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QM3 File Management Microsoft 365

4. Suite Tools

Introduction

Some of the tasks you will find useful for schoolwork is to be able to upload and download documents from the Cloud, share them, and create or edit a PDF document.

  • In Part One of this Quest, you will download a .docx file from this page and upload it to your OneDrive or submit it to a course management system (such as Google Classroom, Schoology, or other program).
  • In Part Two you will learn to save your file as a PDF file and to be able to edit a PDF file.
  • In Part Three you will look at organizing your files, working with folders, find a file, and restore one deleted by accident.

I Can StatementS

  • upload and download files in different formats
  • save documents as a PDF file
  • edit a PDF file
  • organize and manage files and folders

Key Vocabulary

Citation: This is the information needed to give credit to, or locate, work(s) published or created (a book, paper, article, web site, artwork, composition, music file) by others.

Upload: This is the action or process of moving or saving files, data, or information to another computer system or server.

Download: You are able to copy (data) from one computer system, server, or web site to your own device, typically over the Internet.

PDF file: PDF stands for Portable Document Format that is able to be opened by almost any computing device without having to purchase special software and retains the contents in a consistent format. (images, fonts, graphics, etc.) It was originally created by Adobe Systems' in 1991.

Edit a PDF file: There are some free programs and tools that help you fill-in and edit and save a PDF file.

Course Management System: A CMS keeps teachers and students organized with digital resources for class discussion, document management, homework submission, and course scheduling.

Sharing Permissions: These are settings available in applications where you can choose what permissions you give for accessing your files, and to whom. You can give edit, view, comment, and copy permissions for your files.

Play the Vocabulary Game below to practice the Key Vocabulary


You can change the Quiz mode to Match, Test, Learn, Flash Cards, Spell using the selection list at the bottom right of the activity that says "Choose a Study Mode". Direct link to the Quizlet.

Steps:

1. Watch and pause this video tutorial to see what you will be doing.

Direct link to video

2. PC Download Directions

  1. Watch the Part One video. Pause and replay as often as you need to complete the tasks.
  2. Select the file RobertFrostbio.docx to download it to your filespace, 0r downloads folder.
  3. Note, if you see it on the bottom of your browser window, clicking on it will likely open it in Word. For this exercise, close it so we can go through the Upload steps.

Chromebook Download Directions

  1. Watch the Part One video. Pause and replay as often as you need to complete the tasks.
  2. Hold down the Alt and Shift key and select MRobertFrostbio.docx
  3. Select Download file option.
  4. Select save to download the file.

3. Upload to OneDrive Directions
Now it's time to upload your document to OneDrive. This step is similar to how you would upload any file to the cloud.

  1. Login and open your OneDrive.
  2. Open your 21things folder or alternate folder you are saving your work in.
  3. Select the Upload menu
  4. Select Files from dropdown menu
  5. Locate and select the RobertFrostbio Word file you downloaded.
  6. Select Open

You will see a message stating the upload is complete. You should also be able to see the file in your OneDrive.


4. Add the following credits to your RobertFrostBio document:

  • Edit your RobertFrostbio document and add a citation, or copy and paste the citation below for the Robert Frost poem (if you are using it):

This information is based on PoemHunter.com which is based on the copyrighted Wikipedia Robert Frost; it is used under the Creative Commons Attribution-ShareAlike 3.0 Unported License. You may redistribute it, verbatim or modified, providing that you comply with the terms of the CC-BY-SA.

Note: Most work on the Internet is under copyright, as are most images found while doing a Google image search. It is important to understand copyright and give proper credit to sources.


5. Download your file as a PDF document

  • Select File menu and Save As
  • Select Download as PDF
  • Decide where you will save it on your computing device.
  • You can now upload the PDF to your OneDrive.

6. Compare Your PDF document

  • Open the PDF document you just saved on your computing device.
  • Now open it on a tablet or cellphone (email it to yourself, or open your OneDrive on the other device).
  • Are the PDF and your original document similar? If different, how are they different? Can you easily open the .docx version of the file on your other device as well?

Why would you want to edit a PDF file?

Many businesses, schools, camps, and colleges provide their applications for you to fill out as a PDF file.

There are many free programs on the web that let you either convert a PDF file to a Word document, or edit it online. 

1, Download this sample application form and then see if you can edit it to put in your information.

2. Be sure to save the document after editing it with a different name, and then reopen it to see if your edits were saved.

  • You can drag and drop or upload a PDF file to a free converter site and then download it as a Word document to edit it:
  • There are also a number of free web sites and resources that can be used to edit a PDF file:
    • Chromebook PDF editor: Soda PDF Online
    • Sejda  upload your PDF file online, fill out forms, add text or edit it, add images, create links and hyperlinks and annotate it for a free trial (must be less than 200 pages or 50MB).
    • PDF Buddy is a drag and drop site to edit and sign a PDF file. A free account must be created to download it.

1. Watch this short 5 minute video about organizing and managing your files in OneDrive. 

 

2. Now practice some of these file management tips by going to your own OneDrive:
  •  Locate your Recent files and Shared files
  • Change the display between: tiles, then list, and then photo
  • Right-click on a file and see the different options, rename, version history, etc.
  • Use Search to find one of your files by name
  • Create a folder if you haven't already done that
  • Select several files and Move them to a folder
  • If you have photos, look at one in a larger view.

3. Look at your files in OneDrive now and move, rename or delete them as needed to be more organized.

What grade would you give yourself for organization and file management?

 

 


Completing this Quest

Congratulations on learning to upload, download, edit, and create a PDF file. In the next Quest you will add images to your Collaboration document.


Check off this Quest (QM3) on your 21t4s roadmap

I am ready to go to Suite Tools QM4, Graphics

MITECS   Michigan Integrated Technology Competencies for Students, and

ISTE Standards for Students

1. Empowered Learner
d. understand the fundamental concepts of technology operations, demonstrate the ability to choose, use and troubleshoot current technologies, are able to transfer their knowledge to explore emerging technologies

6. Creative Communicator
a. choose the appropriate platforms and tools for meeting the desired objectives of their creation or communication
b. create original works or responsibly repurpose or remix digital resources into their new creations
d. publish or present content that customizes the message and medium for their intended audiences