Welcome to the information session for Microsoft Office and OneDrive at Flinders University 1
The University has been looking at ways to help staff to overcome the challenges of our every day work life. Here are some of the thing that have been a problem within the Uni. Hard to get to files on all devices Working on multiple copies of a document Difficulty collaborating outside of the Uni Running out of file storage space onot easy to set up file storage for a select group of people Using cloud storage that isn t very secure or supported by ITS With Microsoft OneDrive for Business we can now address these issues as you will have: 1Tb of storage per person Be able to share folders and documents with anyone Access files on all devices Collaborate with staff/students within the Uni and people outside of the Uni 2
On the 18 th April all staff were given access to OneDrive As part of this we are: Running information session like this one around the Uni campuses This will include the North ridge, South ridge, Sturt, FMC, Tonsley and Victoria square. Remote campus staff will be able to access sessions via Video Conference or Collaborate and we will also be visiting these campuses over the next few months We will be running other training session aimed at ways to use OneDrive in things like Research, Teaching and Collaboration To begin with staff will have the option to move all their personal files into OneDrive and stop using the U: drive Over time OneDrive will be replacing your U: drive. After June the Uni is modifying the V: drive structure to be more manageable by moving some areas to a new S: drive and Research data into a new R: drive 3
Here are some ways of using OneDrive. These will be expanded on when we run customised training session 4
There are multiple ways to access OneDrive and Microsoft Office. OKTA is the easiest way to access all the options. Your tile layout may be different from this but just look for these 2 icons. Or you can download the Apps to your computer or mobile device 5
When you go to Office 365 on the web you can install latest version of Office, which is currently 2016 From here you can install Office on 5 personal computers. This will automatically work out what version is required, PC or MAC. Access the web versions of Word, Excel, PowerPoint anywhere is the world 6
To add office apps to you mobile device go to the App store and searching for Office. Word, Excel, PowerPoint and Outlook can be added individually and are very similar full desktop version 7
One of the new Office Apps is called Lens Lens is like having a scanner in your pocket. It digitises notes, whiteboards, computer screens and printed documents. When it captures it keeps only the area of information. It is available for mobile devices and Windows 10. Once take it can be saved directly to OneDrive, PowerPoint, Word, PDF or the device. 8
OneDrive is a Cloud file storage system similar to Dropbox or Google Drive. It is now the approved storage system in the University. You have 1Tb of storage. With this you can store all your documents, picture, videos etc and access them anywhere at any time via your devices. You have the ability to share a folder or document with someone or a group of people within the Uni or outside the Uni. You can set others to be the owner of the folder so if someone leaves the folder is still available. Every time you save a document it creates a version history that you can go back to at any time. If any file is deleted it goes into the Recycle Bin and is recoverable at any time. As part of our agreement all data is stored in Australia. This covers Research ethics requirements. 9
Like any system there are some restrictions. Not that it is a major issue but you are restricted to individual file upload of 10Gb At the moment we are limited to 256 character file path. This means the number of folders and the length of the file name can t have too many levels. This is being changed by Microsoft soon. Like most system there are characters you can t use. The most common ones that will be an issue are the # and? ones. The University security team as indicated that highly confidential documents must not be saved in OneDrive. Examples are: patient/medical files, workcover claims etc. A data management project has been setup to develop further guidance on this and make it clearer in the future. 10
With OneDrive there are other ways of using it other than just as a file storage. With Office 2016 or Office 365 web, you can edit a document at the same time with others and see the changes being made as you go. Groups is a feature of Office 365 that provides a shared workspace for collaboration and sharing. The workspace comes with a shared inbox, calendar, document library, OneNote notebook, and planning tool. Each Group has a storage of 25Gb for shared files. This feature doesn t require you to share your folders or files and is kept separate. Groups is available from Outlook 2016 at the bottom of your folders or Outlook web. 11
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By using the OneDrive sync client you can have all your files on the computer and access then offline. It is recommended to upgrade to Windows 10 ITS support portal, bottom right corner click Upgrade to Windows 10. An email will be sent on how to install. If you don t want to upgrade you can install the sync client via the ITS support portal yourself. When using OneDrive its best to upgrade to Office 2016 to get the full functionality of sharing and duel editing. ITS support portal, Install software, Office If you using TRIM (Records management system) don t upgrade to 2016 as this isn t compatible. 13
If you want to install the sync client on your personal computer, log in to the OneDrive web version and click on the sync button. This will then go through the steps to install the App. 14
Once you have installed the sync client you can change your settings to allow only some folders to be synced. This may be required sometimes as not all computers can store large amounts of files, so you need to select only the folders you require. All documents are still available on the web. With OneDrive there is the University storage and there is also a personal storage. This may have already been setup when you installed Windows 10 or purchased a new computer. If this is the case you will have 2 OneDrive icons in the task bar. The blue one is the Business version and the white one is the Personnel version. 15
When you are setting up OneDrive the sync window will inform you how much is being synced at the bottom of the window. With this ability you can now move your U: drive over to OneDrive and then have all your files available anytime without having to use VPN. 16
For more details go to the Flinders website and search for OneDrive. If you are having problems installing or setting up OneDrive please contact the ITS help desk. Are there any questions? If you have any individual questions or install problems please feel free to come down as we have people here today that can answer any questions you have. Thank you for attending todays session. 17