OneDrive for Business 1 TB of file storage for faculty and staff OneDrive for Business is the place to keep your work documents and other files. When you store your files on OneDrive for Business only you can see them, but you can easily share them with your coworkers, and access them on your mobile device from anywhere. In January, 2018, we are implementing only the file storage portion that includes: OneDrive for Business This provides 1 TB of web-based file storage. It provides storage that can be shared among multiple users. Office 365 ProPlus This allows you to install up to 5 copies of Microsoft Office on Mount Allison and personally-owned computers. It allows you to use the Office mobile apps for iphones, ipads, and Android devices without having to pay for them in the app store. Office Online These are lightweight (reduced feature set) versions of Word, Excel, PowerPoint, etc. that are accessed using a web browser. Video: Get to know OneDrive for Business OFFICE 365 Microsoft Office 365 (often called Microsoft 365 or Office 365) is a Web-based version of Microsoft's Office suite of enterprise-grade productivity applications.
The Landing Page Mobile Devices Menu Office Online OneDrive Office ProPlus On mobile devices, there are several options to access OneDrive for Business: Accessing your Office 365 account Go to the Office 365 sign in page: https://portal.office.com Type your user MTA email address and password. Note: For full functionality, you should use Internet Explorer Sign out of Office 365 To sign out of Office 365, at the top right of the Office 365 portal, click on your name and then select Sign out below your display name. OneDrive for Business Benefits Real-time collaboration editing documents using the online Office Web Apps or Office client apps. Sharing files with others and managing who can edit documents. Accessing the same files via a phone, tablet or computer. Accessing OneDrive for Business There are several ways to access OneDrive for Business: Any web browser on any device by visiting https://portal.office.com Desktop client for OneDrive for Business installed on computers with a Windows operating system, or the OneDrive app from the Mac App Store. Any web browser on any device by visiting https://portal.office.com OneDrive for Business app for iphone and ipad. Upload documents to OneDrive for Business You can upload documents, pictures, and other types of files to your site by dragging them from your computer to a library on your site, such as Documents on your OneDrive for Business. First, open the library on your site. Then find the documents on your computer that you want to upload, select them, and drag them to the space in your library where it says, drag files here. ~ 2 ~
Delete files When you no longer need documents, pictures, other files in a library, you can quickly delete them. Just be careful and make sure that no one else needs them either. To delete a file first select the file by hovering over the file and then clicking the check box, and then right-click to display a drop down box from which you can choose Delete. Restore documents with the Recycle Bin OneDrive Recycle Bin: If you delete a file from your OneDrive for Business space it will be stored in the One Drive Recycle bin for 92 days (default), this provides you with the option to recover a deleted file. To access the OneDrive Recycle Bin, left click on the menu item located on the left hand side of the main OneDrive for Business web page. View, restore, or delete a previous version of a file You can view, restore, or delete a previous version of a file or item on your site, as long as versioning was turned on for the library or list where the file or item was saved. A version is created each time an item is edited, and then closed. You start by viewing the version history: 1. Go to the library or list where your file or item is saved. 2. Right click on the file or item that you want to view history for, and then select Version History. 3. To view, restore, or delete one of the versions, point to the Modified date for the version of the file or item, click the arrow that appears next to it, and then click View, Restore, or Delete. ~ 3 ~ Change time settings If you have used the Version History option in OneDrive for Business to review or restore previous versions of a file, you may have noticed that OneDrive Regional settings are set to Pacific Time by default. These settings need to be changed to the Atlantic Time setting, as this affects the date and time stamp metadata and the way dates, time and currency format display. You can change these settings by following these instructions: 1. Log in to portal.office.com 2. Select OneDrive.
3. Click the Settings button in the top right corner. 4. Click on Site Settings. 5. Click on Regional Settings under the Site Administration heading. 6. Adjust the Time Zone settings to (UTC - 04:00) Atlantic Time (Canada) Share a document or a folder The sharing options are: Folders and documents can be shared with internal users in your Office 365 subscription. Folders and documents can be shared with external users who are already in the Office 365 user directory. Folders and documents can be shared with external users who have a Microsoft account or a work or school account from another Office 365 subscription or an Azure Active Directory subscription. Documents and folders can be shared via an anonymous link where anyone with the link can only view the document or folder. Note: The link expires in 14 days (default). Expiration can t extend past 14 days. To share a document: 1. Select the file or folder you want to share, and then select Share. 2. To protect your privacy and security, we recommend changing this setting by clicking on the drop down arrow and choose Specific people option. 3. Enter the names of the people you want to share with and a message, if you want. Options for Who would you like this link to work for (options vary based on admin settings): Anyone creates a link that anyone can use to access the document or folder, even if they're not logged in to Office 365 or OneDrive. People in <organization> creates a link that only people in your organization who are logged into Office 365 can use to access the document or folder. People with existing access 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. This option is only available for files and folders (not for sites). ~ 4 ~
Specific people 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 email addresses of the people to whom you want to give access to the folder or document. 4. Once you have selected who you want to give access to, select or clear the Allow editing check box depending on what type of access you want to allow, and then click Apply. How do people find documents I ve shared with them? Documents/Folders people share with you, specifically, are listed in the Shared with me view in OneDrive for Business. However, documents people "share with everyone" are not listed in this view. Instead, people can find these documents by following a link you send them directly in an email. You can find any document s web URL in its document callout. Stop sharing a document or folder You can stop sharing a document or folder with all or selected people. 1. Locate the document on your OneDrive. 2. Select the item you want (In tile view, select the circle in the upper corner of the shared item.), and then select the Information icon on the bar at the top of the page. 3. Select Manage Access. 5. When you re ready to send the link, click Send. ~ 5 ~
4. To stop sharing a link, select the X next to a link to disable it. To stop sharing with a person or group, select that person or group's permissions, and then select Stop sharing. To change a person or group's permissions between editing and only viewing, select the permissions you want to change. Move or copy a document 1. Locate the document on your OneDrive. 2. Click on the ellipses next to the document name to open more options. 3. Select Move to / Copy to and select the folder where you want to move the file. 4. Click Move. Local Access To work with files from SharePoint site libraries directly in File Explorer, you can synchronize your files with your computer or you can map a drive letter. Synchronize your OneDrive with your PC or Mac (Do Not do this on a lab or classroom PC!) To access your files even when you're offline, you can sync them to your computer. Whenever you're online, any changes that you or others made will sync automatically. Note: If your local PC has limited space, synchronizing your large OneDrive for Business document library will be quite problematic as you can easily run out of space. Windows Users To sync your work files to your computer you need to use Microsoft OneDrive for Business app: 1. Open your SharePoint site or document library in an Internet browser. 2. At the top of the page, click on SYNC. 3. Select Microsoft OneDrive, then click on Open link. 4. Sign in with your MTA email address and password. 5. The next window will show the folder path of where the sync folder will be located. The default location in the top level of your User profile (C:\Users\<your username>\onedrive). 6. If you want to change the folder location, select Change location. Click Next. 7. The Sync your OneDrive files to this PC dialog box will appear, choose the folders you want to sync, or select Sync all files and folders, and then click Next. ~ 6 ~
8. Sync is now set up. It may take some time for all the chosen files to sync, but through the various sync icons which will indicate the sync status of a given file and monitor progress. OneDrive Mount Allison University and also as a Favorite in the File Explorer window. Files edited or copied into this folder will automatically be synced to OneDrive in the Cloud. A green tick on a file or folder means it is successfully synced. A blue circular arrow means it is currently being synced. A red cross indicates a folder or file that is out of sync. Online can store 30 million documents per library, the sync performance of OneDrive may start to decline when you store more than 100,000 files in a single OneDrive for Business site or team site library. To resolve this limitation, ensure that files are stored in multiple folders/libraries. If you have more than 100,000 files in a OneDrive for Business site, you may need to wait an extended period of time with OneDrive continuously syncing before sync can complete. Using the sync folder Once file sync is complete, your OneDrive for Business files will appear in a folder on your computer labelled Restrictions and limitations when you sync files and folders Invalid characters These characters in file names aren't supported when you sync OneDrive for Business (<, >, :, ",,?, *, /, \, #). These folder names aren't supported in OneDrive for Business: _t, _w. Number of items that can be synced - Although SharePoint Size limit for syncing files - Less than 15 GB per file. Sync - For optimum performance, we recommend storing no more than 100,000 files in a single OneDrive or team site library. Versions - 5,000 major versions and 511 minor versions. There's a 15-gigabyte (GB) file size limit for each file that's uploaded to the OneDrive for Business library. Character limit for files and folders - In SharePoint Online, file name paths can have up to 400 characters. The limit may be less than 400 characters in some scenarios, especially if you have a very long URL path for the library. ~ 7 ~
Sync folder location set to a network drive - You can't add a network or mapped drive as your OneDrive sync location. How do I turn off OneDrive sync? The OneDrive app comes with Windows and can be uninstalled. You can unpin it from the Start screen and use your PC settings to stop it from syncing. In your computer's Start menu, press and hold or right-click the OneDrive tile, and then tap or click Unpin from Start. You will also get the OneDrive icon in your system tray. To change options and manage your sync folder, rightclick on the OneDrive icon in the system tray and select Settings. From here you can: Choose folders-change which folder are syncing. Unlink your sync folder to stop syncing your files and permanently turn syncing off. Manage storage open your OneDrive for Business folder. To temporarily stop syncing, rightclick on the system tray icon and select Pause syncing. NOTE: Files deleted from a sync folder are also synced with OneDrive so that they can be restored from the Recycle Bin. A green tick on a file or folder means it is successfully synced. MAC Users The OneDrive for Business Next Generation Sync Client lets you connect and sync files from your OneDrive for Business. You can add a work or school account to the new OneDrive for Business sync client and sync all your files to your computer. Read more at Get started with the new OneDrive sync client on Mac OS X. Note: The OneDrive for Business Next Generation Sync Client is supported on OS X version 10.9 and above. Install 1. Install OneDrive from the Mac app store. Important: If you are currently using the OneDrive Mac Store app, you must first uninstall it before installing the latest build of the OneDrive sync client. ~ 8 ~ 2. This starts the Welcome to OneDrive wizard where you can click Sign in to set up your work account. Setup There are a few points of the Welcome to OneDrive wizard that are helpful to watch for: 1. On the This is your OneDrive folder screen, click Choose OneDrive Folder Location. 2. Select Choose this location 3. When you see the This is your OneDrive folder screen, you ll now see a path to the folder you selected. Click Next to continue. 4. When you see Your OneDrive Is Ready for You, the last thing to do is make sure you select Open at login so my files sync automatically. This will ensure that OneDrive runs at login and you always have the most up to date version of all your files. 5. After you enable OneDrive to open at login, you re done! Click Open your OneDrive folder to see your files sync to your folder.
You can find OneDrive up in your Menu bar. You ll have a cloud icon for every account you ve connected to OneDrive. So you ll have one cloud if you re only syncing a work or school account, one cloud if you re syncing only a personal account, or two clouds if you re syncing both. You ll also see a folder in Finder called OneDrive Mount Allison University. You can also access your OneDrive document library from a mobile device such as an ipad or iphone if you install the OneDrive app. Map OneDrive as a drive letter OneDrive for Business, while often used as a web service or with the sync client, can also be used as a mapped drive. This is especially useful for users that prefer not to sync all of their OneDrive for Business files to their local PC/Mac. Instructions to mount OneDrive for Business as a mapped drive: check box when you sign in to your Office 365 account. 2. After signing to Office 365, navigate to OneDrive for Business, click on the list icon and select View in File Explorer option. 3. When the File Explorer window opens, copy the URL that should be https://mountallisonmy.sharepoint.com/personal/usena me_mta_ca/documents 4. Right-click on My Computer (This PC in Windows 10) from Windows / File Explorer window, and then click Map Network Drive. 5. Select a Drive and then paste the URL you copied before in the Folder input box. 6. Select the Keep me signed in. 7. Make sure the check boxes of Reconnect at sign-in and Connect using different credentials are selected, and then click Finish. 8. Enter your MTA credentials, and then Click OK. 9. You should now have a mapped drive to your OneDrive for Business file store. Note: If you reboot your machine without doing anything further the drive will not automatically be reconnected because reauthentication to Office 365 (through the web) needs to occur. 1. Add https://mountallisonmy.sharepoint.com to the trusted sites in Internet Explorer. ~ 9 ~
Office ProPlus Office 365 ProPlus is a suite of Microsoft Office programs available for PC, Mac, iphone, and Android. The Office 365 Pro Plus suite is available free of charge for up to 5 devices of your choice. Please note that this should not be installed on University machines due to licensing restrictions and will interfere with the version of Office provided. Office suite Includes the latest Office apps for your PC and Mac. Office on PCs, tablets, and phones Office ProPlus Always have the latest versions of: Enjoy a fully installed Office experience across PCs, Macs, Windows tablets, ipad and Android tablets, and most mobile devices. Each user can install Office on 5 PCs or Macs, 5 tablets and 5 phones. To download Office 365 Pro Plus on your personal machine(s) login to Office 365 in a browser: 1. Click the Install button at the top of the main landing page. 2. A small setup file will be downloaded. 3. Run this setup file to install Office 365 Pro Plus. Office for Mac download To download the Mac version, go to the Software page (by clicking Install the on the main portal); the Mac version of the setup file will be downloaded. Mobile and tablet versions For mobile phone or tablet versions, click the Other installs link on the Office 365 main portal, select the Phone & Tablet link, choose your device and follow the instructions onscreen (alternatively get it direct from the app store on your device). ~ 10 ~ Office Online Office Online is an online office suite offered by Microsoft, which allows users to create and edit files using lightweight (reduced feature set), web browser-based versions of Microsoft Office apps: Word, Excel, PowerPoint and OneNote. Office Online Open, Edit and Save a document with Office Online To edit a shared document: 1. Navigate to the folder on SkyDrive where the document is stored and click on the document. The document opens in a relevant Web App. 2. Click Edit Document and select Edit in Browser from the menu (note that the name of the App will change depending on which one you are working in).
3. Your document opens. Edit your document. Return to OneDrive Less options Rename the file 4. When you are finished editing your document and you want to go back to where the file is saved, click your name, next to the file name. Note: To rename a file, click on the file name on top and type in the new name. File Menu no Save button When editing a document online the changes are saved automatically. When you are finished editing, click on your username link on the command bar to return to your file library, or merely close the browser tab in which the document is Create documents in a library You can also create a new document and store it in OneDrive. Different types of documents are Word Documents, Excel Workbook, Links and Power Point Presentation. Click the + New icon above and choose what type of document you want to create. The new document opens in the Office Online program you selected. For example, selecting Word document opens Word Online see the Office Online section. Limitations of opening and editing documents in the browser Only works in SharePoint and OneDrive. In order to open and edit MS Office documents have to reside in either SharePoint or OneDrive. ~ 11 ~ They cannot reside on a computer or file share (network drive) if there is no client Office installed. Limited functionality. Word Online, Excel Online and PowerPoint Online are not fullyinstalled applications on your PC. They are stripped-down (lite) versions of the corresponding desktop applications and do not have the full functionality you have on your PC. Limited file support. Office Online only works with the following file formats:.docx,.xlsx,.pptx files and PDF. Note the x at the end of MS Office file extensions. That means only latest MS Office files are supported (see next limitation). Requires conversion for older MS Office files. Related to the point above if your Word, Excel, PowerPoint files have been saved using older versions of the software (i.e. Word 97 or Excel 2003), they need to be saved (converted) to the new file format (from.doc to.docx). If you try to edit older version of the file in the browser, you will get a conversion request message
(once you click Convert, the file will be converted to the new file format on the fly (from.doc to.docx). Does not support CSV files. In case you need to edit CSV (comma delimited or commaseparated values) file, you will need to convert to a recognized version of Excel. CSV files cannot be viewed or edited in Office online. More limitations exist. For complete list of features that are not supported in Office Online, reference this comparison chart, courtesy of Microsoft. Can t run macros in Office Online. You can still access the documents with macros using Office Online, but to run macros, you will need the desktop version of the applications. Contact Us Computing Services Helpdesk Mount Allison University 10 Salem St, room 108 Sackville NB E4L 1B7 helpdesk@mta.ca Samanage Helpdesk 506-364-2473 ~ 12 ~