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The basics of OneDrive for Business

As part of Office 365, all staff and students have access to Microsoft's cloud-based file storage service, OneDrive. This service allows you to sync and share files between computers and mobile devices for easy access to your files from anywhere you have an internet connection. Sharing and receiving documents, photos, or many other types of file is much easier using OneDrive.

You can also create a Word documents, Excel spreadsheets, PowerPoint presentation, or Excel Forms from within OneDrive. 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, and can be viewed and edited in real time by anyone you share the document with, allowing for collaboration with colleagues.

Can't find what you're looking for on this page? You can find lots of helpful support material on Microsoft's website.

Access and Features of OneDrive

Accessing your OneDrive

Access from a web browser:

Use your Trinity username and password to login at office.tcd.ie. When you're at the Office 365 home-screen or portal, click on the OneDrive app.

Access from the OneDrive application:

You can download the OneDrive client to your computer from office.tcd.ie You may need further instruction on how which version to download; if so, then please see How to install Office 365 ProPlus

Access from the OneDrive mobile app:

Install the OneDrive app to your phone or tablet via Google Play Store or Apple App Store

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 co-worker’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 & Collaborating with OneDrive

Store and share data online with Microsoft OneDrive

The best option for storing and sharing data* online is via your Trinity provided Microsoft OneDrive account. OneDrive provides you with 1TB of personal cloud storage which will allow you to save all types of files and data (word documents, pdfs, folders, photographs, video files, etc..) safely and securely. Because you are storing your files online, you will be able to access them from any internet-connected device using your Trinity username and password.

Good to Know

*More information on what data you can store on One Drive is available on Data Classification and Data Storage & Sharing.

OneDrive is not suitable for the large-scale storage of critically sensitive data such as Medical data or large databases of personally identifying data.

Sharing files and folders via Email

Here's how you share files or folders:

  1. In your OneDrive, select the file or folder you want to share, and then select Share
  2. Using the dropdown decide Who would you like this link to work for:
    • 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 This includes sharing with people outside Trinity.
    • People in <TCDUD.onmicrosoft.com> gives everyone in your organization access to the link, whether they receive it directly from you or forwarded from someone else.
    • People with existing access gives an updated link to anyone the folder/document is already shared with.
  3. Enter the names of the people you want to share with and a message, if you want.
  4. By default, Allow editing is turned off. If you want people to be able to edit the file, check this box.
  5. When you're done, click Apply.
  6. When you’re ready to send the link, click Send.

Full instruction sheet with step by step guide

Notes:

  • If sharing files / folders with people outside of Trinity, please be mindful of the type of data shared, more information on the type of data that can be stored and shared is available in Data Classification and Data Storage & Sharing

  • When sharing with people outside Trinity, please note you must select Specific People and enter their email address, they must validate ownership of that address before they can view the file.
  • If you wish to revoke access to the file at any time please see the instructions to Edit or Revoke in the box below.
  • 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/ validate, people you have shared with can edit, copy, or download the files. When Allow editing isn’t selected, people can view, and may be able to copy or download the files.

Sharing files and folders via Link

Another way to share is to get a link to a file or folder that you can copy and paste in to an email or on a webpage.

  1. In your OneDrive, select the file or folder you want to share, and then select Share
  2. Using the dropdown decide Who would you like this link to work for:
    • 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 This includes sharing with people outside Trinity.
    • People in <TCDUD.onmicrosoft.com> gives everyone in your organization access to the link, whether they receive it directly from you or forwarded from someone else.
    • People with existing access gives an updated link to anyone the folder/document is already shared with.
  3. Enter the names of the people you want to share with.
  4. By default, Allow editing is turned off. If you want people to be able to edit the file, check this box.
  5. When you're done, click Apply.
  6. Click Copy Link at the bottom.
  7. When you’re ready to add the link to your email / webpage, click Copy.
  8. Paste the link (Ctrl + V) to wherever you want, such as an email or website.

Full instruction sheet with step by step guide

Notes:

  • If sharing files / folders with people outside of Trinity, please be mindful of the type of data shared, more information on the type of data that can be stored and shared is available in Data Classification and Data Storage & Sharing
  • When sharing with people outside Trinity, please note you must select Specific People and enter their email address, they must validate ownership of that address before they can view the file.
  • If you wish to revoke access to the file at any time please see the instructions to Edit or Revoke below.
  • 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 for example, if they downloaded a copy of the file).
  • When Allow editing is selected: After they sign in/ validate, people you have shared with can edit, copy, or download the files. When Allow editing isn’t selected, people can view, and may be able to copy or download the files.

Edit or revoke 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.

Full instruction sheet with step by step guide

Frequently Asked Questions

How can I see the items that have been shared with me?

Select Shared with me in the left Navigation pane

I have a link to a file but I can't log in to office.tcd.ie to see it

Ensure you are using your Trinity username and password (eg your Trinity computer login username and password)

I am being asked to change or update my password when I log in to office.tcd.ie

Ensure you are using your Trinity username and password, if you are a MyZone user ensure that the username and password you use are the same as the ones you use to access your Trinity computer, which may be different to your MyZone login.

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