Office ‘Delve’ is coming to your Office 365 subscription soon. It is important to continue to educate your users on SharePoint and OneDrive and to explain your policies for file sharing and security. Please let us know if you have any questions!
What is Office Delve?
Delve helps you discover the information that’s likely to be most interesting to you right now – across Office 365.
The more you and your colleagues work together, by viewing, editing and sharing each other’s documents, the more useful Delve will be for all of you.
Delve learns from how you and your colleagues work, and tailors the information to each of you. What you see in your views in Delve is different from what your colleagues see in theirs.
You don’t have to remember the title of a document or where it’s stored. Delve shows you documents no matter where they are stored in OneDrive for Business or in Sites in Office 365.
Delve never changes any permissions, so you’ll only see documents that you already have access to. Other people will not see your private documents, for example documents that you’ve stored in private folders in OneDrive for Business.
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Store your documents where Office Delve can get to them
To make Delve a great experience for everyone in your network, make sure that you and your colleagues store and share your documents where Delve can get to them: in OneDrive for Business or in Sites in Office 365.
There’s very few or no documents in Delve – What can I do?
Store your documents in OneDrive for Business and share them with your colleagues. To share your documents, create a folder and invite people you work with.
- Select OneDrive in the Office 365 navigation.
- Click new > New folder.
Type a name for the folder, for example Shared with my colleagues.
- Click Invite people, and enter names or email addresses.
Click Create.
- Click the folder to open it and upload existing documents or create new
When you add documents to this folder, you and the people you invite will be able to see the documents in Delve and work on them together. Other people will not be able to see them.
- To share documents with everyone in your organization, upload or create documents in the Shared with Everyone folder in OneDrive for Business.
- To share individual documents, select the document in OneDrive for Business, click Share, and then Invite people.
- To share an existing folder, select the folder in OneDrive for Business, click Share, and then Invite people.
Store and share documents in Sites in Office 365
If a document is a collaborative effort related to a project, then saving it to a team site might be a better choice.
To store and share documents in Sites:
- Select Sites in the Office 365 navigation.
- Go to the site where you want to create and upload documents, for example your Team Site.
- Create and upload your documents. Everyone who has access to the site, can also see the documents in Delve.
I uploaded documents, but I don’t see them in Delve?
It may take some time (sometimes up to 24 hours) before the new and uploaded documents appear in Delve. Once they’re there, any changes you make to the documents should appear in Delve within minutes.
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Work together on documents in Office Delve
In Delve, you can quickly see what documents your colleagues are working on. You can share documents through email, and you can view and modify the documents together in Office Online.
Work with others on documents in Delve
When you open documents in Office Online, your colleagues can open them at the same time. That means you don’t have to wait for someone to finish adding information to a document before you can enter yours.
As you see each other’s updates you can discuss and share ideas, resulting in a document that’s truly a team effort.
- To open a document in Office Online, click the content card.
PowerPoint presentations open in PowerPoint Online, Word documents in Word Online, and so on.
Share a document with others through email
- To send a link to a document through email, click the mail icon on the content card.
Your default mail client opens with a link to the document and a predefined message. Type in email address, change the message if you want, and send the mail.
You don’t change who has access to the document, but simply send a link to it.
Give other people access to your document
- To share a document with others from within Delve, click the shared with icon on the content card, and then click Invite people.
See Store your documents where Delve can get to them to learn about storing your documents and sharing them with others.
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Make your content matter in Office Delve
Sometimes even the best and most useful content does not get the attention it deserves. Often because people don’t know about the content, or because they don’t know where to look for it. Delve can help you solve both these issues.
Say that you work in customer support, and people often come to you for advice. To help out, you’ve written a set of documents that describe solutions for different customer pains, and you know that these documents would be useful to many of your colleagues. You stored the documents on your team site, but people don’t seem to know or remember where to find them. You keep getting emails asking for help or for links to more information.
With Delve, your colleagues can easily find your documents without knowing where you have stored the content. As you create or update documents, your closest colleagues and peers will probably see your new documents on their DelveHome page. Or, they can go to your people page to find the documents there. If you’ve explicitly shared the documents with your colleagues, they can also find the information in their Shared with me view.
Make it more visible by getting activity around the document
The key to making your documents more visible in Delve is to generate more activity and buzz around the documents. Documents that are active among your closest colleagues are likely to show up as important documents also to people in their networks, and so on. The more often a document is viewed, edited or shared among your closest colleagues and peers, the more likely the document is to become visible and popular across your entire organization.
So what can you do you do to spark activity around your documents?
Here are some tips:
Store the document where people can access it
If you want people to view a document in Delve, store it in a place where they have access. The “Shared with everyone” folder in your OneDrive for Business is a good choice. So is one of your organization’s Sites in Office 365.
Share the document
If you want a document to have a wide audience quickly, share it and invite others to read and comment on the document.
Have good and useful content
If your content is useful, people will return to your document and recommend it to others.
Get the title right
Give your document clear and useful titles that make the documents stand out in Delve and make people want to read the document. Make the titles different enough so that readers will see at a glance how one document is different from the next.
Add a good picture
Add a picture that sparks interest in the document and makes the document easy to recognize in Delve.
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Who can see my documents in Office Delve?
Only those of your colleagues who already have access to see your documents in Office 365, can also see your documents in Delve. You are the only one who can see documents you have stored in private locations, for example in a private folder on your OneDrive for Business
How can I tell who else can see a document?
Because Delve is personalized to you, you may see documents that are private to you appear in Delve. This does not mean that other people can see the documents too. You’re always in control, and can change the permissions on your documents from within Delve.
To check who can see a document:
- Click the Shared with button on the content card:
- Or, right-click a card and choose Who can see this?
You’ll see who has access to the document, and you can share it with others (Invite people).
Who can see the documents I store in OneDrive for Business?
All documents that you store in OneDrive for Business are private initially – only you can see them – unless you decide to share them.
You can easily share a document with everyone in your organization by placing it in the Shared with Everyone folder. Everyone in your organization will be able to see the documents you place here.
You can also share documents with some of your colleagues, for instance to collaborate on a project. You can create a new folder and share the folder with people you work with, or you can share individual documents. When you share a folder or documents with specific people, only those people will be able to see the documents in Delve.
What about emails and Lync conversations – will they show up in Delve?
No. In Delve, no one will see your emails or Lync conversations, or details about your communications through email and Lync.
How can I keep a document private?
If you want to keep a document private, store it in OneDrive for Business and choose not to share it.
Documents that aren’t shared are marked with a padlock and with the text Only you in the Sharing column in OneDrive for Business. These documents will not show up in Delve for other users. Only for you.
My private document has 7 views in Delve – does it mean that 7 people viewed it?
No. If your document is stored in OneDrive for Business and you haven’t shared it with other people, or if it’s stored in another private location, only you can see the document in Delve. 7 views means that you opened it 7 times.
My private document is “trending around” another person – how is that possible?
Sometimes you can see a document as “trending around” a colleague without this colleague seeing or having access to the document. This may not sound logical, but here’s how it works. Say that you have a strong working relationship with someone, such as your manager, and you’re making frequent updates to a particular document. The frequent updates and the strength of your relationship means that the document would be recommended as relevant to your manager if he had access to view it. He can’t see the document in his Delve as it’s not shared with him, but since Delve is personalized and you have access to the document, you might see the document as “trending around” him if you go to his people page in your Delve.
- To check who can see the document, click the Shared with button on the content card:
Can I opt out?
You can choose to turn off Delve. If you do, your activities and relationships won’t be used to personalize the Delve views for others, and you’ll not be able to see any documents or people in Delve.
Your documents can still appear in Delve for people who have permissions to view them, just like these people would find your documents if they search for them in SharePoint Online. Other people can also see basic information about you, such as your job title, but they won’t see any documents if they go to your People page.
- To turn off Delve, go to Settings > Delve settings.
- Choose Turn off.
- Click OK to save the changes.
You can turn Delve on or off at any time.
Note It may take up to a week for all changes to take effect.
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Share documents or folders in Office 365
The documents and folders you store in OneDrive for Business are private until you decide to share them. Similarly, in a team site library, you may want to share specific documents or folders with people who don’t otherwise have access to the site. When you share documents and folders, you can decide whether to let people edit or just view them.
Note You may also be able share documents with external users (people not on your network) by inviting them as “Guests,” or by creating and posting guest links. For details, see Share sites or documents with people outside your organization.
Share a document or folder
- Go to OneDrive for Business or the site library that has the document or folder you want to share.
- Select the More menu (…) next to the document or folder to open its document callout, and then select Share.
- In the Share dialog box on the Invite People tab, type names or email addresses of people you want to share the document or folder with.
- Select a permission setting.
- If you want, type a message to be included with an email that’s sent to all invitees. The email includes a link to the shared document.
- If you don’t want to send an email, click Show Options, and then uncheck Send an email invitation.
Frequently asked questions
How do I share a document with “everyone”?
In OneDrive for Business, there are two ways to share a document with everyone:
- Place documents in your “Shared with Everyone” folder.
- Use the Share dialog box. Follow the same procedure described above for share a document or folder, but type Everyone in the Invite People box.
Note If you’re sharing a document in a team site library, this is the only option for sharing with everyone.
What’s the difference? Using the “Shared with Everyone” folder is quick and simple. Just drag a document into your “Shared with Everyone” folder, or create new documents in this folder, and you’re done. Note, however, that all documents in this folder have view-only permission.
The most important difference: The Share dialog box lets you select “Everyone except external users.” If your organization allows external sharing, sharing with “Everyone” includes external users: people outside of your organization who have previously been invited to share documents as guests, either by you or by others in your organization.
How do people find documents I’ve shared with everyone?
Documents you share with everyone don’t appear in their Shared with Me view in OneDrive for Business. Why not? Consider that depending on the size of your organization, there might be hundreds if not thousands of documents that are shared with everyone. Also, you may not want to send a share invitation email to everyone in your organization.
Instead, people can find these documents by:
- Following a link you send them directly in an email.
You can find any document’s web URL in its document callout.
Copy and paste the URL into an email addressed to specific people you want to notify.
- Using their Search box in OneDrive for Business.
In this example, Molly Dempsey searches on the keyword “Court Cases” to find any relevant documents shared with her in her organization.
How do I see who I’m sharing a document with?
- Select the More menu (…) next to the document you’re interested in to open its hover card.
The names of the people with whom you’re sharing the document appear on the hover card.
- If you’re sharing with more people than whose names will fit on the card, select the more link at the end of the list of names. You can scroll the list to see all names.
Tips If the library you’re working in has a Sharing column, you can select the people icon to open the Share dialog box.
How do I stop sharing a document or folder?
To make a document or folder private again, you can stop sharing it.
- Select the More menu (…) next to the document or folder to the callout.
- Select the More menu (…) on the callout, and then select Shared with.
- In the Shared With dialog box, select the drop-down arrow next to the person you want to stop sharing with, and then select Stop sharing.
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Should I save my documents to OneDrive for Business or a team site?
It’s tempting to save all your documents to OneDrive for Business. The link to your OneDrive for Business library is always sitting there at the top of the page, ready for you to upload or create new documents. However, you also need to think about who can and can’t access the documents you save to OneDrive for Business. If a document is a collaborative effort related to a project, then saving it to a team site might be a better choice. This article provides some guidelines to help you decide which route to go.
Save documents to OneDrive for Business when…
- You don’t plan to share them.
Documents you place in OneDrive for Business are private by default, unless you place them in the Shared with Everyone This makes OneDrive for Business your best option for draft documents or personal documents that no one else needs to see.
- You plan to share them, but they have a limited scope or lifecycle.
You may sometimes work on documents that aren’t related to an ongoing project, which are important mostly to you, but that you still want to share. For example, perhaps you’re writing an article to appear in a blog, and you’d like to ask selected colleagues to review and edit it before you post it. In this case, you expect people to use the document once and then be done with it. People don’t need any additional context information, or need to know where in particular you’re keeping the document. All they need is a link to the document and editing permission.
- You can’t identify an existing team site where your document belongs, and you don’t think the purpose of the document warrants creating a new one.
- You want team members to recognize the document as being relevant to an ongoing project.
- You want to spread ownership and permissions across a wider collection of people. If a document is important to the success of a project, it’s a good idea for there to be people other than yourself who can control what happens on the site.
- You want permissions to be granted on a site basis, instead of on individual documents. If people have access to the team site, then they have access to documents stored in the site.
- Other project-related documents are already saved to the team site library, and others expect to find it there.
- You want to create a check-in workflow that assigns the document to someone else.
Save documents to a team site library when…
Moving document from OneDrive for Business to team sites
Sometimes individual documents grow in importance and become relevant to a project. When that happens, it may make sense to move them from OneDrive for Business to a team site.
Moving a document from OneDrive for Business to a team site library is a manual operation. You can either copy or cut and paste the document. The easiest way to move files between libraries is to use Explorer. In the library, click the Library tab, and then choose Open with Explorer.
Here’s a short training video that demonstrates moving documents:
Note SkyDrive is now OneDrive, and SkyDrive Pro is now OneDrive for Business. Read more about this change at From SkyDrive to OneDrive.
Troubleshoot moving documents from OneDrive for Business
There are a couple of issues to keep in mind when moving documents from OneDrive for Business to a team site library:
- Hyperlinks to the original document stop working, because you’ve deleted the document in OneDrive for Business. You may want to share the document you moved to the team site to give people on the site an updated, working link.
- If people followed the original document, links in their newsfeed to that document will stop working. To restore this association, people will need to follow the document in its new location.
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