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OneDrive Overview
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OneDrive Gateway to Collaboration
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Consolidate Data- ‘C’, ‘U’, ‘T’ drives- Other lettered drives- Data on shared drives
Distribute Data- Sharing- Download- NO need for VPN
Access O365 Online Apps- Word Online- Excel Online- PowerPoint Online
OneDrive is a cloud based mass storage facility for staff specific data. Items found in desktop ‘C’ and server based ‘U’ and ‘T’ drives are what should be placed in OneDrive
Online‘in the Cloud’
On the desktop‘OneDrive for Business’
OneDriveGateway to Collaboration
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OneDrive Cloud and OneDrive for Businesss are regularly
synchronizing
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OneDrive OneDrive cloud –OneDrive for Business
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General:
OneDrive is actually two products, One element is in the cloud (OneDrive cloud), and the other element (OneDrive for Business), is on your desktop. They work with each other to help to manage the user experience while keeping all the data synchronized.
It provides a great deal of storage (1 TB) which can be shared and accessed from basically anywhere. (although OneDrive online is only accessible if one has Internet connectivity) .
When you place or update a file in either OneDrive cloud or OneDrive for Businessthe data will be synchronized with the other automatically
Accessing OneDrive:
Online: Desktop: (OneDrive for Business)
Use desktop Icon to launch Office 365 Accessed from the desktopOneDrive online is accessible from there like a file folder
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OneDrive Data Migration
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Migrating data from current locations into Office 365 depends on the use of the data. Also older 3 character file extensions need to be converted to the 4 character versions
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OneDrive for Business
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OneDrive for Business Starting OneDrive
Use desktop icon to launch OneDrive for
Business
It opens the OneDrive for
Business folder
Note: When you drag files from the desktop into OneDrive for Business they
are moved and not copied and synching will begin with OneDrive online
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OneDrive Cloud
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OneDrive cloud Starting OneDrive from Office 365
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Staff selects the tiles
Use desktop icon to launch
Office 365
Opens Office 365 home
screen (OWA)
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OneDrive cloud Selecting OneDrive from Office 365
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Staff then selects the tiles the OneDrive tile
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Note: When staff logs onto OneDrive for the first time there will be no files or folders displayed. 10
OneDrive cloud Home Screen
OneDrive online Home Page View
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Saving data to OneDrive
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Save As – OneDrive online
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Save As Selecting OneDrive
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First you would select OneDrive –
Montgomery County Government.
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You will see the contents of the
OneDrive
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Save As Selecting OneDrive
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You name and Save the file Off
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Uploading data to
OneDrive Cloud
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Note: To upload data in folders, first create a folder in OneDrive,
Then select all files in current folder and drag to the OneDrive folder and the files will be copied 16
OneDrive cloud Uploading Data
To copy a file to OneDrive select it on the desktop and drag
to this area
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Opening files from OneDrive
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OneDrive Opening Files
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Files can be opened from
either OneDrive,
the computer or
another location.
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OneDrive Opening Files
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Files can be opened from
either OneDrive,
the computer or
another location.
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OneDrive Opening Files
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Staff selects OneDrive
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Staff would then select the file you wished to open
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OneDrive Opening Files
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Once selected
from OneDrive, the file is opened
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OneDrive - Selective Synch
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OneDrive Selective Synch
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Selective Synch is a OneDrive capability that manages which folders and files are synchronized between
OneDrive cloud and OneDrive for Business.
OneDrive cloud will always hold ALL files as it has (1 TB).
One Drive for Business only those selected.
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OneDrive Selective Synch
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First staff would right click the
OneDrive –Montgomery County
Government.
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Then choose folders you wish to synch
options
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Staff would then see the list of folders which they can
select to either sync or not.
OneDrive Selective Synch
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If they unclick an item and select OK the file or folder will no longer synch to OneDrive for
Business on the desktop and be removed
OneDrive Selective Synch
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You local file is removed from the OneDrive for
Business
OneDrive Selective Synch
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Saving with folders
in no synch mode
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Adding to OneDrive for
Business
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A file to OneDrive for Business it gets synchronized with OneDrive cloud
OneDrive Add file in OneDrive for Business
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OneDrive Selective Synch
It gets synchronized with OneDrive cloud
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Adding to OneDrive
Cloud
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If you place a file in OneDrive cloud
OneDrive Selective Synch add file to OneDrive Cloud
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Although the file is inOneDrive cloud, it does not get synchronized with OneDrive for
Business
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If staff clicks the share files box and then OK, the files are
synchronized between OneDrive's
OneDrive Selective Synch
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All files are now available and synchronized between OneDrives
OneDrive Selective Synch
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Sharing / Unsharring
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Sharing
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Sharing OneDrive Cloud
All files loaded or saved into OneDrive are only shared with the owner
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39By clicking on the sharing status the
sharing window opens
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Sharing OneDrive Cloud
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When sharing occurs you can 1) Either require the recipient to sign in to review or not! 2) Choose to not have the email sent to those shared that has a link to the
document/site
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The sharing window appears
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Sharing OneDrive Cloud
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When staff starts typing the email address of those you want to
share with and the system will offer suggestions
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Sharing OneDrive Cloud
Staff may also enter external email addresses to share with
non-MCG individuals
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42When you select from the choice list the system will fill in the name
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Sharing OneDrive Cloud
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43Staff can select whether the recipients can
edit the document or only view
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Sharing OneDrive Cloud
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44Once shared the file indicate reflects it
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Sharing OneDrive Cloud
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Once shared, if email notification is chosen an email with a link back to the document is sent
to all who are shared with.
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Sharing OneDrive Cloud
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Unsharring
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47By clicking on the sharing status
indicator the sharing window will appear
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Unsharring OneDrive Cloud
Staff would then select STOP SHARING
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OneDrive cloud Uploading Data
Staff would then select Stop Sharing.
Note: If sharing is stopped all those shared with will have sharing stopped
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OneDrive cloud Uploading Data
After sharing is stopped the system will display the shared with screen to confirm sharing is
stopped for all
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OneDrive cloud Uploading Data
Once sharing has been stopped the sharing indicator will reflect the change
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Bad File Name Handling
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OneDrive Illegal Characters / File Types
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OneDrive online Trying to save with illegal character
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If staff tries to save a file to OneDrive online which has an illegal character in the
name the system will error.
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OneDrive online Staff notified / name reverted
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Staff is notified that the proposed name has illegal characters
Default document name is restored
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Dragging files with illegal
characters into OneDrive
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OneDrive online Trying to save with illegal character
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If staff tries to save a file to OneDrive online which has an illegal character in the name the system will error and not
save the file.
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OneDrive for Business Trying to save with illegal character
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If staff tries to save a file to OneDrive online which has an illegal character in the
name the system will error.
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Version Control
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OneDrive Versions –OneDrive Cloud
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First staff would select the file that they wanted to view versions for.
Next they would right click on the ‘…’ symbol
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OneDrive Versions –OneDrive Cloud
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Next they would select Version History
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OneDrive Versions –OneDrive Cloud
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Each entry has the version number, date/time modified and author
The version history is displayed
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OneDrive Versions –OneDrive Cloud
In this case View is chosen
When staff hovers their
mouse over a version they get
a small menu where the can
View the version or Restore this copy to be the current version
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Comparing Versions
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Comparing Versions Start from document library
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Comparing Versions Document opens in preview
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First staff would select the file that they wanted to view versions for.
Next they would right click on the ‘…’ symbol
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Comparing Versions Open in desktop Word
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Comparing Versions Select Compare from Review tab
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Review Tab
Compare
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Comparing Versions Choose any version
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First staff would select the file that they wanted to view versions for.
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Comparing Versions Compare Windows Open
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Comparing Versions If previews closed, a result file is left
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Data Recycling Process
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OneDrive Office 365 Data recycling process
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After the first 30 days recycled files are moved into the
phase 2 recycle bin where they will reside for 62 more days.
During that timeframe the files / emails are still retrievable
but only by DTS IT staff.
When files / emails are deleted they are placed into the
recycle bin in Office 365.
The first stop is the phase 1 recycle bin which the user can
access and remove them from. The file / emails reside in
that recycle bin for 30 days
After the full 92 day recycle
period the files become
unavailable forever as the space
in which they were stored is
erased and over written with
other data
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