the dnr guide to using onedrive · 2016-09-08 · onedrive, simply right-click in the onedrive...

Department of Natural Resources IT Customer Care July 5, 2016

DNR Office of Information Technology -- IT Customer Care

The DNR Guide to Using OneDrive

Contents First Things First ............................................................................................................................................ 2

Bandwidth Issues ...................................................................................................................................... 2

Use Cloud-based OneDrive, Not OneDrive on Your Computer ................................................................ 2

Setting Up Cloud-based OneDrive ................................................................................................................ 2

Uploading Files and Folders .......................................................................................................................... 4

Accessing Your Files and Folders .................................................................................................................. 5

From a Computer ...................................................................................................................................... 5

From a Windows Tablet ............................................................................................................................ 5

From an Android or iOS Phone or Tablet .................................................................................................. 5

Creating Folders ............................................................................................................................................ 6

Sharing Files and Folders .............................................................................................................................. 7

Sharing Files Within DNR .......................................................................................................................... 8

Sharing Files Outside DNR but Within Other GETS Agencies .................................................................. 11

Sharing Files Outside State Government ................................................................................................ 13

Sharing Folders ........................................................................................................................................ 13

Sharing Files and Folders by Using a Link................................................................................................ 16

Working with Your Files .............................................................................................................................. 17

Online Applications ................................................................................................................................. 17

Computer Applications ........................................................................................................................... 17

OneDrive Toolbar ........................................................................................................................................ 18

Downloading Your Files .............................................................................................................................. 18

Re-Uploading Your Files .............................................................................................................................. 18

Deleting Files in OneDrive ........................................................................................................................... 19

The DNR Guide to Using OneDrive –


First Things First

Warning! - If you have not yet read DNR’s OneDrive Guidelines document, then please stop now and read that document. You must be aware of DNR’s guidelines on what types of information you can - and cannot - store in your OneDrive account.

Bandwidth Issues These instructions tell you how to upload, access, and edit your files without synchronizing them to your computer. OneDrive can be set up to synchronize the files on your OneDrive in the cloud and OneDrive on your computer. For many of DNR’s locations, the available Internet bandwidth does not permit continual synchronization of OneDrive files. Such continual synchronizing activity would adversely affect the speed of the Internet connection at such locations. Therefore, DNR IT recommends that you determine exactly which files you want to store and access in OneDrive and then upload only those files.

Use Cloud-based OneDrive, Not OneDrive on Your Computer You may have noticed a OneDrive for Business selection in your Microsoft office 2013, which is OneDrive on your computer. Do not use your computer-based OneDrive. You have to start with OneDrive by first setting things up in your cloud-based Office 365 account. Use only cloud-based OneDrive, which you access by logging in to your Office 365 account at: https://outlook.com/gets.ga.gov . Once you access your cloud-based OneDrive and set it up, then you can use OneDrive.

Setting Up Cloud-based OneDrive To start with your cloud-based OneDrive, sign in to your Office 365 account by using this link: https://outlook.com/gets.ga.gov Once you sign in, click Office 365 in the header bar, or click the blue square with the nine white squares, to display the available cloud-based applications:

https://outlook.com/gets.ga.gov




Click the OneDrive button to launch OneDrive and display the Welcome to OneDrive for Business screen:

For our purposes, click the No Thanks button to continue to the cloud-based OneDrive screen:



At this point, your OneDrive screen will be empty because you have not yet uploaded any files to it.

Uploading Files and Folders To upload a file or folder into your OneDrive, use Windows File Explorer locate the file or folder you want to upload and then drag the file into the OneDrive “Files” area. This will copy files or folders from your computer to your OneDrive account. Note that the information bar will display an uploading message – in this example, it says “Uploading 1 item”:

After the file or folder uploads, the file or folder displays in the OneDrive window.



Accessing Your Files and Folders You can access your files and folders from any device, whether a computer, tablet, or smart phone.

From a Computer To access your OneDrive files and folders from a computer (Windows or Apple computer, either from work or another location):

1. Use your browser to log in to your Office 365 account at: https://outlook.com/gets.ga.gov .

2. Click Office 365 in the header bar, or click the blue square with the nine white squares, to display the available cloud-based applications.

3. Click the OneDrive button to launch OneDrive and display your available files and folders.

From a Windows Tablet Because your Windows tablet is a computer running the Windows operating system, you access your OneDrive files just like you would if you were using a desktop or laptop computer:

1. Use your browser to log in to your Office 365 account at: https://outlook.com/gets.ga.gov .

2. Click Office 365 in the header bar, or click the blue square with the nine white squares, to display the available cloud-based applications

3. Click the OneDrive button to launch OneDrive and display your available files and folders.

From an Android or iOS Phone or Tablet You can download several free Microsoft applications (OneDrive, Word, Excel, PowerPoint, etc.) to use on your Android and iOS (Apple) phones and tablets. To access your OneDrive files and folders from your phone or tablet, download the OneDrive app from the applicable store. Once you enter your DNR e-mail account information, you should be able to start and use the OneDrive app right away. This image shows an Android cell phone displaying the exact same OneDrive contents also shown on the computer monitor in the background.





Creating Folders You create folders in OneDrive the same way you create folders on your computer. To create a folder in OneDrive, simply right-click in the OneDrive storage area to display this pop-up:

Note that you can also directly create other files – Word document, Excel workbook, PowerPoint presentation, OneNote notebook, and Excel survey – using the right-click method in your OneDrive space.

Select New -> Folder to display the Folder window:



Enter a name for the folder you want to create. In the example shown, the folder name is Test Folder.

Click the Create button to create the folder and return to your OneDrive.

Sharing Files and Folders

Important! You can assign two statuses with the people with whom you share files and folders: Can Edit, or Can View. Can Edit means the other person can edit the file or folder in your OneDrive folder. Can View means they can only read the file; they cannot edit the file or folder.



You can share files and folders with anyone in DNR, or other people in other Agencies within the State of Georgia (SOG) network, or with people external to the Agency. The procedure for sharing files is slightly different from directions for sharing folders. The procedure for sharing anything with someone outside the Agency or SOG network is also slightly different.

Sharing Files Within DNR These directions are for sharing files within DNR, selecting names from the Outlook Address Book. To share a file that you have stored on OneDrive:

1. Locate the file, and then right-click on it to display this pop-up:

Important! The example screen shown above uses a JPEG file as the file selected for sharing. If you select a Word document, Excel spreadsheet, PowerPoint presentation, or any other file created with the Microsoft office suite of products, you will also have selections for opening the file using the application that created it.



2. Click Share to display the File Sharing screen:

Warning! If there is an Everyone selection, then do not select Everyone. GTA was supposed to remove the Everyone selection. If (for whatever



reason) you do have the Everyone selection, and you mistakenly select it, your file or folder will be shared with over 44,000 state of Georgia employees!

3. In the blank box, enter the name of the person (in lastname, firstname format) with whom you want to share the file.



4. In case of same or similar names, select the name of interest to you.

5. Assign one of two statuses with the intended recipient: Can Edit, or Can View.

6. Check the Send an email invitation box. Include a message in the optional message box, if you want.

7. Click Share. If you checked the Send an email invitation box, the recipient will be notified.

Sharing Files Outside DNR but Within Other GETS Agencies

Important! Information in this section applies to recipients in one of the other State agencies under the GETS contract, with their e-mail managed by the Georgia Technology Authority and employees listed in the Outlook Address Book.

The procedure for sharing a file outside DNR, but within other GETS agencies, is similar to sharing a file within DNR.

1. Enter the recipient’s name of the person (in lastname, firstname format) in the box shown. If the person is listed in the global Outlook Address Book, no matter which other GETS agency, their name should populate.




3. Ensure the box titled Send an e-mail invitation is checked, so the recipient will be notified.

4. Click Share to share the file. The recipient will receive an e-mail with a link on which they can click to access the file.



Sharing Files Outside State Government

Important! If your recipient does not have their own Office 365 account, either on their own or through their organization, then they will have to open a free Microsoft Outlook account so they will have Outlook and also OneDrive to use to access the file or folder you want to share with them. You must also send them any links, for sharing files or folders, to your recipient’s Outlook e-mail account, not their work e-mail account.

1. Enter the recipient’s e-mail address in the blank box.

2. If you have corresponded with that person before, then their e-mail address should populate.

3. If you have NOT corresponded with that person before, then you will get a message saying, “We couldn’t find an exact match.”

4. You will be prompted that the recipient is outside your organization.


6. Ensure the box titled Send an e-mail invitation is checked, so the recipient will be notified.

7. Click Share to share the file. The recipient will receive an e-mail with a link to access the file

Sharing Folders Sharing folders is quite similar to sharing files, except that, when you right-click on a folder to share, the pop-up menu selection looks like this:



Note that, unlike the Share File popup, the Share Folder popup does not have the Download or Version History selections.

Click Share to display the Share Folder window:

In the box provided, enter the name of the person (in lastname, firstname format) with whom you want to share the file. The available name (or manes, in case of similar last names) will display.



In case of same or similar names, select the name of interest to you:

Click the Can edit pulldown at the right of the name block to display selections for Can edit and Can view. Select Can edit if you want others to be able to edit the file; select Can view if you want them to be restricted only to viewing the file. Your selection here will apply to everyone with whom you choose to share access to the folder.



Another important thing about sharing a folder is your selections for Share everything in this folder, even items with unique permissions and also Send an e-mail invitation.

Sharing Files and Folders by Using a Link You can also share a file or folder by using a link to send to the person. At the Share Folder screen, select Get a link to display a link for the shared folder that you can copy and paste into an e-mail.



Working with Your Files Once you have your files on OneDrive, you can work in the cloud on Microsoft files and documents by right-clicking on them and selecting the application (Word, Excel, etc.) and also whether you want to work on the document using (for example) Word on your computer or Word Online.

Generally speaking, the only difference between using the Online version of an application (such as Word) and using the computer-based version is that the computer-based version will have some more features. Note that Excel Online, in particular, may have more constraints, such that you would have to use your computer-based Excel.

Online Applications Selecting Open in Word Online will open the document in a new browser tab. Also, if you double-click on any Microsoft file, it will open in a new tab with the online version of the application for that file.

Computer Applications Selecting Open in Word (on your computer) will display an External Protocol Request window, which simply lets you know your OneDrive wants to launch Word on your computer so you can edit the document. Note that you are editing the document “in the cloud,” on OneDrive. When you save the document, it will save to OneDrive location in the cloud.



OneDrive Toolbar If you do not have any files selected in OneDrive, then the Toolbar displays three options: New, Upload, and Sync.

If you have any files or folders selected, then the Toolbar changes to display Open, Share, Get a link, Download, Delete, Move to (which moves only to another location on OneDrive), Copy to (which copies only to another location on OneDrive), Rename, and Version history. Depending on your screen resolution, some of these selections may be “hidden” under a three-dot prompt ( … ).

Downloading Your Files You may decide you want to work with your file locally, on your computer, instead of on OneDrive. To do so, you will first have to download the file. Select the file you want to download, then either select the Download link in the toolbar or right-click the file and select Download to save the file to your computer.

Important! - If you choose to download a file or folder, OneDrive downloads it according to the settings in your browser. That is, if you set your browser options to prompt you for where to save the downloaded file, you can choose the destination directory. If your browser is set to its default of downloading to the Downloads directory, then OneDrive will save the file in your Downloads directory on your computer.

Re-Uploading Your Files When you finish editing a file on your local computer, you will need to copy it to OneDrive again. If you changed the file name, then just drag the file from your File explorer to your OneDrive location in your browser.



If you did not change the file name, then if you drag the file to OneDrive, you will get an Item wasn’t uploaded notice.

Click on the notice to display this screen, which is prompting you for confirmation that you do want to replace the file:

Click Replace to replace the file in OneDrive with the one you want to copy from your computer.

Deleting Files in OneDrive Deleting a file in OneDrive moves it to your OneDrive Recycle Bin, where it will automatically deleted 93 days after you put the files in the recycle bin. (If your recycle bin is full, the oldest items will be automatically deleted after three days.)

Important! Deleting files from your Recycle bin will place them into your Second-Stage Recycle Bin. It is from this second-stage recycle bin that you delete your files permanently.

To delete your files quickly and permanently:

1. Go to the OneDrive website.



2. Click Recycle bin in the left pane to open your OneDrive recycle bin.

3. To delete all items in the OneDrive recycle bin permanently, tap or click Empty recycle bin.

4. To delete individual items permanently, select their check boxes and click Delete selection.

5. You will be prompted with an Are you sure . . .? prompt. Click OK.

6. Once you have deleted your items, then – from your Recycle bin window (which should still be open) – at the bottom of the window, click second-stage recycle bin.

7. Your second-stage recycle bin will open and display (note the absence of an Empty recycle bin selection)



8. From your second-stage recycle bin, select the files you want to delete permanently and click Delete selection. This displays another Are you sure . . .? prompt.

9. Click OK. Your selected file or files will immediately be deleted permanently.

the dnr guide to using onedrive · 2016-09-08 · onedrive, simply right-click in the onedrive...

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