Getting started with OneDrive

Transcription

1 Getting started with OneDrive What is OneDrive? OneDrive is an online storage area intended for business purposes. Your OneDrive library is managed by the University. You can use it to share documents and work collaboratively with colleagues from anywhere where you have internet access. OneDrive is also a good place to store media files such as images and video files. You can work on your Microsoft Office documents from OneDrive. If you don t have access to Office on your computer, you can still work on your documents using the Office Web Apps. Your OneDrive library is synchronized to your local computer and will update automatically while you are online. You can work on files locally if you wish. Your files will be synchronized when you log back on to OneDrive. Accessing OneDrive From the Portal ( ) open your Click on OneDrive on the bar at the top of the screen From Windows Explorer: Right click on the (may change to OneDrive any day) in Windows Explorer or from an Office App. (If you can t see the icon, click.) Select Go to browser. To sign in, enter your University address. You should not need to enter a password, but if you are asked for authentication, enter your portal login and password. Bookmark or add the site to your favorites so that you can return to it quickly and skip the steps of going to the portal.

2 Using OneDrive OneDrive opens at your Documents home page. You will see the folders and files you have created or uploaded. The Shared with Everyone folder is created by default. A green star indicates a new item. When browsing through folders, return to your Documents home page by clicking on Documents at the top of the page, or on My Documents in the panel on the left. To go back up through a folder hierarchy, click on the folder name in the path: You can communicate with a document author or modifier through Lync by hovering over their name and selecting an option. Creating documents in OneDrive To create a file, click on. Click on an application to create a new document. The document opens in the Office Web App. You can continue to edit in the Web App, or in the desktop application. You can also create a new folder from here. Uploading files If you have a file you want to copy to OneDrive, click on and on UPLOAD EXISTING FILE to browse your computer. This can be any file type, for example a PDF or image file. You can upload files and folders through Windows Explorer. Locate the file or folder and drag it to the Spalding University folder.

3 You can also drag and drop a file directly into OneDrive from Explorer. Make sure the Drop here area is highlighted before releasing the mouse. Documents you create or upload are automatically private until you share them. An icon in the Sharing column indicates the status ( or ). Note that documents in the Shared with Everyone folder are visible to everyone in the University. These documents are view-only. Deleting a document To delete a file or folder, click the ellipsis ( ) next to the file name, click the ellipsis again at the bottom of the callout window and choose Delete. You can also click on the FILES tab and on Delete Document. You can use this option to delete multiple files at a time by selecting them first on the Documents page click to the left of the file to display a tick. Deleted files will be removed from your Spalding University folder. If you loaded the file from a folder in another location, that copy will still exist. Moving a document To move a document to another folder, you can drag it on the Documents page if you can see the folder. If the folder is at a level you can t see, use Windows Explorer to move files in your Spalding University. Renaming a file or folder Click the ellipsis ( ) next to the file or folder name, click the ellipsis again at the bottom of the callout window and choose Edit Properties. Type in the new name and click Save. Click OneDrive at the top of the screen to return to your Documents page. IS Skills Development 3 Using the Web Apps The Web Apps are browser-based versions of Word, Excel, PowerPoint and OneNote. They are limited versions of Microsoft Office; therefore they may be missing some of the features you normally use.

4 To edit a document: Click on a document to open it, then click on EDIT DOCUMENT. Choose Edit in Web App to use the browser version. You will have access to basic editing functionality. The FILE options: Save As Use this to download a copy to your computer. The document opens in your desktop application in read-only mode. Note that it is not necessary to save the document the Web App saves automatically. Print Share This does not send your document to a printer instead it creates a PDF file. Make your document available for other people to view or edit. See Sharing documents below. Exit Return to your Documents home page. To close a document: Click on FILE and Exit, or click on your name at the top left of the screen: Editing in the desktop application Note: This option currently only works in Firefox. See Editing from your OneDrive folder below for an alternative method. To open a document in your desktop application, click on EDIT DOCUMENT then choose the Edit in option. If you already have it open in the Web App, click on the OPEN IN tab. You will be prompted to enter your address and password. When you are finished editing in Office, click on Save on the Quick Access Toolbar or click on File and Save. If you have shared this document, it will be refreshed with edits by other authors. You can compare versions by clicking on File and Info. Click on File and Close to return to OneDrive Editing from your OneDrive folder You can open your documents to work on from your Spalding University folder. When you save or close a file, it will be automatically synched with OneDrive Pro. Sharing documents If you share a document with someone, they will be able to edit it if you have given them permission. This is useful if you want to work collaboratively. You can also share an entire folder. Note that all the documents in the folder are shared you cannot set sharing options for individual files.

5 Setting sharing options From your Documents list: Click on the ellipsis ( ) next to the file name and click on SHARE. Typing a name into Invite people displays a list of matches. From the dropdown list, select Can edit or Can view. If you want to send a notification to the recipient, click on SHOW OPTIONS if it is not already displayed and make sure Send an invitation is ticked. Type in an optional message and click SHARE. From the Web App: If the document is open, click on SHARE and invite people as above. When you finish, you will be returned to the Documents page. Note that the document remains open click on the tab in the browser to return to it. You will receive an notification that you have shared a document. Changing permissions If you want to change the permissions for a shared document, click on the Sharing icon Documents page. on the You can change the permissions for individuals and also invite additional people to share. Sending s You can send an to everyone you ve shared a document with, perhaps to tell them something about the document. Click on the Sharing icon and on EVERYONE. IS Skills Development 5 Setting up an alert You can set up an alert for a shared file or folder so that you re notified when something changes. Select the file or folder and click on the FILES tab. Click on Alert Me and select Set alert on this document. Set your options and click OK.

6 Following documents If you are collaborating on a document one that you have shared with others, or that others have shared with you you can keep track of changes by following it. Click on the ellipsis and select FOLLOW. Click on Followed Documents in the panel on the left to see your documents quickly. Managing document versions Each time you edit a document, OneDrive retains a version. You can use this to track and manage changes. To see the versions, click to the left of the document to select it and click on the FILES tab. In the Manage group, click on Version History. Hover over the Modified date, click on the down arrow and select View, Restore (to make this the current version), or Delete. You can also work with versions in the desktop application. Click on the File tab and Info. Click on a version under Versions and Check Out to open it. To restore the version, click on Restore on the bar at the top. To check your versioning settings: To check your settings, click on the LIBRARY tab. In the Settings group, click on Library Settings. Under General Settings, click on Versioning settings. You can turn versioning off, set major or minor versions and the number of versions to keep.