Save and share documents in the cloud with OneDrive

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1 Work Smart Save and share documents in the cloud with OneDrive OneDrive for Business is your professional document library. OneDrive uses Office 365 (SharePoint Online) to safely store your documents in the cloud. With your documents stored in the cloud, it s easy to share them with other students. OneDrive also makes it easy to access and sync your documents from anywhere and from multiple devices. Topics in this guide include: Benefits of OneDrive Create and work with documents on OneDrive Share documents on OneDrive

2 2 Save and share documents in the cloud with OneDrive Benefits of OneDrive OneDrive makes it easy to: Store and organize your work documents in a secure location in the cloud. Share documents with other students so they can review or edit the content. Sharing documents this way is much more efficient (and safer) than attaching them to messages. Synchronize documents stored in the cloud to your computer or mobile device (whether you re on the university network or not) so that you can access your documents offline. The following graphic shows the OneDrive page: Create and work with documents on OneDrive To create and work with documents on OneDrive, you first need to log in to Office 365. Log in to Office 365 and open OneDrive for the first time 1. Login to your student account at

3 3 Save and share documents in the cloud with OneDrive 2. Click OneDrive on the navigation bar along the top of your screen. 3. OneDrive will load it may take a few minutes the first time you access it or even tell you to come back later. It shouldn t take more than a day to update (although it s usually a lot quicker). Create a new document from OneDrive By default, any document or folder you create on OneDrive is private to you (invisible to everyone else). After you create a document, you can make it available to selected individuals. Or if you want to make the files public to everyone in your organization, you can add it to (or create it in) the Shared with Everyone folder. For information on sharing documents, see Share documents on OneDrive later in this guide. To create a new document: 1. On the OneDrive page, tap or click new 2. In the create a new file document callout, tap or click the type of document (Word, Excel, PowerPoint, or OneNote ) you want to create. 3. The Online Web App for the type of file you selected is opened. 4. In the Web App, create your document. 5. Your document will be saved automatically. To name it click in the document title area at the top of the screen and type your new name 6. If you have Office 2013 you can use the full Office application instead of the Web App: tap or click the application name. For example, if it s a Word document, tap or click OPEN IN WORD. If you have an older version of Office, you can open in the full application by going to File>Save as>download to PC. Follow the prompts to save then open your file and it will open in Word. You can then save it to a USB stick or to your uni home folder. Upload an existing document to OneDrive There are 2 easy ways to upload an exisiting document to OneDrive: 1. Drag and drop files onto your OneDrive file area from your computer desktop or a network folder. 2. Use the Upload button to choose a file from your PC/network to upload to OneDrive Delete a document 1. Select the file or files you want to delete by tapping or clicking to the left of the filename(s).

4 4 Save and share documents in the cloud with OneDrive 2. Tap or click FILES, and then tap or click the Delete Document button on the ribbon OR 3. Highlight your document then click Manage then select Delete. Recover a deleted file Go to the Settings menu via the cog at the top right of the OneDrive screen and select Site Settings then Recycle Bin. Tick the box next to the file you want to recover, then pick Restore Selection. Your file will reappear in your OneDrive menu Create a folder 1. On the OneDrive page, tap or click new 2. In the create a new file callout, tap or click New Folder. 3. In the Create a new folder dialog box, type the name of the folder, and then tap or click Save. Share documents on OneDrive After you create or upload a document, you may want to share it. By default, any document or folder you create on OneDrive is invisible to everyone unless you create it in the Shared with Everyone folder.

5 5 Save and share documents in the cloud with OneDrive Share a document When you share a document, you can optionally choose to start following the document. When you follow a document, you get updates in your SharePoint Online newsfeed when other people edit the document. People with whom you ve shared the document can also choose to follow it. To share a document: 1. Click the ellipses button next to the document that you want to share, and then tap or click SHARE in the document callout. NOTE: If you want to follow the document, tap or click FOLLOW. 2. In the Share dialog box, enter the names or addresses of the people you want to share with, specify permissions (view or edit), and then enter a personal message (optional). 3. If you don t want to send an invitation (you can always send an later), tap or click SHOW OPTIONS, and then clear the Send an invitation check box. 4. Tap or click Share. Share a folder When you share a folder, you automatically share all items you place in that folder. Sharing a folder saves you the trouble of sharing the documents one at a time. Note the following details about sharing folders, however: Once you share a folder, every item you add to it is automatically shared with the people you re sharing the folder with. If you don t want to expose a particular document, be careful about which shared folder you add it to. You must share a folder if you want people to be able to navigate to it when they visit your library. For example, let s say you create a new folder, and then add and share a document in this folder. If you want people to be able to go to the new folder to see the document, you must also share the folder. To provide access to shared documents in a folder without sharing the folder, copy a shortcut to the document, paste it as a link, and then send it in or an instant message.

6 6 Save and share documents in the cloud with OneDrive See who you re sharing with In the Sharing column, tap or click the Sharing icon associated with the document or folder. In the Shared With dialog box, you ll see a list of people you re sharing with. Change permissions of people you re sharing with 1. Select the document or folder. 2. In the Sharing column, tap or click the Sharing icon. 3. In the Shared With dialog box, tap or click the drop-down arrow to change the permissions to Can edit, Can view, or Stop sharing. Send to all the people you re sharing with You can quickly send to everyone you re sharing with. You might do this if there are particular details about the document or folder you want them to know about, or if you want to remind them that you ve shared a document with them. 1. Select the document or folder. 2. In the Sharing column, tap or click the Sharing icon. 3. In the Shared With dialog box, tap or click EVERYONE. 4. Compose and send the .

7 7 Save and share documents in the cloud with OneDrive Alert me when something changes You can set up an alert for a folder or file so you re notified when something changes. For example, you might want to set up an alert for a folder so you know if a co-worker adds a document to the folder or modifies an existing document. You can set up alerts for different types of changes, ranging from every single change to only changes that occur to the files you created. To set up an alert: 1. Select the file or folder that you want to create an alert for. 2. Tap or click the FILES tab, tap or click Alert Me on the ribbon, and then tap or click Set alert on this document. 3. In the Documents: New Alert dialog box, select the appropriate options for the alert. NOTE: To manage your alerts, tap or click the FILES tab, tap or click Alert Me on the ribbon, and then tap or click Manage My Alerts. Print from OneDrive (online web apps) Printing from OneDrive to the student print system is relatively simple: 1. From the web app select File then Print then Print this document 2. A preview window will open alongside the normal print dialog box. 3. In the print dialog box, select your print queue and then click Print. Close down the Preview window. Pick up your print job from the printer.

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