Office 365 OneDrive for Business As part of Towson University s upgrade to Office 365, faculty/staff and students will have access to Microsoft s cloud storage solution known as OneDrive for Business. OneDrive for Business offers one terabyte of web-based file storage space. OneDrive also allows for collaboration on Microsoft Office specific files (Word, Excel, PowerPoint, etc.) including easy downloading, uploading, sharing, and editing. This document will show you how to use the basic features in OneDrive including, but not limited to navigation; creating and renaming files and folders; searching, sharing, syncing, and following files; creating alerts; and using versions. For information on how to use the Office 365 Web Apps, please refer to the document titled Office 365: The Basics (including using web apps). Number Title Description App Launcher The app launcher gives quick access to all available apps. Quick Launch Bar Search Box Simple Controls Settings User Menu The Quick Launch Bar is a set of folders that hold your files. By default, you will have Files, Recent, Shared with me, and Recycle bin quick launch buttons. The Search Box allows users to quickly search for a file by the file name. The Simple Controls allow for quick access to creating a new document, uploading, and syncing documents and files. The Settings gear allows the user to change theme, site settings, add an app, and more. The User Menu is where users will sign out or access account settings. OTS Publication: O365-06 07/19/2016 Training@Towson.edu Office of Technology Services
Navigating to OneDrive for Business 1. From the Towson University portal (office.towson. edu), login to Office 365. If you need help with this, see the document titled Office 365: The Basics. 2. From the landing page, click on the OneDrive tile. 5. The Site Settings Regional Settings page will appear. 6. Under the Time Zone heading, select the appropriate time zone. 7. At the bottom of the page, click OK. Updating Your Time Zone The first task you must perform in OneDrive is to change the time zone using the steps below. 1. From the Office 365 OneDrive page, click the gear icon. Uploading Files Placing your files in Microsoft OneDrive for Business will allow you to access and share the files from anywhere you have an internet connection. You will also have the ability to collaborate in real time. 1. From the Office 365 OneDrive page, click upload located on the taskbar. The File Explorer will open. 2. Click Site settings. 3. The Site Settings page will appear. 4. Under Site Administration, click Regional settings. 2. Choose to upload either a single File or a whole Folder. 3. Navigate to and click on the desired file. 4. Click Open. Note: If File Explorer is already open on your machine, you can drag and drop files from the Explorer window to the Documents page of OneDrive. 5. You will return to the OneDrive main page and your file will be listed in your Documents. 2 Office of Technology Services - OTS Trainings
Creating New Files and Folders You can create a new folder and new Office documents directly from OneDrive for Business. 1. From the Office 365 OneDrive page, click New. 2. From the New file list, choose the type of file you wish to create. Performing a Search OneDrive for Business gives users the option to search for a file or folder as well as the content within Microsoft Office documents. 1. Click in the Search text box. 2. Type the word or words you wish to search by. 3. OneDrive for Business will begin to list the files that contain the searched words. 3. The selected application will launch. Create the file as you would normally. Renaming a File or Folder Files and folders located on your OneDrive for Business can be renamed at any time. 1. Right click on the file you wish to rename. 2. Click Rename. 3. In the Rename text box, type the new name for your file. 4. Click the Save button. 5. You will return to the Office 365 OneDrive page and the file name will be updated. Office of Technology Services - OTS Trainings 3
Sharing Files OneDrive for Business allows you to share files and documents with both Towson affiliated and nonaffiliated users. This can be done in three ways. The user can be invited to share the file, a link can be shared, or documents can be placed in the Shared with Everyone folder. When sharing files, it is recommended to share with individuals or small groups, as opposed to everyone or large groups. It is also recommended to limit privileges to View Only. Inviting People in TU to Share a File 1. From the Office 365 OneDrive page, use the check box to select the file you wish to share. 2. Click Share. The Share window will appear. Sharing a File by Using a Link You may prefer to use a link to share a file. This option works well for recipients outside of Towson University. 1. From the Office 365 OneDrive page, use the check box to select the file you wish to share. 2. Click Share. The Share window will appear. 3. Enter the email addresses of the people with whom you would like to share. 4. Click Only people in the To: line can view and edit this item. 5. In the Who can access this link dropdown menu, select Anyone with this link. You may also disable editing to restrict the document link to view only. 6. If you choose, you are able to set an expiration on the link by clicking the Link expires box and entering in the number of days you would like the link to remain active. 3. Enter the email addresses of the people with whom you would like to share. If you enter an email address from Towson University, search results will appear. 7. Click the OK button. 8. Click the Share button. 9. If you wish to access the link at a later time, click the Shared status of the file in OneDrive and copy the link from the document properties menu. 4. Click Only people in the To: line can view and edit this item to change sharing permissions. By default, Allow editing is selected. 5. In the Who can access this link dropdown menu, you can adjust who has access to the shared file. To share with specific people only, you must select Only people in the To: line from this menu. 6. Click the OK button. 7. Click the Share button. 4 Sharing with Everyone Files placed in the Shared with Everyone folder will be viewable by all Towson University affiliated users. 1. From the Office 365 OneDrive page, locate the file. 2. Drag and drop the file to the Shared with Everyone folder. Office of Technology Services - OTS Trainings
Downloading a Copy of a File Sometimes you may need to download a copy of a file to your machine. 1. From the Office 365 OneDrive page, use the check box to select the file you wish to share. 2. Click Download on the taskbar. Recovery Files that have be deleted can be recovered from the Recycle Bin. However, once files are deleted from the Recycle Bin or the Recycle Bin is emptied, the files can no longer be recovered. 1. From the Quick Launch menu, click the Recycle bin. 3. Based on your choice of browser, you will be presented with various options to either save or open the file. Version History Sometimes changes are made to a document by the author or by individuals the document has been shared with. OneDrive for Business keeps track of the changes made to documents and allows the owner to restore previous versions of the document. 2. Select the file you wish to restore. 3. Click Restore Selection. 1. From the Office 365 OneDrive page, right-click the file whose version you wish to view. 4. Still can t find what you need? Click the blue hyperlink at the bottom of the Recycle Bin titled second-stage recycle bin. 5. This displays all items deleted from the Recycle Bin in the past 93 days. You can restore these in the same way you did in the Recycle Bin. Note: Items deleted from the second-stage recycle bin cannot be recovered. 2. Click Version History. 3. The Version History window will appear. Clicking on a date will open that version of the document. 4. Click the drop-down arrow beside the date. You may now choose to View, Restore, or Delete (only if creator) the version you have selected. Office of Technology Services - OTS Trainings 5
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