Staff Email - The basics of OneDrive for Business

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As part of Office 365, you have access to OneDrive. OneDrive is Microsoft's cloud-based file storage service, that allows you to sync and share files between your computers and mobile devices so you can access them from anywhere you have an internet connection. You can also share files with other people via OneDrive, making it easy to send and receive documents, photos, or any other type of file.

OneDrive also lets you create a Word document or Excel spreadsheet using the online versions of these apps.  Working with files stored on OneDrive looks and feels exactly the same as working with the files stored locally on your computer, except the changes you make are instantly saved online.  

The information below will help you get started using OneDrive for Business, but there is a lot of information and tutorials available on the Microsoft Support website: www.support.office.com

Accessing your OneDrive

There are multiple ways to access your OneDrive:

Access from any web browser
Simply open a web browser on your computer, smartphone or tablet and navigate to office.tcd.ie. Once there, log in with your Trinity username and password. When you're at the Office 365 home-screen or portal, click on the OneDrive app.

Access from the OneDrive client
You can download the OneDrive client to install on your computer. Go to office.tcd.ie and click on the 'Install Office' button or the 'Other installs' link. This will install Office 365 to your device and you'll have OneDrive as part of that install.

Install the OneDrive app to your phone or tablet


Quick Guide to the online OneDrive interface

(A) This grid button lets you switch easily amongst all of the apps available to you like Word, Excel, and so on.

(B) This is the New button; this button lets you create a new document or folder.

(C) The Upload button for uploading or copying files to your OneDrive directly from your computer.

(D) The Gear icon gives you access to OneDrive options

(E) Clicking on your photo or your icon here, gives you your instant messaging status, and lets you edit your Office 365 account profile, and your account settings. This is also where you can Sign out from your account, which is something you should always do if you're accessing your OneDrive, or any other online account for that matter, from a public computer, a friend or coworker's computer, or any other computer that's not yours, or which other people have access to.

(F) This is the Search field, which you can use to quickly find any files stored on OneDrive. All you have to do here is type part of the name of the file to perform your search.

(G) This is the Navigation pane. Clicking Files will show you the directory of every file you have saved on OneDrive. Recent will show you any files you've opened or worked on recently, which is a quick way to get to the files you work on the most frequently. Shared with Me will show you any files other have shared with you through their OneDrive accounts.
And if you've deleted any files, you'll find them here in the Recycle Bin. Just like with the Recycle Bin on your desktop, you have the option here to select files and restore them back to their original locations, or you can click Delete to permanently delete selected items.

(H) This is the main portion of your screen which gives you a view of the folder you have selected in the Navigation pane.

Uploading files to your OneDrive account

Upload files to OneDrive for Business so you can get to them from anywhere, on almost any device.

Upload folders in Microsoft Edge or Google Chrome

  1. Select Upload > Folder.
  2. Select the folder.
  3. Select Upload.

Upload folders in other browsers (Firefox, Safari)

  1. Select New > Folder to create a folder.
  2. From the folder you want to upload, select the files.
  3. Drag and drop the files into the new folder you created in OneDrive.


Note:
 You can also upload files by opening File Explorer, selecting the files you want to upload, and dragging them to OneDrive for Business.

Creating a new document via OneDrive

With your files saved to OneDrive, you can create files and folders to manage your work.

Create a file in OneDrive

  1. Select New and choose the type of file you want.
  2. To rename the file, click the file name in the title bar, for example Document, and then type a name.
  3. All changes are automatically saved in the Office online apps, so when you go back to OneDrive, your new file is already saved.

Create a file in an Office desktop app

  1. Open a desktop app, like a Word, Excel , or PowerPoint.
  2. Select File > Save As.
  3. Select your OneDrive work or school account.
  4. Type a name for the file and select Save.

Create folders

  1. Select New > Folder.
  2. Type a name for the folder and select Create.
  3. Select the files you want and drag them into the folder.

Sync OneDrive files and folders

With OneDrive, you can sync files between your computer and the cloud, so you can get to them from anywhere.

Sync OneDrive to your computer

  1. Select Start, type OneDrive, and then select the OneDrive desktop app.
  2. Sign in to OneDrive with the account you want to sync and finish setting up.
    Your OneDrive files will start syncing to your computer.

Work with your files in your file system

Once you're synced, you’ll see your files in File Explorer. On a Mac, your files will appear under OneDrive in the Mac Finder.

If you use more than one account, your personal files appear under OneDrive – Personal and your work or school files appear under OneDrive - TrinityCollege.

You can copy or move files from your computer to OneDrive right from your file system.

You can also click the OneDrive cloud icon in the Windows notification area to check status on your files. Click the Settings gear to add an account, or manage other sync settings.

Sharing files and folders

Here's how you share files or folders:

  1. Select the file or folder you want to share, and then select Share

  2. Enter the names of the people you want to share with and a message, if you want.

  3. (Optional) Click the drop down list to change the type of link. The Details pane opens, where you can change who can access the link and whether people can edit the item you’re sharing.

  4. Options for Who would you like this link to work for (options vary based on admin settings):

    • Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of Trinity.

    • People in <Your Organization> gives everyone in your organization access to the link, whether they receive it directly from you or forwarded from someone else.

    • Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.

  5. By default, Allow editing is turned on. If you want people to only view your files, uncheck the check box.

  6. When you're done, click Apply.

  7. When you’re ready to send the link, click Send.

Sharing files and folders by a weblink

Another way to share is to get a link to a file or folder that you can copy and paste in a text message or on a website. People you share these links with can also forward your link to others.

  1. In your OneDrive, select the file or folder you wish to share and click Copy link. The link is automatically copied to your clipboard.

  2. (Optional) Click the drop down list to change the type of link. The Details pane opens, where you can change who can access the link and whether people can edit the item you’re sharing.

    Options for Who would you like this link to work for (options vary based on admin settings):

    • Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of Trinity.

    • People in <Your Organization> gives everyone in your organization access to the link, whether they receive it directly from you or forwarded from someone else.

    • Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.

    By default, Allow editing is turned on. If you want people to only view your files, uncheck the check box.

    When you're done, click Apply.

  3. Paste the link (Ctrl+V) to wherever you want, such as a text message or on a website.

Notes: 

  • The permission granted by a sharing link lasts only as long as the link exists. For example, when a link is disabled, access is revoked (though people may still have access to the file via other means).

  • When Allow editing is selected: After they sign in, people in Trinity can edit, copy, or download the files. When Allow editing isn’t selected, people in Trinity can view, and may be able to copy or download the files.

  • You may be able to share files with external users (people not on your network) by inviting them as “Guests,” or by creating and posting guest links. These links are available by default in Office 365, but administrators can disable external sharing for your sites. For details, see Share sites or documents with people outside your organization.

  • Site administrators can restrict sharing so that only owners can share files and sites. For information about an admin can enable sharing links, see Video: Share a site without access request.

 

Editing permissions to OneDrive files or folders once they have been shared

You can stop sharing an item, or change the permissions others have to it, if you're the owner of the item or have edit permissions.

  1. Select the item you want (In tile view, select the circle in the upper corner of the shared item.), and then select the Information icon on the bar at the top of the page.

  2. In the Details pane, scroll down to the Sharing section and expand the section to see what's inside.

  3. To stop sharing a link, select the X next to a link to disable it. To stop sharing with a person or group, select that person or group's permissions, and then select Stop sharing. To change a person or group's permissions between editing and only viewing, select the permissions you want to change.

See the items that have been shared with you

Select Shared with me in the left Navigation pane