How to use Documents

Navigating Documents

Documents allows you to upload files and share them with selected contacts. Your contacts also have the option to upload files and share them with you. Documents is an invaluable tool if you are working on a group project and need to quickly send information back and forth. Documents can be opened by selecting the Documents tab at the left of any MyLaurier Webmail page. 

Once you open Documents, you will be directed to the All Items page. All Items displays all the files that you’ve either chosen to share or have been shared with you. As you will notice, your Documents page differs from your Inbox through its use of folders instead of tabs. Similar to your Inbox, The left menu box displays the various folders in which your documents can be stored and sorted. These include: 

              • All Items: All files that you have either chosen to share or are being shared with you.
              • Owned By Me: All files that you have chosen to upload.
              • Opened By Me: All files that you have opened.
              • Shared With Me: All files that are being shared with you.
              • Starred: Similar to starring messages, starring a file puts that file into the Starred folder. The Starred folder holds important files, making them easier to find.
              • Hidden: Holds files you have chosen to Hide. Hiding a file makes sure that the file can only be displayed in the Hidden folder. This option can be used to clear up space in your All Items folder.
              • Trash: Displays files that you have chosen to delete. Unlike the Trash label for your email, files in the Trash folder are not automatically deleted after 30 days. However, files in the Trash folder will still continue to take up space in your account. As such,you are advised to frequently empty your Trash folder.
              • Items By Type: Displays items based on File Types. These file types include: Files, Documents, Presentations, Spreadsheets, and Drawings.
              • More Searches: This tab allows you to search for - files not in Folders, files based on who you are sharing them with, and saved searches. You are also given the option of creating your own custom search for files by selecting New Saved Search


Also located in the left menu box are your custom File Folders. These folders separated into My Folders - folders you’ve created - as well as Folders Shared With Me - folders that other users have chosen to share with you.


Uploading a New File

Uploading a file into your Documents allows you to either organize the file among similar files or share the file with a selected contact. To upload a new File, click the Upload tab at the top left of the screen.

You will be taken to the Upload File page. To choose the file you want to be uploaded, click Select files to upload and pick your file.

Once your file has been selected you will be given the option to convert the file so it can edited in Documents. Most Microsoft Office files (Word, Excel, PowerPoint) can be converted.

You will also be given the option to convert text from PDF or image files into Docs Documents. For more information on this conversion, click here.

Finally, you can choose the folder you want your file to be uploaded to by selecting the Destination Folder tab and clicking your desired folder. 

You can also change the privacy settings of your uploaded file by selecting the Private tab.

When you are happy with the criteria you have set for your uploaded file, click Start Upload to complete the upload process.


Create a new Folder

To create a new folder, click the Create New tab at the top left of the screen. 

When the drop down menu pops-up, select Folder. After selecting Folder, a new window will ask you to name the new folder. Name the folder and click OK. Your new folder will now appear under My Folders



Share a File

Sharing a file allows you to give your contacts access to a selected file. Once your contacts have access to a file, you can arrange it so that they are given the ability to edit and rearrange the file. 

To share a file, first select a file you’d like to share from your items menu. When your file has been selected, click the Share tab. After you click Share, you will see a drop-down menu. Click Share Settings in the drop-down menu.


Under Share Settings, you will be given five options regarding how you want your file to be shared (Public on the web, anyone with a link, Wilfrid Laurier University, People at Wilfrid Laurier University with the link, and Private). Select the privacy setting of your choosing and click Save.


After clicking Save your file will be shared with selected users of your choosing.

You can edit the file’s Shared Settings by reopening the Shared Settings page under the Share tab.  


Documents Quick Reference Guide


 
 
 
 
 

Click here to download a copy of the Documents Quick Reference Guide

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