What is OneDrive for Business at University of Greenwich? Accessing OneDrive from Office 365

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1 This guide explains how to access and use the OneDrive for Business cloud based storage system and Microsoft Office Online suite of products via a web browser. What is OneDrive for Business at University of Greenwich? OneDrive for Business at University of Greenwich is a cloud storage area you can use to share documents and work collaboratively with colleagues from anywhere where you have Internet access. For the purposes of this document OneDrive for Business shall be referred to as OneDrive Accessing OneDrive from Office 365 You can access your storage through your Office 365 account at: If you are accessing the Office 365 portal from a University Windows 7 desktop PC you should automatically sign in, however from wireless or home networks you will need to enter your University credentials before progressing to the site. The following screen is presented with a greeting in your name and options to install the full office suite on your personal PC (not a University provided PC). Below this you will see links to the Office 365 online applications: OneDrive, Word, Excel, PowerPoint and OneNote. There are two ways to start OneDrive or the other Office applications: 1. Select the My Apps icon from the top left of the menu bar and OneDrive from this menu. 2. Select from the application icons at the bottom of the page.

2 Selecting the OneDrive application will open your browser to your University cloud storage container, and your Documents page will be displayed. You will see the folders and files you have created or uploaded. A green star indicates a new item. Please Note: The sync facility has not been implemented within the university due to technical restrictions. If you click on the sync icon within Internet Explorer you will be taken to an area to download a client. Other browsers may or may not do this. IMPORTANT: If you are working on a University machine you will not have the rights to install it - please do not download the client. If you wish to use this functionality on your home machine/laptop, download and install the same bit version software of your home Office version. You will need to select the Advanced option below the Version label, see the images below: WARNING: All OneDrive accounts are created with a Shared with Everyone folder by default. Shared with Everyone in this context means everyone in the University of Greenwich both staff and students. It is strongly recommended that you delete this folder. If you do have a need to share data with colleagues using this system, a new folder can be created and shared with individuals by entering their names or addresses in the search field of the sharing dialog box. Please refer to the Folder Structure and Sharing document for guidance. While browsing through folders, you can return to your Documents home page by clicking on Documents at the top of the page, or on Documents in the panel on the left. To go back up through a folder hierarchy, click on the folder name in the path at the top of the screen.

3 Creating documents in OneDrive To create a new file within OneDrive, click on in the menu bar below the Documents level: Click on an application to create a new document in Office Online. You can continue to edit online, or open the document in the desktop application. You can create a new folder from here. (Alternatively, click on the FILES tab and on New Folder.) Uploading files You can upload files of any type, for example a PDF or image file, although there is a size limitation of 2 GB per file. Click on and browse to your file, or click on the FILES tab and on Upload Document. You can also drag and drop a file directly from Windows Explorer into OneDrive. Make sure the Drop here area is highlighted before releasing the mouse

4 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. These documents are view-only. Deleting a document To delete a file or folder, select it by clicking in the margin on the left to display a tick,, then press the delete key on your keyboard. You can also select More in the menu bar and choose Delete To delete several files at once, select them first on the Documents page and press delete on your keyboard. Moving a document To move a document to another folder, you can drag it on the Documents page to a folder you can see. Renaming a file or folder Right click on the file or folder to be renamed and choose Rename from the drop down menu. Make your changes and press the return or enter key to accept the change. Using Office 365 Online Office 365 includes browser-based versions of OneDrive; Word, Excel, PowerPoint and OneNote. They are limited versions of full desktop versions; therefore they may be missing some of the features you normally use. The Menu bar (located above your document to the right) The Menu bar includes the following functions: Edit Document: Open: Click on a document - it will open in preview mode. From the menu bar at the top right of the screen, click on EDIT DOCUMENT and either choose Edit in Word (this will open the document in your local copy of Word) or Edit in Word Online to use the browser version (you will have access to basic editing functionality). Print:

5 The document will open in Preview Mode in a browser window. Your default printer will be selected and you will see controls to change your printer. Share: Opens a dialog box with fields for inviting colleagues to access your document and text box for writing your invitation. There are 2 types of permissions available for shared documents. 1. Can Edit 2. Can View Comments: A dialog box for others to leave their comments on the document More: A selection of other functions can be found by clicking on the ellipsis [ ]. These include the features of: Find; Translate; Download; Download as PDF; Embed; Help; Give Feedback to Microsoft; Accessibility Mode

6 To close a document: Click on your name at the top left of the menu bar next to Word Online to return to the Documents page. Editing in the desktop application To work on a document in your desktop application, open it in OneDrive, click on EDIT DOCUMENT then choose the Edit in option. If you are already editing in Office Online, click on the OPEN IN tab. When you have finished editing, click on the Save icon from the Quick Access Toolbar in the desktop application. Edits are automatically saved in the online version of Word so you simply close the document by clicking on your name next to Word Online in the top left of the ribbon. If you have shared this document, it will be refreshed with edits by other authors. To compare versions, open the document in the desktop version and select File and Info to see the document properties. To close a document Click on File and Close. Changing permissions If you want to change the permissions for a shared document, click on the Sharing icon heading on the document list. under the Sharing 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.

7 Setting up an alert You can set up an alert for a shared file or folder so that you re notified when something changes. Ensure that the ribbon is showing (go to the settings icon then Show Ribbon ) 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. 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. Select the file, click on Manage and choose Follow. You can also click on the ellipsis and select FOLLOW. Click on Followed in the panel on the left to see your documents.

8 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. Select View to open it or Restore to make this the current version. You can also work with versions in the desktop application. Click on the File tab and Info. Click on a version under Versions to open it. To restore the version, click on Restore on the bar at the top. Saving and opening files on OneDrive from Microsoft Office To save a document to OneDrive from the desktop application, click on File and Save As. Click on University of Greenwich and on the Browse button. Click on Documents to open the Save As dialog box and navigate to a folder. You can also create a new folder from here. The Save icon on the Quick Access Toolbar changes to indicate that, if you share this document, it will be refreshed with changes made by other editors. Note: If you save a copy of a document to OneDrive, your existing document remains in its original location. You will have two versions which are not synchronized. To open a file from OneDrive, click File and Open, and click on University of Greenwich. Click on a recent file or folder, or on Browse to navigate.