meeting: Mute/unmute participants, share screens, use breakout rooms, and manage reactions. 
• Channel Meetings: Include all team members automatically. 

Tip: Managing permissions ahead ensures organized and productive meetings. 

Files 

• Every channel has a Files tab, backed by SharePoint.
• Create, upload, and collaborate on documents in real time. 
• Best Practices:
• Use clear file names and organized folders 
• Pin key files for quick access
• Use version history instead of multiple copies 
• Sync files for offline access 

Quick Tips 

• Use Teams for projects, departments, or strategic groups. 
• Organize content within channels instead of creating separate teams for small initiatives. 
• Customize notifications in Activity to manage information flow. 
• Check permissions before sharing files or sensitive information. 
• Use the search bar to quickly locate messages, people, or files.