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Access Files or Folders from DPI

When you encounter a Microsoft Office file (such as a Word, Excel, or PowerPoint file) on DPI's website, or when someone at DPI shares a Microsoft Office file with you, but you do not have a Microsoft Office license, you can still work with this file. Use one of the options below:

Open the file in your browser

This is the most convenient option if you want to collaborate in real time on a file that someone at DPI owns. It is also the most convenient option when someone at DPI has shared a file with you and you have received an email notification from Microsoft with the subject line, "[Last Name], [First Name] DPI shared [File Name] with you." This option is also convenient if you only need to access the file while you are connected to the internet.

The online versions of Microsoft Word, Excel, and PowerPoint do not involve a trial license or subscription. The online versions of these apps have basic editing functions. Content might display slightly differently in the desktop versions of these apps. To use the online versions of Microsoft Word, Excel, and PowerPoint, you need a free Microsoft account.

Steps to open the file in your browser
  1. Use your current email address (such as YourName[at]gmail[dot]com) to create a free Microsoft account. Get started at Free Microsoft 365 Online.
  2. Log in to Microsoft 365. This uses multi-factor authentication, so do this while you have your phone with you.
  3. If the file you need is on the DPI website, click the file on the webpage to download it to your computer.
    • If someone shared the file with you for collaboration, click the sharing link to open it with the appropriate Microsoft app in a new browser tab.
  4. In Microsoft 365, click Apps.
  5. Click the appropriate app: 
    • Word (file types such as .doc, .docx)
    • Excel (file types such as .xls, .xlsx., .csv)
    • PowerPoint (file types such as .ppt, .potx)
  6. When the app opens in a new tab, click Upload a file.
  7. Select the file from your Downloads folder.

Open the file in Google Drive

This is a convenient option if you already have a Google account and you receive a file as an attachment or download a copy from the DPI website. 

Steps to open the file in Google Drive
  1. Download the file to your computer.
  2. Open Google Drive. 
  3. Click New.
  4. Click File upload.
  5. Now, you can edit your own copy in Google Docs, Sheets, or Slides, and share your edited copy with colleagues.

Google's Work with Office files using Office editing help page provides step-by-step instructions for different scenarios, such as opening a file from an email or from your Google Drive. At the top of the page, choose the "Computer," "Android," or "iPhone &iPad" tab to follow steps specifically for your device.

Google's Work with Office files help page provides steps for editing Office files in Google's Docs, Sheets, or Slides apps. It explains how to use Office Compatibility Mode to do this. It also outlines the file types you can convert to Google Docs, Sheets, or Slides.

Open the file in LibreOffice

This is a convenient option if you sometimes work in places that have inconsistent Wi-Fi connections.

If you want to edit Microsoft files offline but you do not have a Microsoft Office license, consider downloading LibreOffice. LibreOffice includes free desktop versions of apps that are designed to be very similar to Word, Excel, and PowerPoint.

Steps to open the file in LibreOffice
  1. Download LibreOffice.
  2. Click on the link to the file from the DPI website or wherever else the file was shared with you.
  3. If the file is from the DPI website, find it in your Downloads folder.
  4. From your Downloads folder, right-click the file. 
  5. Hover over Open With. 
  6. Click LibreOffice.
  7. The first time you do this, notice the message "'LibreOffice' is an app downloaded from the internet. Are you sure you want to open it?" 
  8. Click Open.
  9. When LibreOffice opens, notice the message "Welcome to LibreOffice! Drop a document here or open an app to create one."
  10. Drag the file from your Downloads folder and drop it into the LibreOffice window.
  11. The first time you do this, notice the message "'LibreOffice' would like to access files in your Downloads folder."
  12. Click Allow.
  13. The first time you do this, choose your personalization settings in the window that appears.

Open a Shared file 

If you are collaborating with someone from DPI on a Microsoft Office file (such as Word, Excel, or PowerPoint), you might have received a sharing link. To collaborate on this file in Word, Excel, or PowerPoint without a paid Microsoft license, you can download the free browser versions of Microsoft Office apps. To create a free Microsoft account, follow the steps in the Open the file in your browser section above. Then, follow the steps below to access folders and files that a DPI employee has shared with you from their OneDrive or Sharepoint.

Steps to open a shared file
  1. After someone at DPI shares a file or folder with you, then you receive an email like the one below. 
    • If the email does not display in your main inbox after a couple of minutes, check your other mail folders like "Promotions," "Social," and "Spam."
    • Ask the DPI employee to confirm the spelling of the email address with which they shared the file.
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  1. Click Open.
  2. At the prompt that asks you to verify your email address, type the address at which you received the sharing notification.
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  1. Microsoft sends an eight-digit code to the same email address.
  2. Type the eight-digit code you received.


 

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If you need help, contact the person who shared the file or folder with you.