Using the OneDrive Sync Client

Transcription

1 Using the OneDrive Sync Client Mac Office of the Chief Information Officer Learning Technologies, Training, Audiovisual and Outreach

2 Copyright 2018 Kennesaw State University Office of the Chief Information Officer This document may be downloaded, printed, or copied for educational use without further permission of the Office of the Chief Information Officer provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the Office of the Chief Information Officer. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the Office of the Chief Information Officer is expressly prohibited. Published by Kennesaw State University - Office of the Chief Information Officer The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from use.

3 Office of the Chief Information Officer Using the OneDrive Sync Client Mac Table of Contents Introduction... 4 Learning Objectives... 4 Access Your OneDrive for Business Account through Office Setting up the OneDrive Sync Client... 6 Managing Your Files in the OneDrive for Business Sync Client Upload Files using the OneDrive for Business Sync Client Opening Files from the OneDrive for Business Sync Client Copying Files to the OneDrive for Business Sync Client Saving to the OneDrive for Business Sync Client Creating a New Folder within the OneDrive for Business Sync Client Moving Files within the OneDrive for Business Sync Client Deleting Files and Folders Restoring Deleted Files and Folders Adding the OneDrive for Business Folder to the Dock Limitations on Syncing Files and Folders Sharing Files and Folders with Others Through the Sync Client Viewing Files that have been Shared with you Viewing Folders that have been shared with you in the OneDrive Sync Client Stopping the Sync of Folders that have been shared with you Sharing a File via a Link Editing an Existing Share Exiting the OneDrive for Business Sync Client Additional Help... 27

4 Introduction OneDrive for Business is Microsoft s version of cloud storage where you can store, edit, sync, and share your files with others. OneDrive for Business is integrated with Office 365, letting you update and share your files from anywhere and work on Office documents with others at the same time. KSU s agreement with Microsoft currently allows 5 TB of space, with a 15 GB file size limit for each file that s uploaded. See the section Limitations on Syncing Files and Folders for restrictions and limitations on syncing files and folders through the client. Additional information can be found at: Per the Office of CyberSecurity, the OneDrive for Business service can be used for all Confidential data except credit card information (PCI data). For more information on Office 365, please refer to the Office 365: Getting Started booklet at NOTE: If you are using a shared machine (e.g. lab computer, community computer, ect), it is strongly recommended you do not install the OneDrive for Business Sync Client, and instead access your files from the web using Learning Objectives After completing the instructions in this booklet, you will be able to: Set up the OneDrive Sync Client Upload files/folders to OneDrive. Manage your files. Share files with other users. Exit the OneDrive Sync Client. Revised: 2/6/2018 Page 4 of 27

5 Access Your OneDrive for Business Account through Office In your web browser of choice, navigate to o365.kennesaw.edu. 2. The Office 365 log-in screen will appear. In the user name field, type in your full KSU and password (See Figure 1). 3. Click Sign in (See Figure 1). Figure 1 - Office 365 Sign In 4. The Office 365 home page will open. Click OneDrive. Figure 2 - Click on OneDrive 5. OneDrive for Business will open in your browser window and display your files. Figure 3 - Documents in OneDrive Page 5 of 27

6 Setting up the OneDrive Sync Client The OneDrive Sync Client can be installed on your computer to make managing and accessing your OneDrive for Business files quick and easy on your local machine. The following steps will show you how to install the latest version of the OneDrive Sync Client: 1. Within OneDrive for Business, click Sync. Figure 4 - Click Sync 2. On the We re Opening OneDrive window, click the blue link that says to get the latest version of OneDrive. Figure 5 - Getting Ready to Sync 3. You will be redirected to the OneDrive sync client page on the App Store. Click Get (See Figure 6). 4. The Get button will change to Install. Click Install (See Figure 6). Figure 6 Download OneDrive from the App Store Page 6 of 27

7 5. You will be prompted to sign in to the App Store. Enter your Apple ID and Password (See Figure 7). 6. Click Sign In (See Figure 7). Note: You will need an Apple ID in order to download software from the App Store. To create an Apple ID, visit Figure 7 - Enter Your Apple ID Note: If you have 2-step authentication enabled on your Apple ID, you will be prompted to enter an authorization code that will be sent to your second device on file. 7. Once the OneDrive for Business sync client has finished installing, click Open on the App store page. Figure 8 - Open OneDrive for Business 8. The Set up OneDrive window will appear. In the address field, enter the KSU address associated with the OneDrive for Business account (See Figure 9). 9. Click Sign in (See Figure 9). Figure 9 - Enter Address and Sign In Page 7 of 27

8 10. The sign-in window will open. Enter your KSU and Password (See Figure 10). 11. Click Sign in (See Figure 10). Figure 10 - Sign-in Page 12. Since this is your first time setting up the OneDrive for Business sync client, click Choose OneDrive Folder Location. Figure 11 Choose OneDrive Folder Location Page 8 of 27

9 13. A window will open prompting you to choose a location for your OneDrive folder on your Mac. Once you have decided on a location, click Choose this location. 14. After selecting a location, click Next. Figure 12 - Choose a Location for your OneDrive Folder Figure 13 - Click Next 15. If you have any files currently existing on your OneDrive for Business account, you will be asked to confirm which files/folders you would like to sync to your computer for offline access: a. Click the checkbox next to all files/folders you wish to sync (See Figure 14). b. Click Next (See Figure 14). Figure 14 - Choose Files to Sync Page 9 of 27

10 16. You will be prompted that your OneDrive for Business folder is ready for you to view. Click Open my OneDrive Kennesaw State University folder to open the folder on your computer. Note: Click the checkbox next to Open at login so my files sync automatically if you wish the sync client to start automatically. Figure 15 - Open OneDrive Folder on Computer 17. The Finder will open and display the shortcut to your online OneDrive for Business account. Folders within this OneDrive for Business folder will automatically sync with your OneDrive for Business account while the desktop app is running, and you are signed in. Figure 16 - OneDrive for Business Location on Your Computer Note: Folders and files with a green checkmark ( )have been synced and are up to date while those with a blue circle ( )are currently syncing. Files and folders with a red x cannot be synced ( ). 18. To access your OneDrive for Business folder in the future, click Finder. The OneDrive for Business folder will be under your Favorites. Page 10 of 27

11 Managing Your Files in the OneDrive for Business Sync Client You can use the OneDrive for Business Sync Client to upload, store, manage, and access your files. You can also share files with other users from the sync client. Upload Files using the OneDrive for Business Sync Client You can upload files, or an entire folder containing all your files, through the OneDrive for Business Sync Client. The easiest way to upload a file or folder is to simply drag the file or folder into the OneDrive folder on your computer. The file or folder will automatically be uploaded to your account. Figure 17 - Dragging a Folder from the Desktop into the OneDrive for Business Sync Client Opening Files from the OneDrive for Business Sync Client You can open your files from the OneDrive for Business Sync Client just like any other file stored on your computer. Simply double-click the file you wish to access to open. The file will then open with the corresponding software (e.g. double-clicking a Word doc will open the document in Word). Copying Files to the OneDrive for Business Sync Client If you wish to keep a version of your file in its original location while having it available on your OneDrive, you may do so by copying and pasting the file to your desired new location. The following explains how to do so. 1. In Finder, navigate to the file that you wish to copy. 2. Right-click (or Control + Click) a document you wish to move (See Figure 18). 3. Click Copy (See Figure 18). Figure 18 Copying a file Page 11 of 27

12 4. Navigate to your desired location in the OneDrive. 5. Right-click (or Control + Click) in your desired location and click Paste item. Figure 19 - Paste Item Saving to the OneDrive for Business Sync Client You can save your work directly to your OneDrive for Business account by selecting the OneDrive for Business folder on your computer. The following example will show how to save a Word document to OneDrive for Business from within Microsoft Word. 1. In the Menu Bar, click File (See Figure 20). 2. Click Save As (See Figure 20). Figure 20 - Save As 3. The Save As window will open. In the Save As field, enter a name for the document (See Figure 21). 4. In the Where field, make sure OneDrive Kennesaw State University is selected (See Figure 21). 5. Click Save (See Figure 21). Figure 21 - Saving to the OneDrive Local Folder 6. The file will be saved to your OneDrive for Business account. Page 12 of 27

13 Creating a New Folder within the OneDrive for Business Sync Client 1. In the OneDrive for Business folder on your computer, navigate to the location you wish to create the new folder. 2. Press Shift + Command + N on your keyboard to create a new folder. 3. The new folder will appear within your OneDrive for Business folder. Moving Files within the OneDrive for Business Sync Client 1. Select the files to move (hold command while selecting files to select multiple) (See Figure 22). 2. Drag the files to the desired location (See Figure 22). Figure 22 Moving Files Deleting Files and Folders You can delete files and folders no longer needed from your OneDrive for Business account. The file will be moved to the Trash on your computer, and removed from the folder in your OneDrive for Business account (See Restoring Deleted Files and Folders). The following will explain how to delete files and folders: 1. Right-click (or Control + Click) the file you wish to delete (See Figure 23). 2. Select Move to Trash (See Figure 23). Figure 23 Move to Trash Page 13 of 27

14 3. The file(s) will be deleted from your OneDrive for Business account and moved to the Trash on your computer. Restoring Deleted Files and Folders Files and folders that have been deleted while using the OneDrive for Business Sync Client can be put back if they are still in your Trash. The following will show you how to put back deleted files/folders: Note: If you empty your Trash before putting the file/folder back, the file/folder will be permanently deleted. 1. Access the Trash from the Dock. 2. The Trash will open in Finder. Right-click (or Control + Click) the file you wish to put back (See Figure 24). 3. Select Put Back (See Figure 24). Figure 24 Select Put Back 4. The file/folder will be returned to the location it was deleted from in your OneDrive for Business folder. Adding the OneDrive for Business Folder to the Dock 1. Open Finder. 2. Under your Favorites, right-click (or Control + Click) the OneDrive - Kennesaw State University folder (See Figure 25). 3. Select Add to Dock (See Figure 25). Figure 25 - Add to Dock Page 14 of 27

15 4. A shortcut to the OneDrive - Kennesaw State University folder will be added to your dock. Limitations on Syncing Files and Folders Certain characters, file types, and names will not be accepted when syncing to your computer: Invalid characters These characters in file names aren't supported when you sync OneDrive for Business <, >, :, ",,?, *, /, \ These file names aren't supported when you sync OneDrive for Business Icon.lock CON PRN AUX NUL COM1 COM2 COM3 COM4 COM5 COM6 COM7 COM8 COM9 LPT9 _vti_ LPT1 LPT2 LPT3 LPT4 LPT5 LPT6 LPT7 LPT8 These folder names aren't supported in OneDrive for Business _t _w _vti_ This folder name isn't supported when the folder is at the root level for a library forms Sharing Files and Folders with Others Through the Sync Client You can share files and folders within your OneDrive for Business account with others to easily collaborate on projects; regardless of if they are members of your organization. OneDrive for Business provides the option for ing access links, or generating a link for you to use, all while allowing you to choose if others will have editing or viewing access. The following shows how to invite specific people at KSU to edit a file: Note: When sharing a folder, you can choose to have all files available, even items with unique permissions. 1. From the OneDrive - Kennesaw State University folder on your computer, right-click (or Control + Click) a document you wish to share (See Figure 26). 2. Click Share (See Figure 26). Figure 26 Sharing Documents Page 15 of 27

16 3. The Share window will open and will display the Send Link window. Click the drop-down arrow to access a list of link settings. Figure 27 - Send Link 4. The Link Settings window will appear. Select one of the following options to set the share permissions for your document: a. Click Specific People to enable a share to be generated with specific people. You will be able to enter their addresses later (See Figure 28). b. Click the checkbox if you wish to allow the recipient(s) to be able to edit the file (unchecking this box will set the share to view only) (See Figure 28). c. Click Apply (See Figure 28). Figure 28 - Inviting People to a Share Page 16 of 27

17 Note: The link settings below provide the following level of access: Anyone People in your organization People with Existing Access Specific People Creates a link that anyone can use to access the document or folder, even if they are not logged in to Office 365 or OneDrive. These links are view only, and can be set to expire after a certain date. Creates a link that only people in your organization who are logged into Office 365 can use to access the document or folder. Returns a link that can be used by people who already have access to the document or folder. It does not change the permissions on the item. Use this if you just want to send a link to somebody who already has access. Creates a link that only the people that you specify can use to access the folder or document. If you click this option, enter the names or addresses of the people to whom you want to give access to the folder or document. Figure 29 - Description of Access Levels 5. The Link Settings will be applied to the link, and you will be returned to the Send Link window. From here you can: a. Add recipients by typing their address into the address field (See Figure 30). b. Add a message to be sent along with the access link (See Figure 30). c. Choose to copy the link and send it to the recipients added in step a yourself (See Figure 30). d. Click Send to send the share link to the recipients listed (See Figure 30). Figure 30 - Send Link Page 17 of 27

18 6. The recipients will receive an with a link directing them to the share. Figure 31 - Example of Share Notification Viewing Files that have been Shared with you You may view folders and contents within those folders that have been shared with you. To do so, you must first log into your OneDrive for Business account online and set these shared folders to sync. Upon doing so, you will be able to view these shared folders in File Explorer. The following section explains how to do so. Note: To utilize this feature, you must be granted Edit access to the shared folders. 1. In an Internet browser, log in to your Office 365 account at 2. The Office 365 home page will open. Click OneDrive. Figure 32 - OneDrive Icon Page 18 of 27

19 3. Click Shared with me from the menu to the left. Figure 33 - Access Files Shared with you 4. A list of all the shares from other individuals will be displayed. Figure 34 - Shared with Me Viewing Folders that have been shared with you in the OneDrive Sync Client You may view folders and contents within those folders that have been shared with you. To do so, you must first log into your OneDrive for Business account online and set these shared folders to sync. Upon doing so, you will be able to view these shared folders in File Explorer. The following section explains how to do so. Note: To utilize this feature, you must be granted Edit access to the shared folders. Note: Only folders and the contents within these folders shared with you can be synced. You do not have the option to sync individual files. 1. In an Internet browser, log in to your Office 365 account at 2. The Office 365 home page will open. Click OneDrive. Figure 35 - OneDrive Icon Page 19 of 27

20 3. Your OneDrive for Business account will open. In the left hand panel, click Shared with me to access items that have been shared with you. Figure 36 - Click Shared with me 4. Files and folders that have been shared with you will open. Click the Folder you wish to sync. 5. Your folder will open. Click Sync to sync the folder. Figure 37 - Click the Folder Figure 38 - Click Sync 6. A window will appear asking if Do you want to allow this page to open OneDrive. Click Allow. Figure 39 - Open Link 7. In the Sync Files from OneDrive window, click Start Sync. Figure 40 - Start Sync Page 20 of 27

21 8. Your shared folder will now sync. To view the synched folder, under your favorites in finder, click the folder named Kennesaw State Unviersity (See Figure 41). 9. The folder that has been shared with you will appear (See Figure 41). Figure 41 - Shared Folders Stopping the Sync of Folders that have been shared with you If you wish to stop syncing a folder that has been shared with you: 1. In Finder, right click (or Control + Click) the folder you wish to stop the sync for (See Figure 42). 2. Click Preferences (See Figure 42). Figure 42 - Click Preferences Page 21 of 27

22 3. The Preferences window will open. Click Account (See Figure 43). 4. Next to the folder that has been shared with you, click Stop Sync (See Figure 43). Figure 43 - Click Stop sync 5. In the Stop syncing window, click Stop Syncing to stop the folder sync. Figure 44 - Click Stop Syncing Page 22 of 27

23 Sharing a File via a Link You can create a link that can be sent in an , posted online, or shared through social media. Users can use this link to either view or edit the file/document depending on the link generated. For example, to create a link that anyone can access with only viewing rights: 1. From the OneDrive - Kennesaw State University folder on your computer, right-click (or Control + Click) a document you wish to share (See Figure 45). 2. Click Share (See Figure 45). Figure 45 Sharing Documents 3. The Send Link window will appear. Click the drop-down to access a list of share settings. Figure 46 Access Share Settings Page 23 of 27

24 4. Click Anyone (See Figure 47). 5. If desired, set a date for the link to expire (See Figure 47). 6. Click Apply (See Figure 47). Figure 47 - Guest Link Options 7. You will be returned to the Send Link window. Click Copy Link. Figure 48 Click Copy Link 8. A link will be displayed which you can then insert into an . Click copy to copy the link. Figure 49 Link Displayed Page 24 of 27

25 Editing an Existing Share Once you have created a share with another user, you can see who the file has been shared with, alter the permissions they have to the file/folder, remove individuals from a share, or remove everyone at once from the share. 1. From the OneDrive - Kennesaw State University folder on your computer, right-click (or Control + Click) a document you wish to share (See Figure 50). 2. Click Share (See Figure 50). Figure 50 Sharing Documents 3. The Send Link window will appear. Click the Options button (See Figure 51). 4. Click Manage Access (See Figure 51). Figure 51 - Managing Access Page 25 of 27

26 5. The Manage Access pane will appear and display the following information: a. Click the user to access additional options, such as switching permissions between view and edit, or stop sharing (See Figure 52). b. If you have created a link for your share, you will also see the link displayed here. You can copy it again, or click the X to delete the link (See Figure 52). c. When finished, click the arrow to return to the Send Link window (See Figure 52). Figure 52 - Manage Access Settings Exiting the OneDrive for Business Sync Client The following explains how to exit the OneDrive Sync Client: 1. In the Menu Bar, right-click (or Control + Click) the OneDrive icon (See Figure 53). 2. Click Quit OneDrive (See Figure 53). Figure 53 Quitting OneDrive Page 26 of 27

27 Additional Help For additional help or installation issues, please contact the KSU Service Desk (Faculty & Staff) or the KSU Student Help Desk (Students). KSU Service Desk for Faculty & Staff Phone: Website: KSU Student Help Desk Phone: Website: Page 27 of 27