Deer Park ISD Desktop Files & One Drive Cloud

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Patricia Shaw
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1 Deer Park ISD Desktop Files & One Drive Cloud Your DPISD Desktop Once your DPISD desktop has been migrated over to Office 365, you will see a few changes. 1. Folders & files now have green checks. 2. You will also see the One Drive Cloud icon listed under This PC. Instructional Technology /Deer Park ISD Page 1

2 3. Once green checks are present, your desktop computer is attached to your cloud. 4. Anything new you create, move or access will attach to the cloud. 5. Blue arrow sync symbols, indicate files and folders are syncing to One Drive. 6. Green checks indicate files and folder are in sync with One Drive. Welcome to the Cloud! You now have anytime, anywhere access to the files on your DPISD desktop computer. Instructional Technology /Deer Park ISD Page 2

3 Accessing One Drive Online 1. Visit 2. In the username box, type only your DPISD address. NO PASSWORD. Check the box next to Keep me signed in. 3. Click Sign In. 4. You will be redirected to the DPISD Office 365 screen. Instructional Technology /Deer Park ISD Page 3

4 5. You will see the DPISD 365 login screen. This is the site you want to bookmark for future use. 6. Login to this site with your DPISD address and password. 7. Click on the Office 365 icon in the upper left corner of the screen. Instructional Technology /Deer Park ISD Page 4

5 8. This is the Office 365 main screen: 9. There are two ways to get to your One Drive: Instructional Technology /Deer Park ISD Page 5

6 Online One Drive Documents: Desktop: Documents: Favorites: Music: Pictures: Shared With Everyone: Videos: All the files located on the Desktop of your DPISD computer. All the files in your My Documents folder of your DPISD desktop computer AND all the files moved from your U Drive. Internet Explorer favorites on your DPISD desktop computer. Music on your DPISD desktop computer (Saved in the Music folder.) Pictures on your DPISD desktop computer (Saved in the Pictures folder.) We will not use this PUBLIC folder. Videos on your DPISD desktop computer. (Saved in the Videos folder.)please note that videos will only save up to a certain file size. DO NOT rename or move these folders. This will interfere with syncing to your DPISD computer. You can add folders. Instructional Technology /Deer Park ISD Page 6

7 Working Online In One Drive New: Upload: Sync: Create a new Word, Excel, PowerPoint or New Folder. Whatever you create here will show up on your DPISD desktop computer. Upload a file from the computer you are working on (i.e. home computer). Whatever you upload here will show up on your DPISD desktop computer. One Drive automatically syncs as you work. Click the sync button if you would like to sync at that moment. Instructional Technology /Deer Park ISD Page 7

8 Sharing Folders and Files Online In One Drive Two Ways To Share 1. Check the folder or file to share. 2. Click on the Share button at the top of the screen OR the next to the item to share. Then click Share in that box. Instructional Technology /Deer Park ISD Page 8

9 3. Type the name of the person you want to share your items with. The DPISD Directory is tied into Office 365. As you populate with that person s name, choices will begin to appear. Click on the person to share with. 4. What rights do you give them? Can Edit: Full Rights That person can add, edit and delete items in a folder or single files. Can View: Limited Rights Can only view items with no editing, adding or deleting. 5. Click Share when done. 6. An will be sent to you AND the person/people you share with. CHECK YOUR JUNK FOLDER Sometimes that gets sent there. Instructional Technology /Deer Park ISD Page 9

10 Sharing Folders and Files From DPISD Desktop In One Drive 1. Find the file or folder you want to share and right click on top of it. 2. Left click One Drive for Business and then Share. 3. Once you click Share, you are taken online to share your item (See previous directions.) Who Have You Shared With? 1. Check the folder or file shared. 2. Click on the next to the item shared. 3. Next to Shared With will list the people you have shared with. If that item or file has not been shared, it will say Only Share With You. SHARED NOT SHARED Instructional Technology /Deer Park ISD Page 10

11 Seeing Shared Files & Folders 1. Go to your Outlook and check for the Shared notification . CHECK YOUR JUNK FOLDER Sometimes that gets sent there. 2. The link inside this takes you ONLINE to the senders folder to see this item. 3. Depending on what access you have been given (Can Edit or Can View) will dictate if you can edit this file or folder or only view this file or folder. If you do not have the rights you need, you will have to discuss this with the person sharing. 4. On the left, click on Shared With Me. 5. You will see all files and folders shared with you. Instructional Technology /Deer Park ISD Page 11

12 Creating Shortcuts On Your Desktop To Shared Folders 1. Go to One Drive online. 2. Click the Shared with Me section on the left. 3. Click and drag the folder you want to create a shortcut to down to your desktop. 4. When you open this shortcut, it takes you directly to the person s folder online who shared with you to view the files. Depending on what access you were given will dictate if you can View Only or Edit those files. 5. Suggestion: Make a new folder on your DPISD desktop called Shared. Organize shortcuts inside this folder so that you may access them with ease. Instructional Technology /Deer Park ISD Page 12

13 Recycle Bin Desktop & Online In One Drive 1. The Desktop Recycle Bin and One Drive Online Recycle Bin are connected. 2. If you are working in One Drive online, and delete a file or folder, it is not gone. You can find that item in your Recycle Bin online. 3. A deleted file will last 93 days in the Recycle Bin and then will be deleted for good. Instructional Technology /Deer Park ISD Page 13

14 One Drive Business App 1. Download the One Drive Business app from itunes (Free) Not One Drive It must be the Business App to work correctly. (Select One Drive Business for iphone or ipad, depending on the device you are using.) 2. Open the One Drive Business app after downloading is complete. 3. Sign in with your full address & password. 4. This app is READ ONLY. You can access your files to view or send to someone. You are not able to edit files inside using this app. Instructional Technology /Deer Park ISD Page 14

15 5. You can share files and folders in your One Drive Business app. 6. Tap the folder or file to share. 7. At the bottom left, tap the person icon with the + symbol. 8. Tap the + to share. 9. Enter the person to share with. 10. Give that person access to Edit or just View. 11. Tap Add. 12. You and the person you are sharing with will be notified by . Instructional Technology /Deer Park ISD Page 15

Using OwnCloud. OwnCloud is a very easy to use file storage and sharing system that you can access anywhere you have an internet connection.

Using OwnCloud. OwnCloud is a very easy to use file storage and sharing system that you can access anywhere you have an internet connection. Using OwnCloud OwnCloud is a very easy to use file storage and sharing system that you can access anywhere you have an internet connection. 1. Contact the IT Department to set up your account. 2. Once