You now have Office on your iPad. Great! Here are a few tips. Files go by different names in Office. A Word file is called a document; an Excel file is called a workbook; and a PowerPoint file is called a presentation. By any name, you’ll be glad to know, the techniques for creating, opening, saving, and naming files are the same.
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There are several reasons why OneDrive is syncing your SharePoint document library files in read-only. In this video, I talk about a few of those reasons including required metadata.
How Office for the iPad handles files
Office for the iPad operates under the assumption that your iPad is always connected to the Internet and you want to store your files on OneDrive, Microsoft’s online file storage facility. However, you can store files on the iPad itself. What’s more, you can move files back and forth between the iPad and OneDrive.
In Word, Excel, and PowerPoint for the iPad, all file operations are done by way of the Office window and File menu. To handle files, look to the upper‐left corner of the screen and tap the Office button or File button. Tapping Office opens the Office window; tapping File opens the File menu:
Opening a file
When you start Word, Excel, or PowerPoint for the iPad, you also open the file that was open the last time you ran the app. Is this the file you want to work on? If it isn’t, follow these steps to open a file:
Tap Recent in the Office window to see a list of files you opened recently. If the file you want to open is on the list, tap its name to open it. You can move a file permanently to the top of the list by tapping the pin icon next to a file’s name. Pin a file to the top of the list if you open it often.
In an Office for iPad app, only one file can be open at a time. You can’t, for example, open two Excel workbooks and switch back and forth to compare the two. Office for the iPad is stubborn about not letting you open more than one file. The program is so stubborn, in fact, that it saves and closes the file that is open when you tap the Office button to open a different file.
No Save button exists in the Office for iPad apps. That’s because as changes are made to files, the changes are saved automatically, as long as AutoSave is turned on, that is. To see whether AutoSave is on:
When AutoSave is off, save files by tapping the File button and choosing Save on the drop‐down menu.
Closing a file
The only way to close a file is either to open a different file or close the app itself. Office for the iPad is peculiar about that. It doesn’t offer a Close command for closing files. Because you can’t open two files at the same time and because at least one file must always be open, the only way to close a file is to open another one or shut down everything.
Creating a file
When you create a file, you are asked to choose a template to establish what your file will look like. A template is a preformatted file. Some of the templates are terribly spiffy; others are plain in case you want to do the formatting yourself.
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Follow these steps to create a file:
Renaming and moving files
Office for the iPad offers the Duplicate command for renaming and moving files. This command is located on the File menu. It’s called “Duplicate” because duplicating a file — in other words, making a copy — is the only way to rename and move files:
Follow these steps to rename or move a file:
Deleting a file in an Office for iPad app
The easiest way to delete a file stored on OneDrive is to open the OneDrive website in a browser and delete the file inside the OneDrive website. Follow these steps to delete a file in an Office for iPad app:
Many computers have a Trash feature (Mac) or a Recycle Bin (Windows) where deleted files are kept in case you want to recover them. The iPad has no such thing. Files you delete are deleted permanently and irrevocably. For that reason, think twice before deleting a file.
Tap the File icon and choose Delete to delete a file.
You can sync your OneDrive to your iPad or Mac. In computer terminology, syncing (the term comes from synchronizing) means to see to it that the data in two different places is the same. For example, you would sync data on a cellphone and a computer to make sure that the same telephone numbers are stored on both devices.
Syncing is important for working on files on OneDrive because, unless your OneDrive files and the files on your iPad or Mac are in sync, you can end up with many different versions of the same file and not be sure which version is up‐to‐date.
Syncing files between the iPad and OneDrive
You will be glad to know that Office files on the iPad and Office files kept at OneDrive are synced automatically. In case you lose your Internet connection when you’re working on a file stored on OneDrive, the iPad keeps a local copy of Office files you’re working on. If you lose your Internet connection, you work on the local copy. This local copy is uploaded automatically to OneDrive when the Internet connection is restored.
You can tell when you’re working on a local copy of a file from OneDrive by opening the File menu. If you see the words “Upload pending” under AutoSave, it means the edits you made to your file haven’t been saved to OneDrive yet. The edits will be saved to OneDrive when the Internet connection is restored.
Syncing files between Office 2011 and OneDrive
To sync files between Office 2011 for Mac and OneDrive, you need an app called OneDrive. This app is available for free at the App Store.
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After you download and install the OneDrive app to your Mac, you can tell the app which folders on OneDrive you want to sync on your Mac. The OneDrive app makes copies of folders on OneDrive and places these copies on your machine. Then, working in the background, the OneDrive app copies files back and forth between your Mac and OneDrive as necessary to make sure that the latest versions of all files are in both places and in sync with one another.
Open the Launchpad and click OneDrive to open the OneDrive app. After it opens, the OneDrive icon appears on the Mac toolbar. Clicking the OneDrive icon opens a drop‐down menu with information about how much storage space you have on OneDrive and when files were synchronized. As far as syncing goes, these are the options worth knowing about on the menu:
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December 2022
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