Microsoft OneDrive Microsoft OneDrive solves many of the issues related to hard drive and network drive file storage. OneDrive provides a solid cloud storage solution available to all BJU faculty, staff, and students. All users have access to 1 TB of storage. Advantages of OneDrive Worldwide access to your files with no VPN Sync selected files and folders between your PC and OneDrive to work offline when necessary Integration with Office desktop applications so that you can directly save to and open from OneDrive Sharing capabilities integrated with BJU user accounts Creation of Office files directly from OneDrive File versioning: previous file versions are automatically saved and can be restored Two-stage recycle bin (90 + 90 days) lets you recover deleted files Recent tab for quickly finding recently used files Similar experience on both Windows and Mac OS Lots of space for your files (1 TB) How to Use OneDrive Online Go to portal.office.com and log in. Click the OneDrive tile. What do you want to do? Create a New File or Folder In OneDrive, click New and select folder, Office file type, or link (to save web links). Upload Files and Folders Click Upload and choose File or Folder. Note: By navigating to your university network drives, you can upload folders and files directly to OneDrive. Note: Uploading files or folders from your network drive or hard drive does not sync them to OneDrive. It only makes a copy. Sync Files and Folders with your Computer OneDrive can create a physical file or folder on your computer and synchronize changes to it. Changes in OneDrive in the cloud will be saved to the synced OneDrive folders and files on your 1
computer, and changes in the OneDrive files and folders on your computer will be saved to OneDrive in the cloud. Note: OneDrive does not sync to network drives or regular files and folders on your computer. In the OneDrive menu, click Sync. If prompted, click Open Microsoft OneDrive to open the OneDrive app on your computer. You may need to have the new OneDrive client installed. Select the folders and files you wish to sync to your desktop and click Start sync. Since OneDrive will typically have more space than your computer hard drive, use this feature judiciously to avoid filling up the hard drive. You can access synced files and folders by opening your files on your computer and looking for them under One-Drive Bob Jones University. If you access a file offline (no network connection), changes will sync the next time you connect to the internet. New folders and files created here will automatically sync to OneDrive in the cloud. Share Files and Folders Right click a folder or file. In the list, choose Share. In the box that opens, choose one of the following: People in Bob Jones University People with existing access Specific people Select or deselect Allow editing. 2
Click Apply. For people at BJU, enter the username to get a specific result or the last name to see a suggestion list. Click the name to add it. Add as many names as are needed or add groups from your Outlook global address list. For Specific People outside the university, enter an email address. Note: the recipient will receive an email notifying them that you have shared a folder or file. The recipient must use a Microsoft or Skype account (free) to access the shared item. The folder or file will not show as shared until the recipient accesses the item. Click Send to email a link to those with whom you have shared the item. Stop Sharing In the Sharing column, click Shared to see those with whom the folder or file is shared. Under Has Access in the information pane that opens at the left, click Manage Access. Click Stop Sharing at the top of the pane to stop sharing with everyone, or click the down arrow beside a specific name or group and choose Stop Sharing to remove it from the shared list. Deleting and Recovering Files and Folders To delete a file or folder, right click the item and select Delete. To restore a deleted item, click Recycle Bin in the lefthand menu. 3
Select the folder or file you wish to recover and click Restore (toward the top of the page). If it has been longer than 90 days since you deleted an item or if you deleted it from the recycle bin, you can go to the Second-stage recycle bin to recover the item. Click the blue link just below your files in the first-stage recycle bin. Items remain in the second-stage recycle bin for a second period of 90-days. Getting Information about Your Files and Folders Click the information icon toward the top right of the page to view recent activity. Click Recent in the left-hand menu to see files you recently opened or edited. Click Shared with me in the left-hand menu to quickly find shared files and folders. Checking Storage Usage (two methods) Click the Settings (gear icon) at the top of the page. Choose Site Settings, and then click Storage Metrics in the Site Collection Administration group. Or, if you have the OneDrive icon in your taskbar, click it and then click the gear icon to see storage usage. Viewing and Restoring Previous File Versions OneDrive saves previous versions of files so that you can view and restore them if necessary. Right click a file and choose Version History. Version History shows you all the saved versions of a file. Click the three dots to the right of the file Modified Date to Open (requires Word desktop application), Restore, or Delete a specific file version. 4
How to Use OneDrive Desktop Integrations Save from Word, Excel, PowerPoint directly Save from Office applications as you would normally save to other locations In the File tab, choose Save As. Click OneDrive Bob Jones University to access your OneDrive folders and files. In the Save As window, select the OneDrive folder to which you wish to save your file, or create a new folder and Save. Open from OneDrive In the File tab, choose Open. Click OneDrive Bob Jones University to access your OneDrive folders and files. Click the file you wish to open. Sharing from Word If you are using Office 2016, you can share with other users from the desktop application. Click the Share button at the top right. In the Share pane, enter the username or email address of the person with whom you wish to share the file and choose Can edit or Can view. You can also use the Outlook Address Book by clicking the Address Book icon to the right of the Invite People field. Click Share. 5