PolyU Connect. OneDrive for Business. User Guide

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1 PolyU Connect OneDrive for Business User Guide Version 2.4 Last Update: 7 October 2014 PolyU Connect: ITS HelpCentre Support: ITS HelpCentre Support Hotline:

2 Table of Contents Part A. Exploring OneDrive for Business... 3 a. Features... 3 b. To access OneDrive for Business... 3 i. Web browser... 3 ii. OneDrive for Business client for Windows... 4 iii. OneDrive for Business (apps for ios only)... 4 Part B. Installing OneDrive for Business Client for Windows... 5 a. Basic Requirements... 5 b. Installation... 5 Part C. Create and work with documents a. To activate your OneDrive for Business b. To delete the preset folder c. To create a new document/folder d. To file by drag-and-drop e. To edit a file (co-authoring) f. To rename g. To delete a file/folder Part D. Documents Sharing a. To share a document via a link b. To share a file/folder by c. To check who you re sharing with Part E. Points to Note PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 2 of 17

3 Part A. Exploring OneDrive for Business a. Features OneDrive for Business (formerly SkyDrive Pro) is a component of Office 365 which provides a host of communication and collaboration tools including , online storage, instant messaging and web conferencing. PolyU Connect uses the service component. Lync Online provides instant messaging and web conferencing service. OneDrive for Business is a Dropbox like online storage with the following features, 1 TB online storage Able to access via web browser, desktop client and/or smartphone Apps Able to upload existing files Able to create and edit files, e.g. Word and Excel, with Office Web App via web browser Able to share documents with anyone within/outside PolyU Support multiple machines synchronization, e.g. Android platform, ios, Windows desktop, Window phone, etc. b. To access OneDrive for Business OneDrive for Business can be accessing by 1. Web browser 2. OneDrive for Business client 3. OneDrive for Business (apps for ios only) i. Web browser You could access OneDrive for Business anywhere once connected to Internet with web browsers on your desktop, notebook and mobile devices. The supported web browsers are listed as follows. Note: You can also access OneDrive for Business on your mobile devices via web, but the experience is limited to viewing and deleting files. Requirement Internet Explorer 8, 9, or 10 Firefox 10.x or a later version Safari 5 Chrome 17.x Steps to access OneDrive for Business 1. Login to your PolyU Connect account with internet browser a. Go to and click PolyU Connect Login b. Enter your and password and then click Sign In 2. Click OneDrive on the top menu bar, which stands for OneDrive for Business here PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 3 of 17

4 ii. OneDrive for Business client for Windows After installing OneDrive for Business client (see Installing OneDrive for Business Client for Windows for the installation steps), a local OneDrive for Business folder in Windows Explorer will be created. If you are working offline, you can save your files to this folder. When you regain connectivity, the local folder automatically syncs with your OneDrive for Business library in the cloud. Warning: If you sync with multiple devices, it is important to keep in mind that if you delete a document from any device, it will be deleted everywhere, including the cloud. System Requirements Operation System: Windows 7 or 8.Net Framework version: 3.5, 4.0, or 4.5 Note: For detail, you may refer to System Requirements in Steps to access OneDrive for Business 1. Click OneDrive for Business folder which location is defined during installation. iii. OneDrive for Business (apps for ios only) After installing OneDrive for Business app on your mobile device, you could view the documents stored in OneDrive for Business. System Requirements ios 6.0 or later Compatible for iphone, ipad and ipod touch Steps to access OneDrive for Business 1. Click OneDrive for Business icon on your mobile device Note: The app Microsoft Office Mobile for editing documents with simple features is available on Android platform and iphone now. PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 4 of 17

5 Part B. Installing OneDrive for Business Client for Windows a. Basic Requirements The basic requirements for installing OneDrive for Business client on your desktop or notebook are listed as follows, Operation System: Windows 7 or 8.Net Framework version: 3.5, 4.0, or 4.5 Note: The following steps are for the machine with Office 2007/2010/2013 installed. You may install OneDrive for Business (formerly SkyDrive Pro) component directly from the Office 2013 package. b. Installation Remarks: Click Continue when the User Account Control is shown 1. Go to 2. Scroll down on the web page and find the OneDrive for Business (formerly SkyDrive Pro) sync client installers section. PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 5 of 17

6 3. Select language and then a version based on the installed MS Office version 4. Click to download 5. After the download is completed, double-click on the file to execute Office Installed on your machine Office 2007/2010/2013 in 32-bit Office 2007/2010/2013 in 64-bit File to be downloaded OneDrive for Business (formerly SkyDrive Pro) x86 OneDrive for Business (formerly SkyDrive Pro) x64 The corresponding file will be downloaded. The following file is an example of clicking the link for downloading the OneDrive for Business (formerly SkyDrive Pro) x86 in English version. (Wait for a while for the installation Progress. It may take a few minutes.) 6. Click Next PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 6 of 17

7 7. Click Next (or you may just wait until the video playing is finished) 8. Click Sign in 9. Enter your PolyU Connect account and then click Next PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 7 of 17

8 10. Enter your password and then click Sign in (wait for a while) 11. Click Next 12. Click Next if the following screen is shown PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 8 of 17

9 13. Click the blue text No, thanks under the Take a look button (or optionally, click Take a look if you are going to see the what new.) (Wait for a while for the installation Progress. It may take a few minutes.) 14. The following installation progress may be shown at the right bottom corner of your screen. 15. Click All done! 16. Click Start button at the left bottom corner of your desktop and click All Programs 17. Click OneDrive for Business 2013 under Microsoft Office 2013 folder PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 9 of 17

10 (This illustration is captured in Windows 7) The next step is to enter the link of the document library of your OneDrive for Business which you want to synchornize. To get the link, a. Login to your PolyU Connect mail (see Login to your PolyU Connect account with internet browser) b. Click OneDrive, which stands for OneDrive for Business here c. From the address field of the browser, select the whole link (library URL) and then copy it. e.g. https://connectpolyu-my.sharepoint.com/personal/<netid>_connect_polyu_hk/documents//forms/all.aspx PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 10 of 17

11 18. Paste the link (library URL) on the field provided 19. Optionally, you may click the blue text Change to change the local library path for the synchronization 20. Click Sync Now (Wait for a while) 21. The setup is done. You may go to the folder location (C:\Users\admin in this example), or click Show my files to view the synchronized files and folders if the following window is shown. PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 11 of 17

12 Part C. Create and work with documents a. To activate your OneDrive for Business 1. Login to your PolyU Connect account 2. Click OneDrive on the top menu bar, which stands for OneDrive for Business here 3. Wait for around 5 minutes, your OneDrive for Business will be activated. b. To delete the preset folder It is recommended to remove the preset folder Share with Everyone once you activated your account. c. To create a new document/folder Click new and then choose the file type or folder which you want to create. PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 12 of 17

13 d. To file by drag-and-drop You could simply upload files by drag-and-drop. Hits: drop within the rectangle area marked with Drop here e. To edit a file (co-authoring) 1. Click beside the file you want to edit 2. Click EDIT OR 1. Click the document name to view the document 2. Click EDIT PRESENTASTION then select Edit in xxxx Online (Edit in PowerPoint Online in this example) Remarks: when a document is shared, two or more users can co-author the document or presentation at the same time. (See for detail) PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 13 of 17

14 f. To rename 1. Click beside the file you want to rename 2. Click in the pop-up and then select Edit Properties g. To delete a file/folder 1. Click beside the file you want to delete 2. Click in the pop-up and then select Delete PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 14 of 17

15 Part D. Documents Sharing a. To share a document via a link You could share your file via a link. Sign-in is not required. Note: folder cannot be shared via a link. 1. Click beside the file you want to share and then click SHARE 2. Click Get a link on the left panel and then click CREATE LINK. You could then copy the link provided and send it to other for sharing. Finally, click Close. Optionally, you could allow other to view or edit the file. Remark: Once the link is disabled, it will never work again. You could always create a new one to share. Click DISABLE and then Disable Link to confirm the action. PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 15 of 17

16 b. To share a file/folder by You could share folder or files easily with your classmates (i.e. using 1. Click beside the file you want to share and then click SHARE 2. On the default Invite people page, enter the e.g. your classmates Remarks: you could share with other who are not using but the recipients must be registered as a Microsoft account. Any could be registered as Microsoft account. (See for detail) It is recommended that if you are going to upload some sensitive data, please encrypt it first. (Please refer to https://www2.polyu.edu.hk/polyu/general_notices/fileencrypt7zip.pdf) c. To check who you re sharing with 1. Click beside the file you want to check, you could see the sharing information. 2. For detail, you could click SHARE and then click Share with on the left panel to view. PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 16 of 17

17 Part E. Points to Note IMPORTANT: If you sync multiple devices, it is important to keep in mind that if you delete a document from any device, it will be deleted everywhere, including the cloud Here are the highlighted limitation. Max. file size Invalid file types 2GB in desktop version 300MB in web version files with a *.tmp or *.ds_store extension desktop.ini, thumbs.db, or ehthumbs.db (cannot upload OneNote files) Invalid characters \ /:*? " < > # { } % ~ & NOTE: # { } % ~ & are valid characters in naming file/folder in MS Windows Length of file name up to 128 characters Length of folder name Length of Folder name/file name combinations Items can be synced in your OneDrive for Business library, including folders and files up to 250 characters up to 250 characters up to 20,000 items You may see the up-to-date limitation of OneDrive for Business (formerly SkyDrive Pro) at -- The End -- PolyU Staff Service - OneDrive for Business - User Guide v2.4 Page 17 of 17

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