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Microsoft OneDrive for Business Cloud-Based File Storage

OVERVIEW What is OneDrive for Business?

OneDrive is a cloud-based storage solution from Microsoft, and it

syncs with your desktop and mobile device. If you are familiar with

Dropbox, you already know how OneDrive for Business works

(including seeing OneDrive in your folder list). With 5 terabytes of

storage, you’ll always have plenty of room to store even the largest

files. Folders and files can be shared between users and groups, and

starting in August, they can even be shared with and between middle

and high school students! OneDrive also works great on iPads and

MacBooks. Users who switch to Windows 10 will see several excellent

features unavailable on other platforms.

Unlike Dropbox, Olathe staff can always recover deleted files by

working directly with our Microsoft team. Staff who are leaving the district can set up a free OneDrive

Personal account and move up to 5GB of their files before departing.

Best of all, OneDrive is available in your Office 365 suite of apps, so you can easily move and access files

from within other Office applications such as Word, PowerPoint, and Sway!

Jump To: Microsoft OneDrive for Business ................................................................................................................... 1

Cloud-Based File Storage ............................................................................................................................... 1

Accessing OneDrive for Business ................................................................................................................... 2

To Share a Document or Folder ..................................................................................................................... 5

Viewing Shared Files ...................................................................................................................................... 6

How do I stop sharing a document or folder? ............................................................................................... 7

Saving/opening files in Office straight to/from OneDrive ............................................................................. 8

(Windows 10 without sync client) .................................................................................................................. 8

Checking Remaining Storage Space ............................................................................................................... 9

Using OneDrive Sync Client on Windows 7 .................................................................................................. 10

Using OneDrive Sync Client on Windows 10 ................................................................................................ 12

Using OneDrive on iPad ............................................................................................................................... 13

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Accessing OneDrive for Business

INSTRUCTIONS 1. Open Office 365 in a browser.

a. Launch Internet Explorer or Chrome and enter: www.office.com

b. Enter your complete email address – username@olatheschools.org

c. Enter your network password. Click > Sign In.

2. When your account opens, Click on the OneDrive cloud icon.

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3. Click through the prompts to get started. If you haven’t used OneDrive before the only folders you’ll see

are the "Shared" folders. (Everyone gets permission to edit documents that you put in shared folders,

unless you change the permission settings. You can change the permission settings any time by following

the instructions for sharing a folder later in this article. We don’t recommend putting files in this folder)

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4. From this screen you can drag files or folders from your computer to where it says “Drag files here”.

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To Share a Document or Folder

1. Go to OneDrive for Business or the site library that has the document or folder you want to share.

2. Select the file you want to share, and then select Share.

3. In the Share dialog box on the arrow next to People in Olathe Public Schools with the link can view,

then select Specific People.

4. Enter the name of who you’d like to share the file or folder with in the “Enter a name…” field and then select

them from the list.

5. If you don’t want them to be able to edit the file(s), uncheck the allow editing box

6. Then click Apply

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Viewing Shared Files

From the main OneDrive screen click on Shared on the left-hand panel. This will show the files and folders that other people have shared with you.

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How do I stop sharing a document or folder?

To make a document or folder private again, you can stop sharing it.

1. Select the people icon for the shared document or folder to open the Manage Access dialog box.

2. In the Manage Access dialog box, select click the down arrow next to This link works for. To stop

sharing, click the “X” next to the individual’s name. To change their ability to view or edit, click

People you specify can edit to make the necessary changes.

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Saving/opening files in Office straight to/from OneDrive

(Windows 10 without sync client)

1. Open Word (or other Office program (Excel, PowerPoint, etc.) 2. Click > File 3. Click > Account (on the left toward the bottom)

a. If you're not signed in, click Sign in and enter your network credentials (You may need to close and re-open Word at this point if your name isn't appearing in the top right corner)

When saving from Word Click File > Save As and then click on the "OneDrive – Olathe Public Schools" folder

All of your OneDrive folders should appear in the "Save As" window that opens. So if you were to save the file in one of these folders it will also save it directly to your OneDrive on the web.

Opening files in Office directly from your OneDrive is similar, the difference being you would select File > Open, and then click the OneDrive – Olathe Public Schools folder.

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Checking Remaining Storage Space

1. Right click the OneDrive sync icon in the taskbar and select "Manage storage" then click View

OneDrive for Business storage which will you direct you to a webpage where you will sign in

and see more detailed information.

2. This will load the Storage Metrics page and will display your storage space information in the

top right corner.

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Using OneDrive Sync Client on Windows 7

If you have Office 2016 installed, the OneDrive sync client is included and can be accessed by

searching for OneDrive for Business in your Windows search field. If you have an older version of

Office installed, most likely 2013, contact the helpdesk and let them know you need to have a tech

upgrade your computer to Office 2016. Or you can ask for DYI instructions.

1. Click on OneDrive for Business in the search results

2. Ready to sync your OneDrive – Olathe Public School documents page will load

3. By default it will save your OneDrive folder to the C drive (c:\Users\xxxx\OneDrive - Olathe

Public Schools

4. Click Sync Now

5. Your files are syncing page will load. If you want to open the OneDrive folder and see the

progress click on the Show my files button.

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6. You can view your OneDrive folder by opening the File Explorer. Here it will add a link to

your OneDrive folder under your "Favorites" and will appear as "OneDrive – Olathe Public

Schools"

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Using OneDrive Sync Client on Windows 10

The OneDrive sync client is part of the Windows 10 package and so the client is already installed

when you login to the machine. The icon will appear in the taskbar as a set of clouds

To setup the sync client

1. Left click on the OneDrive icon in the task bar.

2. Set up OneDrive page will load

3. Enter your work email address and click Sign in

4. On the sign in page enter your network password and click Sign in. (If you don't want to be

prompted to re-enter your password, select the "Keep me signed in" box.)

5. This is your OneDrive folder page will load. By default your OneDrive folder will be saved to

the following path C:\Users\xxxxx\OneDrive - Olathe Public Schools

6. If you want to change the path of your OneDrive folder click the "Change location" link and

then browse to where you want the folder to be located and click Select Folder.

7. Click Next

8. Sync files from your OneDrive page will load. By default, it will sync all of your OneDrive

files that are stored on the web to your computer/device. If there are certain files or

folders that you don't want to have synced, uncheck them from the list.

9. Click Next

10. Your OneDrive is ready for you page will load. At this point your OneDrive folder will be

created and the files/folders from the web will begin to sync.

11. Click on the Open my OneDrive – Olathe Public Schools folder to view the status of the sync

(if you changed the name of the OneDrive folder it will appear in place of "OneDrive –

Olathe Public Schools")

12. As you can see, in the File Explorer your OneDrive sync folder will appear on the left hand

side under your "Quick access" options. If you don't change the name of the folder it will

appear as "OneDrive – Olathe Public Schools"

You can drag and drop files directly into your OneDrive sync folder. When it's syncing a blue icon of

circular arrows will appear and once it's done the icon will change to a green checkmark.

You can save files directly to the OneDrive sync folder as well just as you've done in the past with

your H drive.

If you try to drag over a folder with the same name it will notify you of any duplicate files. To

which you'll have the option to replace the files in the destination, skip the files, or decide for each

file individually. If you select to keep both versions of a file, the moved file will have a number

added to its name so it has a unique file name.

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Using OneDrive on iPad

1. Install the Microsoft OneDrive app from the App Store

2. When it's finished installing click on the OneDrive app

3. Enter your district email account and click > Go

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4. It will then load an Office 365 sign-in page where you will enter your district password

5. Click > Sign in

6. Your main OneDrive files page will then load

Along the bottom you have a button for Files, Recent, Shared, and Library.

The Camera button in the center is an in-app scanner that allows you to scan or photocopy

from your device.

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Files is your main OneDrive files page, Recent are the files you've recently opened/edited, Shared

are the files that have been shared with you, and Libraries are files that are shared via Teams and

SharePoint sites that you follow.

To upload a picture that's stored on the iPad: Click the + sign in the Files section and click "Upload"

to browse for the photo. (You have to allow the OneDrive app access to view your photos in order

to upload them)

Working with Offline Files

Offline files are read-only and so if you edit the file offline, it saves it as a new file and does not

change the original. Its main function is to view files without an internet connection.

To make a file viewable offline select it, click the three dots at the end of the row, and select Make

Available Offline from the drop-down menu.

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Now when you go to the Me icon and look under Offline Files it will be listed.

To make the file online again select the file once more and click on the parachute icon again to

revert the file to online mode. As you'll notice the cloud icon will be blue when the file is in offline

mode.

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The Recycle Bin is also under the Me icon. To restore a file or folder press your finger on a file or

folder and hold until the blue bar appears along the top. Then click on the circular arrow (Restore)

button and the file or folder will be placed back in its original location.