IT Support Documentation

Transcription

1 Table of Contents Introduction to OneDrive... 2 Accessing OneDrive via Office Uploading a File to OneDrive... 7 Sharing a File Within OneDrive Working with the OneDrive Desktop App Using the OneDrive Desktop App Offline

2 Introduction to OneDrive What is OneDrive? OneDrive is Microsoft s cloud-based file hosting and storage solution. It s very similar to our network drives here at IEWC essentially, OneDrive can be thought of as a cloud-based H: or I: drive that offers many features to enhance collaboration and accessibility. OneDrive is accessible via any internetconnected device, from anywhere in the world. How do I access OneDrive? OneDrive can be accessed from any internet connected device by visiting portal.office.com and logging in with your IEWC address and network password. OneDrive also has a desktop application that allows access to your OneDrive files directly from your desktop in the same way that you would access your H: drive. Using the desktop application, you can edit your files offline and changes will by synced when you re-connect to the internet. OneDrive also has Android and ios apps for mobile devices. More detailed explanations on accessing and using OneDrive are documented following this section. What is the difference between OneDrive and OneDrive for Business? OneDrive for Business is the supped-up version of OneDrive that we have access to as part of our Office 365 environment. It offers more functionality as well as storage space. Each OneDrive for Business users has access to 1Tb of free space (the equivalent of 1,024Gb), compared to personal OneDrive user s 15gb of space. It s important to note that in both versions of OneDrive, files that are uploaded to OneDrive are private until shared with another user. Details on sharing are provided in the following sections. 2

3 Accessing OneDrive via Office Begin by navigating to portal.office.com. Enter your IEWC address, and press tab or click in the password field. You ll then be redirected to IEWC s custom single sign on page. 3

4 **Note: if this is the first time that you ve logged into the Office 365 portal, you will be prompted to setup recovery options for self-service password reset (SSPR). If presented with a screen that says Additional info required, you ll need to setup SSPR before logging in to the portal. Instructions for setting this up can be found here (Jitbit Knowledge Base, search SSPR ). 2. Enter your network (domain) password to log in to the portal from IEWC s single sign on page. 4

5 3. Once logged in, you ll be presented with all the different applications that we have access to as part of our Office 365 environment. Click on the OneDrive tile to open it. 5

6 4. This is the default OneDrive view where you can view all of your uploaded files, upload new files, share files internally with coworkers, as well as externally, and more! Each of these services will be detailed in the following sections of this document. 6

7 Uploading a File to OneDrive 1. Begin by clicking the upload button on the main navigation ribbon. 2. You ll then be presented with the familiar File Explorer window, where you can browse your PC to choose a file to upload. Choose a file and then click Open. 7

8 3. Uploading a file can also be accomplished by dragging and dropping it into OneDrive. Drag it directly into a folder, or into any white space to upload it to OneDrive. 8

9 4. When the file(s) has been uploaded successfully, you ll receive a notification in the upper-right corner of your screen. This is also where any errors will be displayed, if OneDrive were to encounter an error during upload. The file will now display in your list of OneDrive Files. 9

10 Sharing a file within OneDrive Some of OneDrive s greatest features are the collaboration tools it offers. OneDrive documents and files can be shared with other IEWC employees, as well as shared externally with customers, suppliers, etc. It s important to note that when you upload a file, it remains private until shared with someone (unless it is uploaded to a folder that has already been shared with someone all of the contents of a specific folder inherit the folder s permissions). 1. Begin by hovering over the empty space on the same line as the file, and then left click to select the file. If you left click on the file name itself, rather than the space after the name, the file will open. Click here 2. Once the file has been selected, you ll notice that your menu options change to reflect all the choices that you have for working with the file. From here you can Open the file, share the file, download it, delete it, move it to another location, and more. Click on the Share option. 10

11 3. Note that this can also be accomplished by right clicking on a file, and selecting Share, as shown below. 4. First we ll adjust the permission level associated with the document. Click the blue hyperlinked text Anyone with this link can edit this item. 11

12 5. A menu side bar will open on the right side of your screen. From here you can decide whether or not you d like recipients to have the ability to edit the document, choose a period of time that they will be able to access the document (the default is indefinitely), and choose who can access the link that is sent to recipients (IEWC employees only, external users, etc.) 12

13 6. Enter the name or names of the individuals that you would like to share the file with. You can search by first name, last name, address, or username because it uses the global address list. If you d like to share the document externally, enter the address that you d like to share with. You can also add a personalized message. Click Share when ready. 13

14 7. The individuals that you shared the file with will receive an that appears similar to the picture below, notifying them of the newly granted file permissions. 14

15 Working with the OneDrive Desktop App The OneDrive desktop application is a convenient tool for working with your OneDrive files right from Windows file explorer. Once setup, you can upload, download, and work on files from your desktop, online and offline. OneDrive is accessible in a similar manner to a local or network drive. Note: We recommend sharing files only via OneDrive Online or within one of the Office Programs, as it uses a separate file sharing system designed for OneDrive, as opposed to Windows file sharing system. 1. You ll first need to sign in to the app it should already be installed as it comes standard with IEWC s Windows Operating System image. If you already see a OneDrive link within file explorer, as shown below, simply click on it to launch the setup. Click here 15

16 2. If you do not see a OneDrive link within file explorer, expand the task bar items as shown below and click the gray OneDrive symbol to launch setup

17 3. Begin by entering your IEWC address and clicking sign in. 17

18 4. When prompted to choose between setting up a Personal OneDrive and a Work or school OneDrive, choose the Work or School option. 5. You ll then be automatically signed in. Note that you may be prompted to enter your network password. 18

19 6. OneDrive will now show you where it has added your OneDrive folder. You also have the option to change the location, if you d like. Click Next. 19

20 7. Now you ll be prompted to choose which files you d like to sync to your local OneDrive folder. By default, all files will sync. If you d like to sync a select few, change the selections. Click Next. 20

21 8. OneDrive has now been setup! Click Open my OneDrive IEWC folder to open the folder within file explorer. We ll now review syncing between the desktop application and the cloud. 21

22 9. In the image below, I ve opened my OneDrive folder via file explorer. Note the two different symbols present on the files and folders, as well as on the OneDrive IEWC folder. The files and folders with green check marks are synced and up to date between the desktop client and the cloud. The files and folders with the blue cyclical symbol are currently syncing between the OneDrive desktop app and the cloud; they will automatically change to green checkmarks after syncing has completed. Syncing in Progress Syncing Complete 22

23 10. Adding files to your OneDrive desktop application folder works the same way as any other folder on your computer. The first method is to simply drag and drop a file into the folder, as shown below. Drag a file into the folder 23

24 11. Another method is to save files directly into your OneDrive folder, as you would any other available storage location. Simply click File > Save As and choose OneDrive IEWC, as shown in the example using notepad below

25 12. Note that the Microsoft Office Suite Applications allow saving directly to OneDrive online (the cloud), provided that you are connected to the internet and signed in to Office. If you are connected to the internet, you re automatically signed into office with your IEWC account on an IEWC provided device. In the example below, I have the option in Microsoft Word to save directly to OneDrive in the cloud. Files saved in this method will sync back to your local OneDrive folder. 25

26 13. If OneDrive encounters any errors during upload while using the desktop app, you ll notice a red x symbol appear on the OneDrive file with the issue, as well as your OneDrive IEWC folder. 14. To view details of the error, click on the OneDrive shortcut in the hidden task bar items to open the OneDrive notification window. Then click on the error

27 15. You can also accomplish this by right clicking on your OneDrive IEWC folder and selecting view sync problems. 1. Right Click 2. Left Click 16. The error encountered is described in the window that opens. In this example, I uploaded a second file with the same name as a file already in my OneDrive. Clicking on the error text will provide you with an opportunity to correct the error. In this case, all I d have to do is rename the new file, if I wanted to keep a second version. 27

28 Using the OneDrive Desktop App Offline The OneDrive for Business desktop app can be used while working offline. Files added and changes made to files stored in the OneDrive folder will sync when your laptop or mobile device reconnects to the internet. 1. You ll notice that both the OneDrive IEWC logo and example_file logo change to the cyclical syncing logo. This will remain so long as you are disconnected from the internet. 2. When you reconnect to the internet, and hover over the OneDrive logo viewable in your hidden task bar items, you ll notice that it says Processing Changes. After the changes have processed successfully, you re updated or added files will be synced with OneDrive Online. 28