BrainStorm Quick Start Card for Microsoft OneDrive for Business

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1 BrainStorm Quick Start Card for Microsoft OneDrive for Business mso.harvard.edu Changing the Way the World Works Clear the path for your productivity goals! Using Microsoft OneDrive for Business, you have an all-access pass to your work library any time, anywhere, from any of your Internet-enabled devices. Conveniently store, manage, and share your work. Collaborate by using features like coauthoring, groups, and version history. Take advantage of OneDrive security tools to keep your sensitive documents private and to set viewing or editing permissions for all of the content that you choose to share. Tile navigation: Access your apps in one convenient location. To add or remove app tiles, select My Apps. Add files: Expand your library by dragging files from other locations, clicking Upload, or creating a new file right from your browser. Syncing: Update your files now or the next time you connect to the Internet. Customizable view: See your files differently with easy sorting options and the new Tile Layout view. Enhanced searching: Find your files instantly. Search your personal or shared files in OneDrive, Microsoft SharePoint sites, and more. Fast access: Go to your personal, followed, or shared files. Or get back to where you left off by selecting a recent document. Legacy features: Return to classic OneDrive to access legacy features like the ribbon. Dynamic interface: Select any document to change your available commands. Click the icon for more options. Info to go: Click the icon to open the Details pane, which shows a document preview, recent activity, and more. Under Sharing, see who can view your selected file, invite others to access it, or stop sharing altogether. Using the Tile Layout View If you can spot your file faster by sight than by name, use Tile Layout view to find what you need. Simply click the icon to see thumbnail images of your files. Using the Quick Launch Finding, following, and managing your files is made simpler with the Quick Launch menu. Look for it on the left side of your OneDrive window. Create new files or upload documents. Click the circle to select multiple files and access relevant commands. Open the Details pane to see more file information. Search your folders and document text. Once your search is complete, you can expand or share your results by using Search Everything and Share options. Quickly access your files. Choose from all of your files, recent files, or files that colleagues have shared with you. Find your deleted files and folders. OneDrive stores all your deleted files, folders, and documents here. Any data in the recycle bin will be permanently deleted after 90 days. Folders also appear as tiles. The tile displays the number of files within the folder. Sort your documents by the date Modified, who they were Modified By, their File Size, or their Name. Join, browse, or create a Microsoft Office 365 group. Groups are shared spaces where your team can communicate, collaborate, and track progress. Note: This Quick Start Card is for use by Harvard employees only. Do not distribute. Links to additional online content are indicated throughout this card by the symbol to the left. Visit BrainStormInc.com/Cards/OneDriveForBusiness.

2 Uploading Files and Folders Storing documents only on your office computer limits access to your files and cuts into your productive time. Keep your work in OneDrive to access your files from any Internet-enabled device. Uploading Files from the Command Bar Need to add to your document library? Upload files from the command bar. To upload files or folders to your library: 1. In your library, on the command bar, click Upload. 2. Choose to upload a file or folder. 3. When the new window opens, browse to and then select the file or folder to upload. 4. Click Open. Uploading Files by Dragging Upload files to OneDrive even faster by dragging them directly to your document library. To drag files or folders into OneDrive: 1. Open your document library. 2. Select and drag a file from your device to your library. A status bar shows the upload s progress. When uploading is complete, the file appears in your document library. FIND YOUR PLACE: Not sure whether to upload that report to OneDrive or to your team site? Get some pointers. Creating New Files Create and save new documents right from your document library. To create a new file or folder: 1. On the command bar, click New. 2. Select the type of content to create. 3. In the Create box, enter a name for the new file or folder, and then click Save. To rename a file or folder: 1. Right-click the item that you want to rename. 2. Select Rename. To name an Office 365 document you may click on the document name in the top bar or save as. 3. To name a folder, in the Create box, enter a name for the new folder and click Save. 4. Click Save. Note: To right-click when using a touchscreen, press and hold. Performing a Search Can t remember where you put that file? Use Smart Search to avoid digging through folders. Click in the Search field, and then enter a keyword. From the result list, select a file to open in your browser. Add SharePoint results to your query by clicking Search Everything. Consulting the Details Pane Find information on all of your files in the Details pane. See specifics such as recent activity, file size, and a picture preview. You can even share a file from the Details pane. To use the Details pane: 1. From your document library, select a file or folder. 2. In the upper-right corner, click the icon. The Details pane appears on the right, showing file information and a preview. To share content from the Details pane: 1. Under Sharing, click Add People. 2. In the Share window, choose to Invite people by , Get a link to share, or see whom the content is Shared with. 3. If inviting through , enter your colleague s address, set permissions, and click Share. Note: To close the Details pane, in the upper-right corner, click the X. GET THE LOWDOWN: See how to get sharing links, change permissions, and even access version history from the Details pane. Personalizing OneDrive Deck out your interface! Choose from a wide variety of colors, shapes, and motifs to add a little style to your account. To change the theme: 1. In the upper-right corner of the window, select the Settings icon. 2. Click Theme. 3. Select a theme that you like to preview it. 4. When you find the style that you want, select it and then click Save. Note: You have access to these style settings in most of the Office 365 apps. Any changes to the banner at the top of the window are applied throughout Office 365.

3 Moving Documents Keeping your files organized means rarely having to hunt down needed material. Moving and copying files and folders in OneDrive is a quick way to organize your project from the get-go. To move or copy a file or folder: 1. Select a file or folder. 2. On the command bar, click Copy to or Move to. 3. Select where you want to move the item, and then click Move or Copy. A progress bar appears and indicates when the files are transferred. Working with Documents in Office Whether you have Office installed on your device or you use Office on Demand, get the most from its tools and features when you create, edit, and collaborate on your files. Editing Documents in Office To edit files in the feature-rich desktop Office programs, open them right from your document library. To open a document in Office: Editing in Office Online When you re on the go or collaborating on files, use Office Online. From your browser you can edit, print, share, coauthor, and more. To edit a file in Office Online: Note: Any changes made in Office Online programs are automatically and immediately saved. Downloading a Copy 1. Select the desired file. 2. Click Open. 3. From the menu, select Open in [Program]. OR If your file is open in Office Online, open the Edit Document list and then select Open in [Program]. 1. Click the name of the file. The read-only file opens in a new tab. 2. On the command bar, click Edit [Document]. 3. From the menu, select Edit in [Office Program] Online. Share your document Make or respond to comments. with team members. Save a copy to your hard drive. Note: The file will not appear in OneDrive unless you upload it. To download a copy of a file: 1. Select the document you want to download. 2. On the command bar, click Download. OR 1. Right-click the file name. 2. From the list, select Download. Search your document, translate it (only in Word), download a copy, and more. Using Document Versions Newer is not always better. OneDrive keeps a version history of your files so you can go back to a previous idea or simply keep track of your work. To open a file s version history: 1. Next to the file, click the icon. 2. From the list, select Version History. 3. Click the date of the version that you want. The file opens in the corresponding Office program. For more options, click the arrow that appears when you point to the date. Delete the version. Make this version the current version. Delete all versions. Viewing Version History Details To restore a file version: 1. In first Version History window, hover over the version date. 2. Click the arrow next to the date. 3. From the menu, select Restore. 4. In the new window, click OK. This version becomes the latest version. RETURN TO A SIMPLER TIME: Find out how to restore an earlier version of your file if your efforts have been derailed. Recovering Files from the Recycle Bin See the last editor of each version. Dig deeper into the history of your file to get more details or to take actions such as deleting unnecessary versions. View file size and comments. To view a file s version history details: 1. To the right of the file, click the icon. 2. From the list, select Version History. 3. Hover over the version date, and then click the arrow next to the date. Note: To hover over an item on a touchscreen, press and hold. 4. From the list, select View. 5. In the Version History window, hover over the version date, and then click the arrow that appears. 6. From the menu, select View. View other versions. See the version number, date created, and author. Restoring a Document Version Is the current version of your file out of control? Not to worry. Return to an earlier version with just a few clicks. Recover deleted items from the Recycle Bin to get your work back on track. Any data in the recycle bin will be permanently deleted after 90 days. To recover a file from the Recycle Bin: 1. On the Quick Launch, select Recycle Bin. 2. Locate the desired file, select the box next to the file name, and click Restore Selection.

4 Sharing Files No need to clutter your messages with attachments. Share files with your team, clients, or other colleagues right from OneDrive. You can even control your audience s access permissions. Working with Office 365 Groups Bring your team together in an Office 365 group to share all the aspects of your project with everyone at once. Your group can share an inbox, a calendar, document libraries, and more. SHARE SHREWDLY: Learn about secure ways to share documents in various scenarios. Inviting People to Share a File When you need input, share your file rather than sending it. You ll reduce version confusion for everyone. To invite others to a file: 1. To the right of the file you want to share, click the icon, and then select Share. 2. On the Invite people tab, enter your colleagues names, their addresses, or the word Everyone. 3. Decide if you want to Require sign-in. 4. Set edit or view permissions. If desired, include a message with the invitation. 5. Click Share. Note: Recipients who don t have access to your organization s OneDrive account cannot access files by invitation. For them, use a link instead. Getting a Link to Share Need to share a file with someone who can t access your OneDrive account? Simply share a link to the file to give others permission to edit or view it. Creating a New Group When you create a group, each member has access to shared files in OneDrive and Microsoft Outlook. New groups that are created within Outlook automatically appear in OneDrive. To create a group: 1. On the Quick Launch, next to Groups, click the Create Groups icon. Outlook opens in a new tab with the Create a Group pane on the right. 2. Name and describe your group. 3. Select privacy settings and a primary language. 4. At the top of the window, click Create. Send conversation and calendar event notifications to group members inboxes. Adding Group Members Quickly add colleagues to existing groups, and get them up to speed. To add a member to a group: 1. On the group page, click the icon, and then select Members. To get a link: 1. To the right of the document you want to share, click the icon, and then select Share. 2. On the Get a link tab, open the link type menu, and then select a permission. 3. Copy the link to send to your colleague. 2. Select Add Members. 3. Begin typing a name in the search bar. Results start to appear. 4. Select a contact from the search results, or select Search Directory to see all available names. Repeat as needed. 5. Click Save. Creating a Group Notebook For links that don t require a sign-in, you can set an expiration date. Deactivate the link. To set a link expiration date: 1. From the link type menu, select View link - no sign-in required or Edit link - no sign-in required. A new option appears below the link. 2. Click SET EXPIRATION. 3. From the list, select a number of days for the link to remain viable. Or select Custom, enter a number of days, and then click Save. The link is updated. 4. Copy the link to send. Share your thoughts! Create a group notebook in Microsoft OneNote Online to allow every member to add notes, read notes written by other members, and keep ideas organized in one place. On the group page, click the icon, and then select Notebook to get started. Add a new section. Add a new page. Note: All notebook changes are saved automatically. Search the notebook.

5 Syncing OneDrive to File Explorer OneDrive is designed to integrate seamlessly with File Explorer. Sync your OneDrive library to your device to access the latest version of your work, whether you re working online or offline. Syncing Your Document Library to File Explorer Manage your files with convenience. Sync your OneDrive library and any offline changes the next time you connect to the Internet. To sync your library: 1. From OneDrive, on the command bar, click Sync. 2. In the new window, click Sync now. Note: In the new window, open File Explorer by clicking Show my files. Navigating Your OneDrive Library from File Explorer When your OneDrive library is synced, you can access your files without ever opening your browser. Find all of your OneDrive files in File Explorer. Managing OneDrive from the Notification Area Get convenient access to your OneDrive library and other important features, from your desktop s notification area. Click to Show hidden icons. Sync a new library to File Explorer by copying and pasting a document library URL. Start, pause, or stop a sync cycle. View storage metrics, or open your OneDrive Recycle Bin. Search OneDrive for Business Help topics. Right-click the OneDrive icon to open the options menu. Open your library in File Explorer. Note: An alert indicates a sync error. Right-click the icon, and then from the menu, select Repair to fix the problem. Editing Files in Office Apps Download a Microsoft Office app so that you can add that stroke of genius to your project right from your mobile device. After you sign in to your Office app, any files in the associated OneDrive account are ready to open and edit. To open a file from an Office app: Status icons beside each file indicate properly synced files, currently syncing files, or files that encountered an error while syncing. To upload or move a file: Drag or copy a file or folder into your OneDrive folder in File Explorer. The syncing wheel icon appears. A green check mark icon appears when the sync is complete. Finding More Options in File Explorer Want to share your work? Not sure why you are having sync issues? In File Explorer, right-click a OneDrive for Business file or folder for options to share, get help for sync errors, and more. Open your OneDrive library in a browser. Copy your library location. Get help with sync errors. To edit and save files: 1. In the Office app, tap Open. 2. Select your OneDrive for Business account. 3. From the list, select the file to open. 1. Open the file. (If your file opens in read-only mode, tap Edit.) 2. Modify the file as you desire. If you are connected to the Internet, your changes are automatically saved to your document library. 3. When you finish, close the file. Note: When saving a new file, you are asked to indicate a location. Select your OneDrive for Business account. Stop sharing a file or folder, or find others to share with. APPRECIATE YOUR APPS: Get a glimpse of OneDrive apps that make it easy to access and use your files from anywhere.

6 Using the OneDrive App Viewing, organizing, and editing your files are just a few things you can do in your OneDrive library, right from the palm of your hand. OneDrive is available on ios, Android, and Windows devices. Notes Signing In Sign in to your mobile OneDrive app once, and your work files are always just a tap away. To sign in to the OneDrive for Business app from an iphone: 1. In your app store, search for OneDrive for Business. 2. Select your device type, and then select OneDrive for Business. 3. Tap Download. 4. Follow the prompts to install the OneDrive for Business app, and then tap Open. 5. Enter the user name and password for your work account, and then tap Sign in. Changing Your View Scroll through your files in List view, or switch to Thumbnails view for a convenient preview of your files. Tap the icon to switch views. Note: You can sort your files by name, size, recently modified, and more by tapping the icon, selecting Sort, and then selecting filter parameters. Changing the Way the World Works Adding Files To add files when using a Windows device: 1. Open the folder where you want to add a file. 2. Tap Add. 3. Choose the file source. 4. Select the desired file, and then tap OK. To add files when using an ios device: 1. In your document library, in the upper-right corner, tap the icon. 2. Choose Take a Photo or Video or Choose Existing. To add files when using an Android device: 1. Open the folder where you want to add a file. 2. At the bottom of the screen, tap Add, and then select Upload. 3. Tap the desired file in the list. Create a folder. Delete the selected item. Find Help for Office 365 OneDrive: Video training: Request a SharePoint site: Contact your local service desk: Contact the HUIT Helpdesk: ithelp@harvard.edu 2016 BrainStorm, Inc. All rights reserved. Reproduction or transmission of any kind is prohibited without written permission. BrainStorm, Inc., assumes no responsibility for errors or omissions or for any damages that result from the use of this card. Microsoft, Office 365, OneDrive, Excel, OneNote, Outlook, PowerPoint, SharePoint, and Windows are registered trademarks of Microsoft Corporation in the United States and other countries. MSONEDRIVE0816

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