OneDrive for Business User Guide

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1 OneDrive for Business User Guide Contents OneDrive for Business and Office Storing University Information in the Cloud... 2 Signing in... 2 The Office 365 Interface... 3 The OneDrive App... 3 Create, Upload, Sync and Preview Documents... 4 Advanced Options... 4 Deleting Documents... 5 Setting Timestamp Preferences... 5 Edit a Document Online... 6 Share a Document... 7 Get a Link to Share a Document... 7 Share a Folder... 8 Quickly Share a Document with Everyone... 8 Remove Share Permissions... 8 View Documents Shared with You ing OneDrive files as attachments... 8 Sync OneDrive Files to your Computer... 9 Limits on Syncing OneDrive for Business Open OneDrive Documents from Office 2013 Applications Access OneDrive Files from your Mobile Device Restore an Older Version of a Document Office 365 Pro Plus Download...14 PC and Mac Versions...14 Mobile and Tablet Versions OneDrive for Business Sync App Signing Out University of St Andrews Oct 2015 v1.5.3 CAPOD IT Training

2 OneDrive for Business and Office 365 OneDrive for Business is a file storage system with online editing and collaboration tools for Microsoft Office documents and is part of Office 365. The University of St Andrews provide staff and students access to Microsoft Office 365 with their university accounts. This includes: OneDrive for Business Unlimited cloud based storage with the facility to edit documents online and share documents with anyone Office 365 Pro Plus full versions of Microsoft Office 365 Pro Plus to install on 5 of your own devices (PC, Mac, tablet and mobile) OneDrive for Business can be utilised in many different ways. It can be used as a simple store for documents, as a way to access files from any location on any device, or as a collaboration tool to share and jointly work on documents. Access to files can be in a web browser, directly from Office 2013 desktop programs, in Windows File Explorer, in the Office apps for ipads, iphones and Android tablets, or synchronised with a folder on a Windows PC. For the best experience it is recommended University computers (except those requiring to integrate with certain corporate services) should upgrade to Office 2013 via the IT Service Desk (do not download and install Office 365 on University computers, due to licencing restrictions) The University recommends the use of our central file servers or the OneDrive for Business as the preferred location for storing files that are actively being worked upon. Due to the large storage capacity, OneDrive for Business is also suitable for storage of historic documents. Storing University Information in the Cloud NOTE: CONFIDENTIAL or STRICTLY CONFIDENTIAL documents should not be stored in OneDrive if the data will be synchronised onto non University owned devices. For more information and guidance see the Storing University Information in the Cloud and the Information Classification Policy web pages at the following link; Signing in To access OneDrive for Business and the download for Office 365 Pro Plus, sign in by opening a web browser and going to https://portal.office.com Log in to the Office 365 portal with your St Andrews account using the fully qualified username: University of St Andrews 2 CAPOD IT Training

3 As soon as you click into the password field you will be re-directed to the University of St Andrews Sign-in page. Enter your University password and click Sign in. Note that all Office 365 logins will work with the format and if you encounter any login issues for any of the Office 365 products, it is recommended that you use this format. The Office 365 Interface Initially, login is directed to the main apps landing page (you can customise which page opens in the Settings menu- cog icon). You can access all the online Office applications from here as well as the options for downloading Office 2013 software onto your own devices (ie not University maintained computers). It will offer the platform currently detected on your computer, but the alternatives are also available. For more information on downloading Office software see the section on Office 365 downloads, p14. The OneDrive App OneDrive for Business can be accessed either by clicking the OneDrive tile on the Office365 homepage or by clicking the grid icon in the top left hand corner of the menu bar. University of St Andrews 3 CAPOD IT Training

4 Create, Upload, Sync and Preview Documents To create a new document or folder click +New. You can then add and edit content with the online Office apps. In addition to all the main Office file types, you can also create an online survey with results exported to an Excel file stored in OneDrive. To upload a document from your computer to OneDrive click Upload and browse to the file(s) or even drag and drop files from File Explorer on your PC or other places. To sync OneDrive with a folder on your computer click Sync. Use of the sync button activates sync client software to download and keep up to date all files from OneDrive; this client is installed on all university machines with Office Details for configuring OneDrive Sync can be found on on page 8. To preview a document, click on its name; you can Download the document from within the preview (click the ellipses on the menu bar). Advanced Options To see advanced options, click Settings (the cog icon) on the menu bar, then Show Ribbon. Three additional tabs will display: Browse, Files, and Library. The Files tab, presents an array of advanced options in the ribbon such as Check Out and Workflows. Check out, for instance, allows exclusive editing by a given contributor. You can also use the advanced options to browse OneDrive documents in Windows Explorer if you are using the Internet Explorer web browser. From the Ribbon bar select the Library tab and the Open in Explorer option; the OneDrive library will be accessed like any other folder on your Desktop. University of St Andrews 4 CAPOD IT Training

5 Deleting Documents To delete a document, right-click on the file or folder name >select Delete from the options. The file will be moved to the account Recycle Bin. If you delete a file from your OneDrive for Business space it will be stored in the Recycle bin for 90 days, this provides you with the option to recover a deleted file. To access the Recycle Bin, click on the link in the navigation pane on the leftside of the OneDrive window. Setting Timestamp Preferences The default timestamp setting in OneDrive for Business is the Pacific time zone. This must be changed in order that all files will reflect the local time for file created/modified parameters. This must be changed in 2 places to ensure the other web apps also reflect local time. To change the time zone on your OneDrive account: 1. Click your profile tile in the menu bar; select About me, then Edit 2. Click the more ellipses (...) 3. Select Language and Region 4. By default the Always use regional settings defined by the site administrators is selected causing all the fields to be disabled. Select the option Always use my personal settings The default field entries are now visible and can be changed University of St Andrews 5 CAPOD IT Training

6 5. In the Time Zone section change the option to (UTC) Dublin, Edinburgh, Lisbon, London. Change any of the other fields as appropriate for your preferences. 6. Click the Save all and close button at the bottom of the page. To ensure that you have the proper settings for all the Office web apps, navigate to your site settings by navigating: 1. Settings (cog icon on the header bar > Site settings >Site Administration > Regional settings. 2. Choose the appropriate local region as before and save your changes. Edit a Document Online Open a preview of a document by clicking on its name. To edit the document, from the Edit Document menu select either the Edit in [Office app] online to use the online version or Edit in [Office program] to use the desktop full-featured version of the program. When editing a document online the changes are automatically saved. To return to Office365 click on your username in the menu bar. When editing in the desktop version of the program, edit changes are synced back to One Drive when you save and close the document. University of St Andrews 6 CAPOD IT Training

7 Share a Document Sharing a document allows you not only to give permissions to view files but also to edit them collaboratively. In OneDrive multiple users can edit a document simultaneously. No more being locked out of an Excel file until someone has closed it! To share a document click the ellipses ( ) next to the document to open its callout window and then click Share. In the Share dialogue box,select the Invite people tab and type the names or addresses of people with whom you want to share the document; or to share with all users, type Everyone (which will give you the option to include only internal users). See a following section for ways to Quickly Share a Document with Everyone (p8). If sharing with specified people, typing a few letters will bring up a matched list of users. Select the person to add them to the box. For external people enter their full address. Select whether you want to grant edit or view permission to invitees. If you want, type a message to be included with an that s sent to all invitees. The includes a link to the shared document. Click Share. It is more secure to require them to sign-in to their Microsoft account to access the document. External people will need some form of Microsoft account to be able to access your shared file. Get a Link to Share a Document On the share dialogue box the Get a link tab provides direct access to web links for sharing a document. Use these if you wish to embed a link to a shared document in a separate or document that you are composing elsewhere. University of St Andrews 7 CAPOD IT Training

8 Share a Folder When you share a folder, you automatically share all items in that folder. Sharing a folder provides a quick way to share many documents with other people at once, makes it easier to manage a set of shared documents. Create the new folder by clicking +New. Follow the same procedure described above for sharing a document by sending or creating an invitation link to selected people. Quickly Share a Document with Everyone You are automatically setup with a folder called Shared with Everyone. To quickly share a document with everyone simply drag the document into this folder. Remove the file to stop sharing. NOTE: Documents shared using this folder are View Only and will include all external users that have been given share permissions. These files will NOT be listed under Shared with me, but can only be located by searching for the filename. Remove Share Permissions To stop sharing permissions, call up the Share dialog box for the given file/folder (tick to select the file > Share menu), and on the Shared with tab, select Stop sharing for each user as required. View Documents Shared with You To view documents which other users have shared with you choose Shared with me from the left hand navigation menu ing OneDrive files as attachments You can insert a link to a file on your OneDrive library instead of attaching the file itself or automatically upload the file to your OneDrive library and then share the file as a link to that location. For full instructions see the following Microsoft web page: https://blogs.office.com/2014/10/08/introducing-new-way-share-files-outlook-web-app/ University of St Andrews 8 CAPOD IT Training

9 Sync OneDrive Files to your Computer You may wish to sync OneDrive files to your computer to easily access them from your File Explorer window. You can also work on files in your Sync folder offline. Changes made will be synced back to your OneDrive library the next time you are connected to the network. NOTE: Syncing will download all the files in your OneDrive, thus you are limited by the amount of free space on your computer s hard disk. University computers with Office 2013 should already have the OneDrive for Business sync app preinstalled but if you need to install it at home, see the guidance later in this document (p15). There is not yet an officially released sync client for Mac OS. However, Microsoft have released a preview version, but this is as yet still being tested: To sync your OneDrive file library choose Sync A confirmation dialog box will appear; Choose Sync now You may get various security warnings depending which web browser you are using. Sign-in as required or click Allow if you get a security warning. University of St Andrews 9 CAPOD IT Training

10 If you wish to change the default location where your files will be synced click Change. Choose Sync Now Once the files have downloaded, you should then see a shortcut to OneDrive for Business under Favorites the Explorer window. Files edited or copied into this folder will automatically be synced to OneDrive. 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 arrow indicates a folder or file that is out of sync You will also get a OneDrive icon in your system tray. Right click on the OneDrive icon in the system tray to open a menu of options. From here you can: Sync now force synchronisation Pause syncing temporarily stop syncing Stop syncing a folder permanently turn syncing off Manage storage open your OneDrive for Business folder You can also force synchronisation from OneDrive in your web browser by clicking the Sync command in the Browser window. NOTE: You cannot delete files from your local OneDrive for Business client folder (if you try, they are automatically downloaded again from the web site). To delete files you must use the web interface. University of St Andrews 10 CAPOD IT Training

11 Limits on Syncing OneDrive for Business Please note the following limitations related to syncing OneDrive for Business to your computer You can sync up to a maximum of 20,000 items, including folders and files You can download individual files up to a maximum of 2 GB You must have sufficient free space on your hard drive. Open OneDrive Documents from Office 2013 Applications OneDrive files can be accessed directly from the Open and Save menus in all the desktop Office 2013 applications. In the application: 1. Click File > Open 2. Choose Add a Place > Choose Office 365 SharePoint Note: if it s available, do not choose OneDrive here; this refers to the consumer OneDrive product and not the OneDrive for Business product. 3. You will be prompted to log in. Enter your St Andrews address and password. 4. Once authenticated, you should see the OneDrive-University of St Andrews location added to the list of places. 5. This location will now appear in the File Open and File Save menus automatically. This makes it extremely easy to create documents and store them directly on OneDrive for Business. 6. Click Browse to view the OneDrive files store. University of St Andrews 11 CAPOD IT Training

12 Access OneDrive Files from your Mobile Device You can easily access your OneDrive document library from a mobile device such as an ipad or iphone. You can of course use the browser on your device to access OneDrive, but there are also other more direct methods and that allow you to work offline: 1) The OneDrive app. This is available as a free download from the itunes store and will give you direct access to your OneDrive document library. NOTE: Do not get the OneDrive for Business app as Microsoft have now superseded that with a new single app for both OneDrive and OneDrive for Business. This app will sync your entire OneDrive library to your device, so again, available space must be a consideration. 2) The Office mobile apps. If you don t want to sync your whole library, you can open and edit specific files through the mobile Office apps (Word, Excel, etc). Open the desired app on your mobile device and sign in using your Office 365 account. Always choose work account, if you are given an option of signing in with a Microsoft account. Follow the screen instructions to enter your password. University of St Andrews 12 CAPOD IT Training

13 Your OneDrive document library will display allowing you to select the file you want to open. If you subsequently go offline, your changes will be synced the next time you connect. Restore an Older Version of a Document Select a document by ticking it then select Manage and Version History Review the version history. If you wish to restore one of the versions use the dropdown menu next to the date. From here you can View, Restore or Delete the version. University of St Andrews 13 CAPOD IT Training

14 Office 365 Pro Plus Download 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 licencing restrictions and will interfere with the version of Office provided. To download Office 365 Pro Plus on your personal machine(s) either go to the landing page by clicking Office 365 in the top left and then choose Install now OR click on the Settings cog in the top right corner as shown below and choose Office 365 Settings and then choose Software. When you click Install now a small setup file will be downloaded. Run this setup file to install Office 365 Pro Plus. PC and Mac Versions If going via the Software page click install, download the small setup file and then run on the machine where you wish to install Office. To download the Mac version visit this page on a Mac and the Mac setup file will be downloaded. To activate the Mac version, the username format of is required when prompted to sign in. University of St Andrews 14 CAPOD IT Training

15 Mobile and Tablet Versions For mobile phone or tablet versions click on the Phone & Tablet link on the left hand side, choose your device and follow the instructions on-screen (alternatively get it direct from the app store on your device). OneDrive for Business Sync App The OneDrive for Business Sync App allows you to sync your OneDrive files with a folder on your computer. The Sync App should be preinstalled on all University computers but to install it at home select OneDrive from the left hand menu and then choose install. Signing Out To sign out, click your user profile tile on the title bar to get the drop down menu with your account name and select Sign out. It is recommended that close your web browser to ensure your session is closed and you are fully signed out. University of St Andrews 15 CAPOD IT Training

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