Office 365 Cheat Sheet OneDrive for Business

Transcription

1 DEPARTMENT OF EDUCATION Office 365 Cheat Sheet OneDrive for Business Introduction to OneDrive for Business OneDrive for Business is a new offering within Office 365 that has been enabled for all NTSchools users. You may have heard of Microsoft s free SkyDrive document storage and sync service. OneDrive for Business is a similar, but a completely different product offering built on SharePoint Online. When you are using OneDrive for Business, you are using a user-friendly sync front-end to SharePoint Online. SharePoint Online is SharePoint 2013 hosted by Microsoft Office365 in the cloud. The following components of Office 365 are currently enabled for all NTSchools users (both Staff and Students): SharePoint Online (for the purpose of using OneDrive for Business) Office Web Apps OneDrive for Business allows you to access your files from anywhere, anytime using any device.

2 - 2 - Device Support Matrix As at September 2013; Feature Web Browser access to OneDrive / Office Web Apps (Edit Docs) OneDrive client for opening / closing / viewing / sharing files Office Mobile App for A2 License (Edit Docs) Office Mobile App for A3 License (Edit Docs) One Note Application Support Windows Mac iphone ipad ipad Android Windows 7/8/8.1 OSX (2012+) (Pre 2012) Phone Y Y Y Y Y Y Y Y Y Y Y Y Y iphone Version Only Y Y Y Y Y Y Y Y Y Y

3 - 3 - How do I Access OneDrive for Business? IMPORTANT: You must logon through Microsoft Online the first time you access OneDrive for Business. This one-off requirement will provision your personal OneDrive storage which may take around 10 minutes. Microsoft Online Logon with your NTSchools account details at If this is your own computer, tick Keep me signed in do this before you login For School Based users this will be address For Corporate Staff, this will be username@ntschools.net (same as your Lync contact address). Simply type your address. If this is your own computer, you may tick Keep me signed in. You may be directed to an NTSchools logon page if this is your first time logon on the computer: If this is your own computer, tick Remember my credentials, for future use before you start. At the NTSchools logon prompt, retype your address and NTSchools logon password. Click Remember my credentials if this is your own computer.

4 - 4 - First time logon will ask you about the OneDrive social feature you may deselect One library is all you need for now: In the future, Windows will remember your logon and take you directly to the Office365 Home Page. You may now create documents directly using Office Web Apps or drag them from your desktop into OneDrive (SharePoint Online Document Library).

5 - 5 - Windows Explorer If you have OneDrive for Business (Desktop Version) installed on your Windows 7 or Windows 8 computer, you can access your online storage through Windows Explorer, and they will be synchronised with your laptop computer. Since your personal files will be synchronised to the computer, you should ONLY install/setup the OneDrive for Business Client, when you own the computer. In a school that elects to trial the OneDrive for Business Client, the software will be deployed via SCCM to all Windows device in the school. Users will need to activate their Microsoft account through the Microsoft portal (portal.microsoftonline.com), before they are able to follow the setup process described below: In the event a shared computer has OneDrive for Business, you may choose to uninstall it to prevent users from syncing their personal files to that shared machine. If you have Office 2013 at home, it will also make use of OneDrive for Business. Note that Office 2013 already includes OneDrive for Business, so if you have Office 2013, you probably have OneDrive for Business installed as well. To setup your OneDrive, logon through Microsoft Online and click the SYNC button: You will be prompted to sync your files to a special folder on your local computer. Click Sync Now.

6 - 6 - You will also notice OneDrive in your desktop notification area. You can click the icon to access a shortcut to your files with Windows Explorer. You will notice a new Windows Explorer favourite location OneDrive@ Department of Education Mobile Device You may download OneDrive for the following devices iphone / ipad Windows 8 and Windows RT tablets or laptops (through the Windows 8 Store) Please note that Office Mobile is currently unsupported for iphone and Android with the NTSchools Office 365 environment. At the time of writing, Android users may still use a local web browser to access just like desktop users.

7 - 7 - Does this impact P:? Questions and Answers No. While DoE is testing SharePoint Online as a P: Drive replacement, initially this will co-exist with P: Drives and users must actively put files in Office 365 / OneDrive for Business. How do users access OneDrive for Business? The following methods are available: The web interface at (click the OneDrive link at the top) Using Windows Explorer on a Windows 7 or 8 PC with OneDrive for Business client installed. Some mobile devices have a free OneDrive for Business app available. If accessing for the first time you need to logon at What is the OneDrive for Business client? The OneDrive for Business client comes with Office 2013 or as a standalone client. Currently we are using the standalone client which works with the NTSchools SOE (Standard Operating Environment) Office The client enables you to view your personal cloud files within Windows Explorer, with Dropbox style sync. I want to install OneDrive for Business on my personal / home laptop? If your personal computer is running Windows 7 or Windows 8, you can install OneDrive for Business on it and access your files easily through Windows Explorer. If you have Office 2013, you already have OneDrive this is for those that do not have Office, or have an older version of Office. The link to download OneDrive for Business apps is:

8 - 8 - Are there any limits to what files users may place in OneDrive? Users currently have a limit of 25GB for use with OneDrive. There s some file types (which may contain malicious code) that cannot be synced to OneDrive in the cloud: FILE EXTENSION.ashx.asmx.asp.aspq.axd.cshtm.chtml.json.rem.shtm.shtml.soap.stm.svc.vbhtm.vbhtml.xamlx FILE TYPE ASP.NET Web handler file. Web handlers are software modules that handle raw HTTP requests received by ASP.NET. ASP.NET Web Services source file Active Server Pages Active Server Pages ASP.NET source file ASP.NET web page ASP.NET web page JavaScript Object Notation file Blackberry Encrypted Data file HTML file that contains server-side directives HTML file that contains server-side directives Simple Object Access Protocol file HTML file that contains server-side directives Windows Communication Foundation (WCF) service file ASP.NET Razor web page ASP.NET Razor web page Visual Studio Workflow service file More information is at: OneDrive will not sync files with certain characters in the filename. If your file or folder has any of these characters, please rename it: \ / : *? " < > # { } % ~ & More information is at:

9 - 9 - How Do I Recover Deleted Files? OneDrive will store your deleted files for 90 days. Restoring the files is a self-service process through the web portal at From the OneDrive web interface, select the settings wheel, followed by Site Settings. From Site Settings, select Recycle Bin Here you will see deleted items and have 90 days to restore them. What is Office Web Apps? A Web App is a feature rich web version of Word, Excel, Powerpoint or OneNote. You can perform most of the desktop functions through a web browser. Web Apps also adds the ability for multiple users to edit a single document similar to Google Docs. When viewing documents within Office 365, you have an option to edit using Web Apps. What happens if multiple users begin using OneDrive to sync their files to a shared computer? This is the biggest known risk we are evaluating. Initially the plan will be to educate ICTC s to uninstall the client if the problem arises. Students can use the web interface as a workaround.

10 What is the Sites tab within Microsoft Online? OneDrivePro is based on SharePoint and hence there is a Sites tab available. Currently users do not have permission to create team sites within Office 365. SharePoint Online is designed at this stage to support OneDrive and not replace NTSchools existing SharePoint service.