OneDrive for Business Quick Start Guide

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1 Office 365 for Education User Guides OneDrive for Business Quick Start Guide Table of Contents OneDrive for Business Quick Start Guide... 2 Sign-in and initial tasks... 2 Set your Language, Time zone and Region... 3 Folders and Files... 5 Sharing and Collaboration Syncing Features of OneDrive for Business Finding your way around Restrictions and limits For more information please consult the following... 24

2 OneDrive for Business Quick Start Guide University of Glasgow is a cloud storage service, approved by the University, where you can create, edit, upload and share documents and files. OneDrive for Business is accessible from anywhere you have internet access; this makes OneDrive particularly useful when working off site. You can work with Word, Excel and PowerPoint documents directly via your web browser or mobile web apps. OneDrive for Business is provided, operated and supported by Microsoft. Sign-in and initial tasks To connect to your OneDrive for Business space for the first time; from your Web browser navigate to https://office365.glac.uk If you are presented with a login page, enter your University address in the first field and your normal GUID password in the subsequent password field. When the Office 365 Portal page displays click on the icon, your OneDrive for Business space will then be set-up and ready to use within a few minutes. Please note you must do this before you can use your OneDrive for Business space with any of the supported desktop, tablet or smartphone applications. If you have previously set-up your OneDrive for Business space then from your Browser navigate to https://office365.gla.ac.uk/onedrive If you are presented with a login page, enter your University address in the first field and your normal GUID password in the subsequent password field. Your screen should now look like this but reflecting your folder and file information. Page 2

3 Delete the pre-configured folder IT Services recommends that you delete the pre-configured Shared with everyone folder. This folder is not relevant within an organisation the size of the University and could expose information unnecessarily. To delete the Shared with everyone folder select it by clicking to the left of the folder icon then click the icon to display additional options. From the call-out menu, click on the icon and select Delete from the drop down menu. Set your Language, Time zone and Region Before you add folders and files to your OneDrive for Business space or edit documents using the Office web apps it is important that you set the correct Language, Time zone and Regional settings. There are two places you need to do this as follows; 1. To ensure the proper settings for files you add to your OneDrive space - Click on Your Name in the upper right hand corner of the Portal web page, then select About me Page 3

4 When the Profile page appears click on Edit Profile Now click on the three dots icon and select Language and Region You will be presented with a page that will allow you to select the values you require. Remember to click at the bottom of the screen. 2. To ensure that you have the proper settings for the Office web apps, navigate to your OneDrive space then click through Page 4

5 > Site Settings > Regional Settings. Now choose the settings you require Remember to click at the bottom of the screen Folders and Files Create a new Folder: To create a new folder, click the icon and select New folder from the list: Page 5

6 Name your folder and click Create a new file Click on the icon and select the type of file you would like to create. This feature uses Microsoft Office Online to create and open the relevant document. Page 6

7 Once opened you could select Open in Word at the top of the document if you have Microsoft Office installed on the computer you are working on. Please note the Office online apps and the Office 2013 desktop suite creates the file if it does not exist and automatically saves the file contents. To give your document the name you want click on the ribbon entry, highlighted above then click Now click on Page 7

8 Give your file a name and click OK Please note: When editing with the Office web apps the quickest way to rename the file is to click on the Filename and type in the new name. Page 8

9 When you have finished working on the file, you can return to the OneDrive for Business web page by clicking on Your Name, located to the left of the filename. Upload a file You can upload a file by dragging/dropping a file from your device to the area where it says "Drag files here to upload". Page 9

10 You can upload a file or several files by clicking the icon, select the file(s) you wish to upload and then click the Open tab. The example below is based on uploading files from Windows explorer If you choose to install the sync client your sync folder can be used to copy files to and from your OneDrive for Business space. Deleting a File To delete a File highlight it by moving your cursor over the FILES row entry and Page 10

11 Right Click to display a drop down box from which you can choose Delete Recovering deleted files 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, left click on the menu item located on the left hand side of the main OneDrive for Business web page. If you are using the sync client on your computer, you can also access the Recycle bin by Right clicking the OneDrive system tray icon and selecting "Manage Storage". From here you will be able to Sharing and Collaboration To Share a file Highlight the file by clicking to the left of the file icon located next to the filename and then click the icon at the top of the Folder and File list. Page 11

12 Click on Invite People and type in Last Name or First Name of the person(s) you wish to share the document with. On this page, there are several things you can select. You can select whether the person(s) can Edit or View only from the upper right dropdown. You can click on Show Options. This allows you to turn on or off Send Message. The default is to send an Message to the person you are sharing with. You can also turn off Require sign-in but we do not recommend that you do this. To share a document anonymously you can select Get a Link and enable View only or Can edit. You can now create the link and send it via to all the people you want to share the document with. Get a Link allows the link to be shared with people outside of the University. This method of sharing will allow anonymous access and people can send this link on to others, so please be cautious about sharing documents this way. Page 12

13 You can also select Shared With on this page to see who you have shared documents with. Page 13

14 Sharing a Folder is exactly like sharing a File except that you can only share a Folder with colleagues who have a University account or a valid Microsoft Account. You will not see Get a Link when you try to share a Folder. Sharing a Document from the online versions of Word, Excel and PowerPoint is straightforward, however the document must be opened up from within OneDrive and you must be finished editing the document. Please note for the desktop versions of the Office suite, sharing only works with Office 2013 and above. Click on the icon in the upper right side and the regular OneDrive sharing box will open. Proceed to share your document the same way as described above. To see files people have shared with you If colleagues have shared files with you then you can view these by clicking on the menu item located on the left hand menu display. Page 14

15 Collaborating on a Document using the Office online apps The collaboration feature allows multiple people to work on a document at the same time. To do this, share the document and if colleagues are also editing the document, this will show up in the upper right hand corner. Syncing Features of OneDrive for Business Syncing your files means that you will have a copy of your files on the computer you choose to sync with as well as in you OneDrive for Business space. You can save folders, documents or other files directly to your local sync folder and they will be "copied up" to your OneDrive for Business space. There are OneDrive for Business sync clients available for Microsoft Windows, versions 7 and above, and a wide variety of Mobile devices. In addition Microsoft has released a Public preview version of the sync client for MAC OSX systems. Is Syncing files to my computer recommended? There are situations where syncing files will undoubtedly provide benefits in terms of; Page 15

16 Ease of access Performance Offline working However there are situations where Syncing data is not recommended, that is. You have stored sensitive or confidential data in your OneDrive for Business space You are using a shared device You have more data in your OneDrive for Business space than the available space on the device you wish to sync with If you are using a CSCE (Common Student Computing environment) or a SSD (Standard Staff Desktop) system please note the following: You cannot install the Sync client on a CSCE system SSD users can access specific advice relating to OneDrive for Business and other Office 365 applications via the SSD Help icon located on the SSD desktop display screen. How to I install the desktop Sync client for Windows If you have Office 2013 installed on your Windows device, you do NOT need to install the client; it should be installed for you. If you have Office 2010 installed on your Windows device or the sync client is missing, the Windows desktop Sync client can be downloaded from the Microsoft OneDrive site as follows. Navigate to https://onedrive.live.com/about/en-gb/download/, the following web page should display; Important: You must select one of the OneDrive for Business download options indicated by the red (see installation instructions), blue (Download now) and green (plus sign ) Page 16

17 arrows above. The other options relate to the consumer version of OneDrive which is a different product and not appropriate for storing University data If you click on the OneDrive for Business client. option then you will install the English, 32 Bit version of the If you click on the plus sign then you will be presented with options to install a different language and either the 32-bit (x86) or 64-bit (x64) version of the OneDrive for Business client. If you click on See installation instructions then a page will display, with the instructions and a choice of language and version options at the end. To Sync for the first time. From a web browser: navigate to https://office365.gla.ac.uk/onedrive, and sign-in. After the OneDrive for Business web page loads click on the icon then click Sync now. Remember you ONLY want to do this on a machine you own or are the only person who uses it. Important: If you use this method to sync your data for the first time then the folder created on your Windows desktop will be named OneDrive for Business. From the Windows desktop client: double click the OneDrive for Business icon located on the system tray and click the Sync now menu option. You will be prompted to accept the default location for your Sync folder or select a different location. Important: If you use this method to sync your data for the first time then the folder created on your Windows desktop will be named OneDrive University of Glasgow. To watch your documents sync; go to the Windows notification area (lower right hand side of your window) and select the blue cloud. Right click to see the available options including sync now, repair, etc. Left click to see the information below. Page 17

18 If you wish to manage your sync options thereafter, right click the OneDrive for Business icon located on the system tray and select the option you want from the menu e.g., click the Sync now option to force a synchronisation. Where can I get the OneDrive for Business client for MAC OSX and other devices? The Public Preview release of the OneDrive for Business client can be downloaded from the Microsoft download centre via the following url: Information about OneDrive for Business clients for supported smartphones and tablets is provided in the Office 365 Mobile setup guide Finding your way around Using OneDrive is fairly intuitive, but there are several tasks that require further explanation: Viewing the OneDrive for Business Ribbon which provides access to additional commands and options for Files and the OneDrive Library. Obtaining a Windows explorer view of your OneDrive for Business space and perform common file and folder actions e.g., drag and drop (or cut and paste) files between folders Navigating from folder to folder Editing Documents Moving between Office 365 apps Signing out Viewing the Ribbon The Ribbon (similar to the Ribbon in Office Desktop applications, such as Word) is hidden by default when you access OneDrive. The Ribbon displays additional commands and options associated with Files or the main OneDrive for Business Library. To view the Ribbon: Click on the gear and select Show Ribbon icon in the top, right-hand corner of the window Page 18

19 The display will change to the following; You can now select the FILES or LIBRARY tab to reveal their Ribbon The FILES Ribbon provides access to the most common FILE related commands The LIBRARY Ribbon provides access to the most common LIBRARY related commands Page 19

20 Viewing file extensions and drag and drop (or cut and paste) between folders This procedure requires Internet Explorer and is only recommended if the computer you are using belongs to you or is for your sole use. Further we recommend that you sign-in to Office 365 in a specific way; Open Internet Explorer and navigate to https://portal.office.com. Tick the box that says Keep me signed in and enter your University e- mail address into the box. When you've been redirected to the University's sign-in page (or Windows security dialogue box), enter your GUID password as usual. Go to your OneDrive for Business space and select the LIBRARY tab, now click on the Open with Explorer option to open a Windows File Explorer window. You can now see file extensions and move items around in the usual way. Please note that if your browser window is small the Ribbon will contract and you may not see Open with Explorer next to the icon, if this is the case just click on the icon instead. How to navigate from folder to folder This is straightforward, but depending on your last action in OneDrive, the breadcrumb trail may be hidden. Page 20

21 OneDrive for Business shows the current folder and the folder one level up; in the above screenshot the current folder is called demo, which is a sub-folder of the Documents folder. To move up to the parent folder, just click on its name. If you cannot see the breadcrumb trail you need to do one of the following; 1. Scroll the window up so that you can see the first file in the list. 2. If your last action involved selecting an option from either the FILES; or LIBRARY tabs the breadcrumb trail will be hidden. In this case just click on the BROWSE tab to view the breadcrumb trail. How to move between the Office 365 Apps OneDrive for Business is one of several applications that are available for use. At this time we are provisioning OneDrive for Business and the Office web apps; other applications will be made available over the next few months. To display and choose between the available applications click on the App launcher icon located on the top left hand side of the screen and select the application you want. For the moment please ignore the Sway, Newsfeed and Class Notebook Apps, unless you wish to explore them. Editing Documents Page 21

22 You can edit documents using the Office Web apps directly from your OneDrive for Business space but you have to open the Document first. There are several ways to do this; the following examples are based on the Word Online App. 1. Click on the Document name and it will open up in the Word Online App 2. Highlight the Document by clicking anywhere to the left of the Documents name, select the icon located to the right of the Documents name then select the icon located to the right of the FOLLOW tab. You can now select Open in Word from the drop down list. 3. Right Click anywhere on the documents file listing then select Open in Word Online from the drop down list Once the Document is opened you can select Edit Document and choose Edit in Word Online, from the drop down list. Page 22

23 When you have finished with the Document you can return to the OneDrive for Business main page by clicking on Your Name located to the left of the Documents name. How to sign-out To sign-out from the University s Office 365 for Education portal, Click on Your Name or Picture located at the top right hand side of the screen and select Sign out. We recommend that you close your browser afterwards. Restrictions and limits The total space available for use within your OneDrive for Business space is 1 Tera Byte. NB this will increase to Unlimited by year end. The total number of files which can be Synced within your OneDrive for Business space is 20,000 The maximum individual file size is 10 Giga Bytes Character limits for files and folders File names can have up to 128 characters Folder names can have up to 256 characters Folder name/file name combinations can have up to 260 characters File Names and Folder Names Do not use: & * : < >? \ / { } ~ Page 23

24 Do not use the period character consecutively in the middle of a file name. For example, file..name.docx. You cannot start a file name with the period character You cannot use the period character at the end of a file name Many other symbols are not recommended such as $^()-_=+[]`! (Other international currency symbols and international symbols should be avoided in site names, but some are more acceptable in file names. ASCII is preferred wherever possible. File names and Folder names may not end with.files, _files, Dateien, _fichiers, _bestanden, _file,_archivos, filer,_tiedostot,_pliki,_soubory,_elemei, _arquivos,_dosyalar,_datoteke,_fitxers,_failid,_fails,_bylos,_fajlovi,_fitxategiak Invalid file types You cannot upload OneNote files or files with a *.tmp or *.ds_store extension. You cannot upload desktop.ini, thumbs.db or ehthumbs.db. Mobile Device Experience Microsoft is working to improve its mobile device experience; the current options for the widely used mobile devices are listed below. Platform ipad iphone Android Windows phone OneDrive for Business App Can View and Edit docs Can View and Edit docs Can View and Edit docs Can View and Edit docs Office Mobile App Can view docs Can View and Edit docs Can View and Edit docs Can View and Edit docs For more information please consult the following Page 24

25 OneDrive for Business Videos Links: Microsoft end user training resources Office 365 Learning Centre Page 25

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