OneDrive for Business User Guide

OneDrive for Business User Guide
OneDrive for Business
User Guide
Contents
About OneDrive for Business.................................................................................. 2
Signing in ............................................................................................................ 3
The Office 365 Interface ........................................................................................ 4
The OneDrive for Business App .............................................................................. 5
Setting Timestamp Preferences .............................................................................. 6
Basic File Management .......................................................................................... 7
Create, Upload, Sync and Preview Documents ......................................................... 7
Working with Files ................................................................................................ 8
Deleting and Restoring Documents ......................................................................... 8
Restore a Previous Version of a Document ............................................................... 9
Using OneDrive to Collaborate.............................................................................. 10
How to Share Files.............................................................................................. 10
Get a Link to Share a Document ........................................................................... 11
Share a Folder ................................................................................................... 11
Change or Remove Share Permissions .................................................................. 11
View Documents Shared with You......................................................................... 12
Emailing OneDrive Files as Attachment Links ......................................................... 12
Working on OneDrive from a Local Folder .............................................................. 12
Sync Client for Windows ...................................................................................... 12
Using the Sync Client .......................................................................................... 13
Limits on Syncing OneDrive for Business ............................................................... 14
Open OneDrive Documents from Office Applications ................................................ 15
Access OneDrive Files from your Mobile Device ...................................................... 16
Signing Out ....................................................................................................... 17
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About OneDrive for Business
OneDrive for Business is a cloud-based file storage system with online editing and collaboration tools for
Microsoft Office documents and is part of Office 365. Intertek provides staff access to Office 365 with
their Intertek accounts. This includes:
•
OneDrive for Business – Unlimited cloud based storage with the facility to edit documents online
and share documents with anyone
OneDrive for Business can be utilised in many different ways. It can be used as a simple store for
documents, as a way to access files from any location on any device, or as a collaboration tool to share and
jointly work on documents. Access to files can be in a web browser, directly from Office desktop programs,
in Windows File Explorer, in the Office apps for iPads, iPhones and Android tablets, or synchronised with a
local folder on your computer.
For the best experience it is recommended Intertek computers (except those requiring to integrate with
certain corporate services) should upgrade to Office 2013 or 2016 via the IT Service Desk
Intertek recommends the use of our central file servers or OneDrive for Business as the preferred location
for storing files that are actively being worked upon.
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Signing in
To access OneDrive for Business, sign in
by opening a web browser and going to
https://portal.office.com
Log in to the Office 365 portal with your
Intertek account using the fully qualified
username:
[email protected]
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As soon as you click into the password field
you will be re-directed to the Intertek Sign-in
page. Enter your Intertek
password and click Sign in.
Note that all Office 365 logins will work with
the “[email protected]” format
and if you encounter any login issues for any of
the Office 365 products, it is recommended
that you use this format.
The Office 365 Interface
Initially, login is directed to the main apps landing
page (you can customise which page or app opens in the Settings menu-click the cog icon). From the
landing page you can access all the online Office applications
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The OneDrive for Business App
OneDrive for Business can be accessed either by clicking the OneDrive tile on the Office365 homepage or
by choosing from the Quick App launcher (the grid icon in the top left hand corner).
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Setting Timestamp Preferences
The default timestamp setting in OneDrive for Business is the Pacific time zone. This must be changed in
order that all files will reflect the local time for file created/modified parameters. This must be changed in
2 places to ensure the other web apps also reflect local time.
To change the time zone on your OneDrive account:
1.
From the main O365 homepage, click your
profile picture tile in the menu bar;
select About me, then Edit
2. Click the more ellipses (...)
3. Select Language and Region
4. In the Time Zone section
change the option to your
time zone. Change any of the
other fields as appropriate for
your preferences.
5. Click the Save all and close
button at the bottom of the
page.
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Basic File Management
Create, Upload, Sync and Preview Documents
The main Files window displays the contents of your OneDrive library with related information and
arranged as a standard file display. The Navigation Pane on the left of the window contains links to other
parts of your OneDrive site, such as the Recycle Bin.
The Quick Command Bar will allow you to carry out a range of basic file management tasks. The options
listed on the command bar are context driven and will change depending on what you have selected. The
default listings, are New, Upload and Sync:
•
Click +New to create a new document or folder. You can then add and edit content with the
online Office apps..
•
Click Upload and navigate to the files or folders on your computer to upload them to OneDrive.
Alternatively, you can just drag and drop files or folders onto the OneDrive window in the browser.
NOTE: For large numbers of files, it is better to use the sync client for uploading into OneDrive (see
the next bullet point).
Click Sync to sync OneDrive with a folder on your local computer. Use of the sync button activates
sync client software to download and keep all files from OneDrive up to date.
For more information on syncing files see the section on page 10.
To preview a document, click on its name to open a view-only version in a separate tab.
You can use standard drag and drop techniques to move and manage files and folders. Additional
file actions (download, rename, copy, etc) are available by clicking the more ellipses (•••) beside
each filename.
•
•
•
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Working with Files
When you select a file or folder in your library window, the
command bar will display a different range of options for
managing the file.
These options are also listed from the more ellipses beside
each file.
Click on a filename to open a view-only preview of a document. To edit the document (Word in this case):
1. Click Edit Document drop-down
2. From the drop-down select either:
•
•
Edit in Word to use the full-featured desktop version of the program, or
Edit in Word Online to use the online version
Link to return to file library
Filename
When editing a document online the changes are saved automatically. To return to Office365 click on your
username link on the tool bar. Should you want to return to a previous version of the document before the
current edits, you can use the Version History feature described on page 8.
When editing in the full desktop version of the program, any changes are synced back to One Drive when
you save and close the document.
Deleting and Restoring Documents
To delete a document, tick to select the file in the library window and click the Delete option on the
command bar or right-click on the file or folder name >select Delete.
The file will be moved to the account’s Recycle Bin. If you delete a file from your OneDrive for Business
library, it will be stored in the Recycle bin for 90 days, this provides you with the option to recover a
deleted file.
To access the Recycle Bin window, click on the link in the navigation pane on the left-side of the OneDrive
window. Select the required file and click Restore. The file will restore to the location from which it was
originally deleted from your library (if it was in a deleted folder, this too will be restored).
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Restore a Previous Version of a Document
Documents stored and edited in OneDrive have a full audit history available and can be restored to any
historical state.
Tick to select the document in the library window and from the more ellipses on the command bar, select
Version History (or right-click on the filename and select it from the context menu).
Any previous versions will be listed for review. If you wish to restore one of the versions, use the dropdown
menu next to the date. From here you can View, Restore or Delete the version. Restoring a version makes
that
selection the
current
state of
the
document; it does
not
over-write it.
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Using OneDrive to Collaborate
Sharing a document allows you not
only to give permissions to others to
view files but also to edit them
collaboratively. In OneDrive, multiple
users can edit a document
simultaneously. No more being
locked out of an Excel file until
someone has closed it!
How to Share Files
To share a file:
1. Select the file
2. Click Share on the command
bar, (or access the Share
command from the ellipses (…)
beside the filename)
3. The Share window will appear. On the Invite people tab, click in the top field and type the names,
usernames, or email addresses of people
with whom you want to share the
document.
• Typing a few letters will bring up a
matched list of users.
4. Select the person to add them to the
field. Continue to add all required users.
5. Select whether you want to grant edit or
view permission to invitees (the default
permission isCan edit’). NOTE: Those with
Edit permission have full rights to delete a
file. You can change permissions for any person later. (see the section on Changing Permissions on page
10.)
6. If you want, type a message to be included
with an email that’s sent to all invitees.
7. When you are finished adding invitees and
assigning permissions, click Share.
• This will generate two emails, one to each person with whom you are sharing and one to
yourself as a notification of sharing.
• The email includes a link to the shared document.
Once a document is shared it should not be moved to a different location. Moving a shared document will
break the share links and those with whom it was shared will no longer have access to it. If this may be
necessary, it is better to share a folder instead of individual documents as the share permissions are
attached at folder level. See the section on folder sharing on the next page.
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Get a Link to Share a Document
In the share dialogue box, the ‘Get a link’ tab
provides direct access to web links for sharing a
document. Use these if you wish to embed a
link to a shared document in a separate email
that can then be sent to multiple people.
Share a Folder
When you share a folder, you automatically share all items in that folder. Any document moved into a
shared folder will inherit the share permissions of the folder. Sharing a folder provides a quick way to share
many documents with other people at once and makes it easier to manage a set of shared documents.
Follow the same procedure described above for sharing a document by sending or creating an invitation
link to selected people.
Change or Remove Share Permissions
To change share permissions, call up the Share dialog box for the given file/folder and go to the Shared
with tab which displays a list of everyone with whom it has been shared and their permissions. Click the
drop down beside each user as required to choose option View, Edit, or Stop. To stop sharing with
everyone, click the ‘Stop sharing’ option at the bottom of the window.
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View Documents Shared with You
To view and access documents which other users have shared with you, go to the Navigation Pane in your
library window and choose ‘Shared with me’. This will display a window listing all documents that have
been shared with you from which you can then open and edit them. You can sort this list by the various
columns. However, as this is a virtual folder (that is, it is in reality just a list of links to other people’s files),
you will not be able to use standard file management to organise it (create folders, move files, etc).
Emailing OneDrive Files as Attachment Links
Using the Outlook Web App you can insert a link and share any file instead of attaching the file itself. If the
file is not yet in OneDrive, it will be automatically uploaded to your Email attachments folder in OneDrive
and shared from that location.
For full instructions see the following Microsoft web page:
https://blogs.office.com/2014/10/08/introducing-new-way-share-files-outlook-web-app/
Working on OneDrive from a Local Folder
You can also access and manage your OneDrive library from a local folder on your computer by using the
OneDrive Sync client. Once your files are synced to your computer you can access and work on your
OneDrive content in from the local folder even when you are offline. Changes made to files will be synced
back to your OneDrive library in the cloud (or if you are offline, the next time you are connected to the
network). Syncing will download all the files in your OneDrive, thus you are limited by the amount of free
space on your computer’s hard disk.
NOTE: If you have confidential or sensitive information stored in your OneDrive library, you should not
sync it to insecure machines.
Sync Client for Windows
Intertek computers with Office 2013 or 2016 for Windows should already have the OneDrive for Business
sync client preinstalled but if you need to install it please contact your local IT Support.
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Using the Sync Client
Once you have the sync software installed you can proceed with syncing. To sync your OneDrive file library
to your computer:
1.
Click Sync on the command bar.
2. A confirmation dialog box will appear; Choose ‘Sync now’
3. You may get various security warnings depending which web browser you are using. Sign-in as
required or click ‘Allow’ if you get a security warning.
4. If you wish to change the default location
where your files will be synced click
‘Change’.
5. Choose ‘Sync Now’
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Once the files have downloaded, you should then see a shortcut to OneDrive for Business under ‘Favorites’
the Explorer window. Files edited or copied into this folder will automatically be synced to OneDrive.
•
A green tick on a file or
folder means it is
successfully synced
•
A blue circular arrow
means it is currently being
synced
•
A red arrow indicates a
folder or file that is out of sync
You will also get a OneDrive icon in your system tray.
Right click on the OneDrive icon in the system tray to open a menu of options. From here you can:
•
•
•
•
Sync now – force synchronisation
Pause syncing – temporarily stop syncing
Stop syncing a folder – permanently turn syncing off
Manage storage – open your OneDrive for Business folder
You can also force synchronisation from OneDrive in your web browser by clicking the Sync command in
the Browser window.
NOTE: Files deleted from a sync folder are also synced with OneDrive so that they can be restored from
the Recycle Bin.
Limits on Syncing OneDrive for Business
Please note the following limitations related to syncing OneDrive for Business to your computer
•
•
•
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You can sync up to a maximum of 20,000 items, including folders and files
You can download individual files up to a maximum of 2 GB
You must have sufficient free space on your hard drive.
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Open OneDrive Documents from Office Applications
OneDrive files can be accessed directly from the Open and Save menus in all the desktop Office
applications.
In the application:
1. Click File > Open
2. Choose Add a Place > Choose’ Office 365 SharePoint’
Note: if it’s available, do not choose ‘OneDrive’ here; this refers to the consumer OneDrive product
and not the OneDrive for Business product.
3. You will be prompted to log in. Enter your Intertek email address and password.
4. Once authenticated, you should see the ‘OneDrive-Intertek’ location added to the list of places.
5. This location will now appear in the File |Open and File |Save menus automatically. This makes it
extremely easy to create documents and store them directly on OneDrive for Business.
6. Click ‘Browse’ to view the OneDrive files store.
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Access OneDrive Files from your Mobile Device
You can easily access your OneDrive document library from a mobile device.
You can of course use the browser on your device to access OneDrive, but there are also other more direct
methods and that allow you to work offline:
1) The OneDrive app. This is available as a free download from the relevant app store and will give you
direct access to your OneDrive document library.
2) The Office mobile apps. If you don’t want to sync your whole library, you can open and edit specific
files through the mobile Office apps (Word, Excel, etc).
Open the desired app on your mobile device and
sign in using your Office 365 account. Always
choose ‘work account’, if you are given an option
of signing in with a ‘Microsoft account’. Follow the
screen instructions to enter your password.
Your OneDrive document library will display
allowing you to select the file you want to open.
If you subsequently go offline, your changes will
be synced the next time you connect.
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Signing Out
To sign out, click your user profile tile on the title bar to get the drop down menu with your account name
and select ‘Sign out’. It is recommended that close your web browser to ensure your session is closed and
you are fully signed out.
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