How to fully use Microsoft 365
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Kaori Abe (KaO edit) = Writer
2024.04.11
Source: Nikkei Crosstech, February 14, 2024
(The article is based on information at the time of writing and may now differ)
Microsoft Teams has been updated and “OneDrive” is now displayed in the navigation bar. From here you can directly use the new OneDrive.
It’s convenient because you no longer need to switch apps for each operation and you can complete the operation within Teams. This time I will present how to use OneDrive within Teams.
In this series, we tested it working primarily using a web browser using the Microsoft 365 Business Standard plan. Depending on your version of the operating system, Office, apps, and Edge, the features described here may not be available or your screen may appear different. This time we tested the new Teams on Windows 11 Edge.
“Files” changes to “OneDrive” in the new Teams
In the new Teams, “Files” in the navigation bar has been changed to “OneDrive”. This feature is available when you sign in with your work Microsoft 365 account.
If you select “OneDrive”, OneDrive will appear within Teams and you can check the contents of OneDrive with the new specifications.
When you click “OneDrive” in the Teams navigation bar, the new version of OneDrive will appear. The screen shown is when I signed in to Edge with my work Microsoft 365 account. I’m using OneDrive for Business. In previous Teams “OneDrive” was replaced with “files”.
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Open the new version of OneDrive directly in Teams
OneDrive, which can be viewed in Teams, has almost the same functionality as regular OneDrive.
The first “Home” screen displays recently used files, recommended files, and more, and you can use filters to quickly find the files you need.
The “Home” screen displays recently used files and recommended files. You can also use the filter feature and by clicking on the various buttons next to “Recent” you can view files specific to that app. You can also enter a username in the “Filter by name or user” box on the right to search for files owned by that user. Here the user filtered by “ntaro”, “PowerPoint”
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Note that OneDrive within Teams works a little differently than regular OneDrive. For example, when you open a file in OneDrive within Teams, you’ll see operations like “Edit in Teams” and “Open in browser.” On the other hand, with regular OneDrive, you can open the app directly in a web browser or open the storage location.
Right-click the file and click “Open” from the menu that opens. You’ll see things like “Edit in Teams” and “Open in browser.”
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“OneDrive” screen displayed in Edge. When you open a file, you’ll see options to open it directly in the app and open the save location.
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Selecting “Edit in Teams” will launch the editing app within Teams, allowing you to edit.
For example, when you open a PowerPoint file using “Edit in Teams”, the “PowerPoint” app will launch in Teams and “PowerPoint” will appear in the navigation bar. The screen is changing the font in PowerPoint in Teams
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Change the action when clicked
When you click and open a file in OneDrive in Teams, by default the corresponding app will launch and appear in Teams. You can change it to open in a web browser. To make the change, proceed from “Edit default values”.
To change how files appear in a Web browser when you click them, click “Change default” under “Open.” In the screen that appears, click “Browser” and then “Save” “
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Check created files and favorite files
In OneDrive within Teams, files are organized and managed by item. In “My Files” you can see a list of files and folders you have created. In “Share” you can check the files you have shared and the files that have been shared with you. “Favorites” displays files added to “Favorites”.
“My Files” displays a list of files and folders you’ve created or updated. If a file is missing, check here
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“Shared” provides a list of files that have been or have been shared. Here, shared files are managed in the “With you” tab and files shared by you are managed in the “Me” tab.
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“Favorites” displays a list of files added to favorites. Files marked as favorites in OneDrive and other Microsoft 365 apps appear.
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Check the view in “How to browse files”
There are two views in “File Reference Method”: “User” and “Meeting”. In “User” files are managed separately for each user. It was a file sent by 〇〇, but if you don’t know the file name, you can check it here.
In the “Meeting” view of “How to view files”, files used in the meeting and files for future meetings are displayed in a list. The files displayed here are files attached in advance before the meeting takes place. For example, when you send a meeting agenda from “New Meeting” or “Schedule a Meeting” in Teams, you can insert a link to share a file saved in OneDrive. The meeting title will then appear in the view.
If you click “User” in “How to browse files”, the files will appear separated by user. Click “Show All” to see all files exchanged with that user.
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The “Meeting” view displays a list of files used in future and past meetings. You can also search for and extract meeting names from the “Filter by meeting name” box in the top right corner.
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Create a folder from “Add New”
By clicking “Add New” at the top left of the screen, you will see items for creating new folders and various documents. For example, you can create a folder by clicking “Folder” under “Add New.”
Here, click “Folder,” name the folder on the “Create Folder” screen, select a color for the folder, and click “Create.” The new OneDrive lets you color folders, but you can also create folders colored in OneDrive also within Teams.
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Once the folder creation is complete, you will see a message below. A folder will be created in “My Files”
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