microsoft onedrive for business - harvard law...

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Microsoft OneDrive for Business BrainStorm Quick Start Card for

Using the Tile Layout ViewIf you can spot your file faster by sight than by name, use Tile Layout view to find what you need. Simply click the icon to see thumbnail images of your files.

Create new files or upload documents.

Folders also appear as tiles. The tile displays the number of files within the folder.

Sort your documents by the date Modified, who they were Modified By, their File Size, or their Name.

Click the circle to select multiple files and access relevant commands.

Open the Details pane to see more file information.

Clear the path for your productivity goals! Using Microsoft OneDrive for Business, you have an all-access pass to your work library any time, anywhere, from any of your Internet-enabled devices. Conveniently store, manage, and share your work. Collaborate by using features like coauthoring, groups, and version history. Take advantage of OneDrive security tools to keep your sensitive documents private and to set viewing or editing permissions for all of the content that you choose to share.

Enhanced searching: Find your files instantly. Search your personal or shared files in OneDrive, Microsoft SharePoint sites, and more.

Legacy features: Return to classic OneDrive to access legacy features like the ribbon.

Fast access: Go to your personal, followed, or shared files. Or get back to where you left off by selecting a recent document.

Info to go: Click the icon to open the Details pane, which shows a document preview, recent activity, and more. Under Sharing, see who can view your selected file, invite others to access it, or stop sharing altogether.

Dynamic interface: Select any document to change your available commands. Click the icon for more options.

Customizable view: See your files differently with easy sorting options and the new Tile Layout view.

Add files: Expand your library by dragging files from other locations, clicking Upload, or creating a new file right from your browser.

Syncing: Update your files now or the next time you connect to the Internet.

Tile navigation: Access your apps in one convenient location. To add or remove app tiles, select My Apps.

Using the Quick LaunchFinding, following, and managing your files is made simpler with the Quick Launch menu. Look for it on the left side of your OneDrive window.

Search your folders and document text. Once your search is complete, you can expand or share your results by using Search Everything and Share options.

Search your folders and document text. Once your search is complete, you can expand or share your results by using Search Everything and Share options.

Quickly access your files. Choose from all of your files, recent files, or files that colleagues have shared with you.

Quickly access your files. Choose from all of your files, recent files, or files that colleagues have shared with you.

Find your deleted files and folders. OneDrive stores all your deleted files, folders, and documents here. Any data in the recycle bin will be permanently deleted after 90 days.

Find your deleted files and folders. OneDrive stores all your deleted files, folders, and documents here. Any data in the recycle bin will be permanently deleted after 90 days.

Join, browse, or create a Microsoft Office 365 group. Groups are shared spaces where your team can communicate, collaborate, and track progress.

Join, browse, or create a Microsoft Office 365 group. Groups are shared spaces where your team can communicate, collaborate, and track progress.

Note: This Quick Start Card is for use by Harvard employees only. Do not distribute.

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Uploading Files and Folders

Uploading Files by Dragging

Uploading Files from the Command Bar

Storing documents only on your office computer limits access to your files and cuts into your productive time. Keep your work in OneDrive to access your files from any Internet-enabled device.

1. Open your document library.2. Select and drag a file from your device to your library. A status bar

shows the uploads progress. When uploading is complete, the file appears in your document library.

Creating New FilesCreate and save new documents right from your document library.

1. On the command bar, click New.2. Select the type of content to create. 3. In the Create box, enter a name for

the new file or folder, and then click Save.

Performing a SearchCant remember where you put that file? Use Smart Search to avoid digging through folders.

FIND YOUR PLACE: Not sure whether to upload that report to OneDrive or to your team site? Get some pointers.

To drag files or folders into OneDrive:

1. In your library, on the command bar, click Upload.

To upload files or folders to your library:

To create a new file or folder:

1. Right-click the item that you want to rename.

To rename a file or folder:

Add SharePoint results to your query by clicking Search Everything.

GET THE LOWDOWN: See how to get sharing links, change permissions, and even access version history from the Details pane.

Consulting the Details PaneFind information on all of your files in the Details pane. See specifics such as recent activity, file size, and a picture preview. You can even share a file from the Details pane.

1. In the upper-right corner of the window, select the Settings icon .

2. Click Theme.3. Select a theme that you like to preview it.4. When you find the style that you want, select it

and then click Save.

To use the Details pane:

1. From your document library, select a file or folder.

2. In the upper-right corner, click the icon. The Details pane appears on the right, showing file information and a preview.

Need to add to your document library? Upload files from the command bar.

2. Choose to upload a file or folder.3. When the new window opens,

browse to and then select the file or folder to upload.

4. Click Open.

Upload files to OneDrive even faster by dragging them directly to your document library.

Note: To close the Details pane, in the upper-right corner, click the X.

To share content from the Details pane:

1. Under Sharing, click Add People.2. In the Share window, choose to Invite

people by email, Get a link to share, or see whom the content is Shared with.

3. If inviting through email, enter your colleagues email address, set permissions, and click Share.

Click in the Search field, and then enter a keyword.

From the result list, select a file to open in your browser.

Note: You have access to these style settings in most of the Office 365 apps. Any changes to the banner at the top of the window are applied throughout Office 365.

Note: To right-click when using a touchscreen, press and hold.

2. Select Rename. To name an Office 365 document you may click on the document name in the top bar or save as.

3. To name a folder, in the Create box, enter a name for the new folder and click Save.

4. Click Save.

Personalizing OneDriveDeck out your interface! Choose from a wide variety of colors, shapes, and motifs to add a little style to your account.

To change the theme:

For internal use only. Do not distribute.


RETURN TO A SIMPLER TIME: Find out how to restore an earlier version of your file if your efforts have been derailed.

Downloading a Copy

To download a copy of a file:

Delete the version.

1. In first Version History window, hover over the version date.2. Click the arrow next to the date.3. From the menu, select Restore.4. In the new window, click OK. This version becomes the latest

version.

To restore a file version:

For more options, click the arrow that appears when you point to the date.

Make this version the current version.

Using Document Versions

1. Next to the file, click the icon.2. From the list, select Version History.3. Click the date of the version that you want. The file opens in the

corresponding Office program.

Newer is not always better. OneDrive keeps a version history of your files so you can go back to a previous idea or simply keep track of your work.

To open a files version history:

Delete all versions.

View file size and comments.

Editing Documents in Office

To edit files in the feature-rich desktop Office programs, open them right from your document library.

Editing in Office Online

When youre on the go or collaborating on files, use Office Online. From your browser you can edit, print, share, coauthor, and more.


Keeping your files organized means rarely having to hunt down needed material. Moving and copying files and folders in OneDrive is a quick way to organize your project from the get-go.

To move or copy a file or folder:

1. Select a file or folder.2. On the command bar, click Copy

to or Move to. 3. Select where you want to move

Note: Any changes made in Office Online programs are automatically and immediately saved.

Share your document with team members.

Search your document, translate it (only in Word), download a copy, and more.

Make or respond to comments.

1. Select the desired file.2. Click Open.3. From the menu, select Open in [Program].OR

Recovering Files from the Recycle BinRecover deleted items from the Recycle Bin to get your work back on track. Any data in the recycle bin will be permanently deleted after 90 days.

To recover a file from the Recycle Bin:

1. On the Quick Launch, select Recycle Bin.2. Locate the desired file, select the box next to

the file name, and click Restore Selection.

Save a copy to your hard drive. Note: The file will not appear in OneDrive unless you upload it.

1. Select the document you want to download.2. On the command bar, click Download.OR1. Right-click the file name.2. From the list, select Download.

the item, and then click Move or Copy. A progress bar appears and indicates when the files are transferred.

1. Click the name of the file. The read-only file opens in a new tab.2. On the command bar, click Edit [Document].3. From the menu, select Edit in [Office Program] Online.

To edit a file in Office Online:

If your file is open in Office Online, open the Edit Document list and then select Open in [Program].

To open a document in Office:

Working with Documents in OfficeWhether you have Office installed on your device or you use Office on Demand, get the most from its tools and features when you create, edit, and collaborate on your files.

See the last editor of each version.

To view a files version history details:

1. To the right of the file, click the icon. 2. From the list, select Version History.3. Hover over the version date, and then click the arrow next to the

date. Note: To hover over an item on a touchscreen, press and hold.

4. From the list, select View.5. In the Version History window, hover over the version date, and then

click the arrow that appears.6. From the menu, select View.

Viewing Version History Details

Dig deeper into the history of your file to get more details or to take actions such as deleting unnecessary versions.

Restoring a Document Version

Is the current version of your file out of control? Not to worry. Return to an earlier version with just a few clicks.

View other versions.

See the version number, date created, and author.

Moving Documents


SHARE SHREWDLY: Learn about secure ways to share documents in various scenarios.

To invite others to a file:1. On the Quick Launch, next to

Groups, click the Create Groups icon . Outlook opens in a new tab with the Create a Group pane on the right.

2. Name and describe your group.3. Select privacy settings and a

primary language.4. At the top of the window, click

Create.

When you create a group, each member has access to shared files in OneDrive and Microsoft Outlook. New groups that are created within

Bring your team together in an Office 365 group to share all the aspects of your project with everyone at once. Your group can share an inbox, a calendar, document libraries, and more.

Adding Group Members

1. On the group page, click the icon, and then select Members.

Creating a Group Notebook

Share your thoughts! Create a group notebook in Microsoft OneNote Online to allow every member to add notes, read notes written by other

Need to share a file with someone who cant access your OneDrive account? Simply share a link to the file to give others permission to edit or view it.

1. To the right of the document you want to share, click the icon,

When you need input, share your file rather than sending it. Youll reduce version confusion for everyone.

Inviting People to Share a File

1. To the right of the file you want to share, click the icon, and then select Share.

2. On the Invite people tab, enter your colleagues names, their email addresses, or the word Everyone.

3. Decide if you want to Require sign-in.

Sharing FilesNo need to clutter your messages with attachments. Share files with your team, clients, or other colleagues right from OneDrive. You can even control your audiences access permissions.


Working with Office 365 Groups

To set a link expiration date:

1. From the link type menu, select View link - no sign-in required or Edit link - no sign-in required. A new option appears below the link.

2. Click SET EXPIRATION.3. From the list, select a number

Creating a New Group

4. Set edit or view permissions. If desired, include a message with the invitation.

5. Click Share.

Note: All notebook changes are saved automatically.

members, and keep ideas organized in one place. On the group page, click the icon, and then select Notebook to get started.

Add a new section.

Add a new page.

Search the notebook.

2. Select Add Members.3. Begin typing a name in the

search bar. Results start to appear.

4. Select a contact from the search results, or select Search Directory to see all available names. Repeat as needed.

5. Click Save.

To add a member to a group:

Quickly add colleagues to existing groups, and get them up to speed.

Outlook automatically appear in OneDrive.

Note: Recipients who dont have access to your organizations OneDrive account cannot access files by invitation. For them, use a link instead.

and then select Share.

2. On the Get a link tab, open the link type menu, and then select a permission.

3. Copy the link to send to your colleague.

To get a link:

For links that dont require a sign-in, you can set an expiration date.

Deactivate the link.

of days for the link to remain viable. Or select Custom, enter a number of days, and then click Save. The link is updated.

4. Copy the link to send.

Getting a Link to Share

To create a group:

Send conversation and calendar event notifications to group members inboxes.

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Syncing OneDrive to File ExplorerOneDrive is designed to integrate seamlessly with File Explorer. Sync your OneDrive library to your device to access the latest version of your work, whether youre working online or offline.

1. From OneDrive, on the command bar, click Sync.

2. In the new window, click Sync now.

Syncing Your Document Library to File Explorer

To sync your library:

Manage your files with convenience. Sync your OneDrive library and any offline changes the next time you connect to the Internet.

Note: In the new window, open File Explorer by clicking Show my files.

Navigating Your OneDrive Library from File Explorer

When your OneDrive library is synced, you can access your files without ever opening your browser. Find all of your OneDrive files in File Explorer.

Status icons beside each file indicate properly synced files , currently syncing files , or files that encountered an error while syncing .

To upload or move a file:

Finding More Options in File Explorer

Want to share your work? Not sure why you are having sync issues? In File Explorer, right-click a OneDrive for Business file or folder for options to share, get help for sync errors, and more.

Drag or copy a file or folder into your OneDrive folder in File Explorer. The syncing wheel icon appears. A green check mark icon appears when the sync is complete.

Open your OneDrive library in a browser.

Copy your library location.

Get help with sync errors.

Stop sharing a file or folder, or find others to share with.

Managing OneDrive from the Notification AreaGet convenient access to your OneDrive library and other important features, from your desktops notification area.

Click to Show hidden icons.

Right-click the OneDrive icon to open the options menu.

Open your library in File Explorer.

View storage metrics, or open your OneDrive Recycle Bin.

Start, pause, or stop a sync cycle.

Sync a new library to File Explorer by copying and pasting a document library URL.

Search OneDrive for Business Help topics.

Note: An alert indicates a sync error. Right-click the icon, and then from the menu, select Repair to fix the problem.

Download a Microsoft Office app so that you can add that stroke of genius to your project right from your mobile device. After you sign in to your Office app, any files in the associated OneDrive account are ready to open and edit.

To open a file from an Office app:

1. In the Office app, tap Open.

2. Select your OneDrive for Business account.

3. From the list, select the file to open.

1. Open the file. (If your file opens in read-only mode, tap Edit.)

Note: When saving a new file, you are asked to indicate a location. Select your OneDrive for Business account.

To edit and save files:

2. Modify the file as you desire. If you are connected to the Internet, your changes are automatically saved to your document library.

3. When you finish, close the file.

Editing Files in Office Apps

APPRECIATE YOUR APPS: Get a glimpse of OneDrive apps that make it easy to access and use your files from anywhere.

2016 BrainStorm, Inc. All rights reserved. Reproduction or transmission of any kind is prohibited without written permission. BrainStorm, Inc., assumes no responsibility for errors or omissions or for any damages that result from the use of this card. Microsoft, Office 365, OneDrive, Excel, OneNote, Outlook, PowerPoint, SharePoint, and Windows are registered trademarks of Microsoft Corporation in the United States and other countries. MSONEDRIVE0816

Changing the Way the World Works

Find Help for Office 365 OneDrive: http://mso.harvard.edu

Video training: https://quickhelp.com/harvard/

Request a SharePoint site: http://services.huit.harvard.edu/request-new-share-

point-site

Contact your local service desk: https://huit.harvard.edu/links-harvard-school-it-services

Contact the HUIT Helpdesk:

[email protected]

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Using the OneDrive AppViewing, organizing, and editing your files are just a few things you can do in your OneDrive library, right from the palm of your hand. OneDrive is available on iOS, Android, and Windows devices.

Signing In

Sign in to your mobile OneDrive app once, and your work files are always just a tap away.

Changing Your View

Scroll through your files in List view, or switch to Thumbnails view for a convenient preview of your files. Tap the icon to switch views.

Note: You can sort your files by name, size, recently modified, and more by tapping the icon, selecting Sort, and then selecting filter parameters.

Adding Files

1. In your document library, in the upper-right corner, tap the icon.

2. Choose Take a Photo or Video or Choose Existing.

To add files when using an iOS device:

To add files when using an Android device:

1. Open the folder where you want to add a file.

2. At the bottom of the screen, tap Add , and then select Upload.

3. Tap the desired file in the list.Create a folder.

To add files when using a Windows device:

1. Open the folder where you want to add a file.

2. Tap Add .3. Choose the file source.4. Select the desired file, and then tap OK .

1. In your app store, search for OneDrive for Business.2. Select your device type, and then select OneDrive for Business.3. Tap Download.4. Follow the prompts to install the OneDrive for Business app, and then

tap Open.5. Enter the user name and password for your work account, and then

tap Sign in.

To sign in to the OneDrive for Business app from an iPhone:

Delete the selected item.

Notes

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