Information about the Files feature in Yammer

INTRODUCTION
This article contains information about the Files feature in Yammer. It includes helpful tips about how to use the Files feature and a list of frequently asked questions (FAQs).
MORE INFORMATION

Key features

The key features of the Files feature in Yammer include the following: 
  • Upload and access your files from any computer that has an Internet connection.
  • Share files with members of your home network or external networks.
  • Upload new versions of files to automatically update all conversations and links to the file so that they point to the latest version of the file.
  • Follow a file to receive a notification when a new version is uploaded or when coworkers discuss the file on Yammer.
  • Attach a file to notes or conversations by uploading from your hard disk or from the Files directory.
  • Delete files when they are no longer needed.
  • Add and discover related content.
  • Search the contents of uploaded files.

How to use files

How to upload a file

To upload a file, use one of the following methods: 
  • Click the ellipses (...) to the right side of the home inbox and notification icons, click FILES and then click Upload File.
  • Browse to any group, click the FILES tab, and then click Upload File.
Files are uploaded to the groups of which you're a member when you click Upload File. If you decide to upload directly into the Files directory, the file will be uploaded to the All Company group.

How to find a file

To find a file, use one of the following methods:
  • Browse to the Files directory. This contains all the files to which you have access.
  • Browse to a specific group, and then click the FILES tab. This shows a list of files that are associated with that group. 
  • Use the Search dialog box. Search will query both the title and full text contents of the file as long as it's in the .doc, .ppt, or .pdf format. 

How to delete a file

To delete a file, browse to the file, and then click Delete this file. Only the owner of the file (that is, the person who uploaded the file), the group administrator, or the network administrator can delete a file. 

How to share a file

To share a file with coworkers, follow these steps from the Files directory:
  1. Click the arrow to the right side and click Share.
  2. Type the names of the people, or the group, with whom you want to share the file, and then click Share.
If the file is located in a private group, you can share the file only with members of that group. If the file is located in a public group, you can share the file with anyone in your home network. 

How to upload a new version of a file

To upload a new version of a file that will replace the current version, browse to the rich file view, and then click Upload a New Version. If you share the file with other people, they'll automatically become followers of the file. They'll also receive notifications about changes that were made or conversations that are occurring around the file.

Note The Upload a New Version option doesn't apply to Word, Excel, or PowerPoint documents. Those files are editable through Office Online by going to the file in Yammer, and then clicking Edit File.

How to view an earlier version of a file

To view an earlier version of a file, browse to the version history section on the right side of the browser within the rich file view. Click the file to view that version. 

How to download a file

To download a file, follow these steps:
  1. Browse to the file that you want to download, and then click Download.
  2. Select the destination for the file, and then click Save.

How to discuss a file

There are two ways to discuss a file:
  • Underneath the file in the rich file view, write out your message, and then select the group or the people that you want to tag in the message. The file will be automatically linked to your message.
  • To attach a file to a conversation, either in a group’s feed or in the general company feed, click Add a File. From the file selector, you can select Upload a file from your computer or Select a file on Yammer. If you select a file that's already on Yammer, click the file that you want to reference, and then click Attach
Note Files that are uploaded to private groups can only be shared and discussed with members in that group.

How to add related content

You can add related files and notes to your file to help your coworkers discover other content that relates to the file. To do this, in the Related Content box, click Add File or Add Note, and then select the file or note that relates to the file.

How to follow a file

There are two ways to follow a file:
  1. At the upper-right corner of the file page, click Follow.
  2. Browse to the Files directory, click the down arrow at the right side of the file name, and then select Follow. This makes sure that you're notified when new versions are uploaded.

Frequently asked questions (FAQs)

Q: What is Yammer Files?
A. Yammer Files is a feature that lets you upload different kinds of files, such as documents, images, and videos, and lets you share them with your coworkers online. You can access Yammer Files from any computer that has an Internet connection, and you can share the files with anyone in your Yammer network. 

Q: Where are files stored?
A. A file is stored in a group where it was originally uploaded. If a file exists in a private group, only members of that group can view it. If it's uploaded to a public group, anyone in the company network can access the file. 

Q: Can I reference a file that was originally uploaded to one group in another group conversation?
A. In most cases, you can reference a file that was originally uploaded to one group in another group conversation. However, if the file was originally uploaded to a private group, you won’t be able to reference it in another group.

Q: Why would I follow a file?
A. By following a file, you subscribe to conversations that reference that file. Conversations that are posted in the All Company group (or in any group that you've joined) and that reference the file will be delivered to your feed. Additionally, when a new version of the file is available, you'll receive a notification.

Q: If I upload a file, do I auto-follow the file?
A. Yes.  If you upload a file, you auto-follow the file. 

Q: If I share a file with coworkers, do they auto-follow the file?
A. Yes. If you share a file with coworkers, they auto-follow the file.

Q: If I post a file in a group, do group members auto-follow the file?
A. No. Group members won't auto-follow the file unless you directly share the file with them. 

Q: Who can see files that are uploaded to a public group?
A. Anyone can view files that are uploaded to a public group.

Q: Who can see files that are uploaded to a private group?
A. Only members of that private group can view files that are uploaded to a private group.

Q: Who can reference files that are uploaded to a public group?
A. Anyone can reference files that are uploaded to a public group.

Q: Who can reference files that are uploaded to a private group?
A. Only members of that private group can reference files that are uploaded to a private group. Additionally, the files can be referenced only in conversations that occur within the same private group.

Q: Who can share files that are uploaded to a public group?
A. Anyone can share files that are uploaded to a public group with any coworker in his or her home network.

Q: Who can share files that are uploaded to a private group?
A. Only members of a private group can share files that are uploaded to a private group. Additionally, the files can be shared only with other members of the same private group.

Q: What's the difference between sharing a file with a coworker and attaching a file to a private message or posting to a group?
A. If you want to share an important file with a coworker, you may want to share the file directly with them. Unlike posting to a group or attaching a file to a private message, sharing a file with a coworker automatically sends him or her a notification. Your coworker will automatically follow the file.

Q: If I share a file with a coworker, does it post a message to one of my groups?
A. No. Sharing a file with a coworker generates only a notification message for that user to indicate that you shared the file. No other messages are generated.

Q: If a topic is added to a message that has a file attachment, is the topic automatically applied to the file?
A. Not at this point. However, because the topic is applied to the message that has the file attachment, you can still search topics to find files.

Q: Who can upload a new version of a file?
A. Anyone can upload a new version of a file in a public group. In private groups, only group members can upload new versions of the same file and revert the new versions back to older versions of the file.

Q: If I upload a new version of a file, do all existing conversations that refer to the file point to the new file?
A. Yes. All existing conversations that refer to the earlier version of the file will point to the new version of the file.

Q: If I upload a file that has the same name as an existing file in the Yammer network, does the uploaded file replace the existing file?
A. No. The file will be uploaded as a new, independent file unless you specifically select Upload a New Version to upload a new version of an existing file.

Q: Can I download older versions of a file?
A. Yes, you can view and download older versions of a file.

Q: Who can delete a file?
A. Network administrators can delete any files in the network. Group administrators can delete files that are uploaded to their groups. A specific file’s owner (that is, the person who uploaded the file) can delete that file.

Q: After I delete a file, can I restore it?
A. No, you can't restore the file after it's deleted. 

Q: After I delete a file, what happens to the conversations that refer to the file?
A. The conversations will remain available. The file attachment will indicate that the file was deleted. No preview of the file will be available.

Q: What's the Files directory?
A. In the Files directory, you can see a list of all the files that you can access. From this list, you can view, preview, follow, share, or download files. After you click a file, you'll see the rich file view of that file.

Q: What's the rich file view?
A. The rich file view is the page that's dedicated to a specific file. From the rich file view, you can preview the file’s contents, start full-screen mode, edit the name of the file and its description, and decide to follow or un-follow the file. You can also view and gain quick access to related files and notes. You can share the file with a coworker, and the coworker will receive a notification instantly. You can also tag the file with topics to help organize content. 

Q: What does it mean to follow a file?
A. When you follow a file, you receive updates when new versions are available or when the file is referenced in a conversation.

Q: What is the group files tab?
A. You'll see a tab for files in a group. This tab lets you access all the files that are uploaded to a given group (for example, all files that are associated with a certain group or with the All Company group). From this tab, you can view, preview, or download files. You can also upload a new version of a file or delete a file. You can decide to follow a file to receive updates when new versions are available or when the file is referenced in a conversation. You can also share a file with a coworker to instantly send him or her a notification that has a link to the file. 

Q: How do I attach a file to a private message?
A. When you're writing a private message, click the file icon to open the file selector. In the selector, you can see a list of all the files to which you have access and then select a file to attach to the message. 

Q: How does search work with files?
A. Search queries the full text of any file in the .doc, .ppt, or .pdf format. This means that both the file names and the full contents of the file will be queried. Search won't query earlier versions of a file.
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Article ID: 2834653 - Last Review: 04/08/2016 19:26:00 - Revision: 5.0

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