using one drive · web viewestablish a retention policy (onedrive admin center). there should be a...

User Guide

OneDriveUsing OneDrive

Submitted by: Karen HornigAugust 22, 2016

Table of Contents

Governance Recommendations..........................................................................................2What is OneDrive................................................................................................................3What Can I Store in OneDrive.............................................................................................3Accessing OneDrive on Your Computer- Windows..............................................................4Accessing OneDrive on Your Computer- MAC.....................................................................5Mobile Access.....................................................................................................................6Invalid File Names & File Types..........................................................................................7Sync Files- Windows...........................................................................................................8Sync Files- MAC................................................................................................................11Restore Deleted Files........................................................................................................15

OneDrive 1 www.answerware.com

Governance Recommendations

AnswerWare recommends that the following are default policies for the configuration and use of OneDrive for all users at all client sites.

Policy OneAll User Profile folders and documents are redirected to OneDrive.

Policy TwoOnly PERSONAL data, fully owned by the user, should be stored in OneDrive. No organizational data at all. Some items related to the user and the organization, for example, a user copy of their performance review can be stored in a user’s OneDrive. All contents must conform to organization AUP

Policy ThreeExternal sharing of OneDrive data will be constrained to READ ONLY. Access to OneDrive stored data is controlled by and at the discretion of the user.

Policy FourEstablish a retention policy (OneDrive Admin Center). There should be a procedure on how to handle data stored in OneDrive. Data stored in OneDrive grants permission for organizations to have full access and retention of data, subject to discovery, until mutual review of contents. Following the review of contents, the organization will control removal of OneDrive stored data. Archive OneDrive data upon user separation until joint review of data is completed. The organization will provide separated user access to, or copies of data on user provided storage media.

What is OneDrive

With Office 365’s OneDrive, you can store your files in one place. OneDrive is cloud-based and does not keep documents on your computer/ They are for your personal use and no one else can see them, unless you share a file or folder within OneDrive with them. You can get to your files on OneDrive from any device OneDrive 2 www.answerware.com

that connects to the internet. OneDrive is encrypted, and you will never have to worry about losing your files.

What Can I Store in OneDriveTechnically, any type of file can be stored on OneDrive. However, it is just to keep personal files here, as only you can see your files on OneDrive. Files that are company related should be saved to where the appropriate people have access to files, places like SharePoint.

Accessing OneDrive on Your Computer- WindowsYou can access OneDrive online via Office 365 or on your local pc. Login to Office 365 and OneDrive is there with the rest of your Office 365 apps.


From an office program you can FILE, SAVE AS, and select OneDrive.

Accessing OneDrive on Your Computer- MACJust like a Windows pc, you can access OneDrive online via Office 365 or on your local pc. Login to Office 365 and OneDrive is there with the rest of your Office 365 apps.


From an office programs you can FILE, SAVE AS, and select OneDrive.

Mobile Access

Microsoft OneDrive can be put on your phone or tablet. You can visit this link here:

https://onedrive.live.com/about/en-us/download/

It is also available in the APP Store and Google Play.


https://onedrive.live.com/about/en-us/download/

Invalid File Names & File TypesCertain characters have special meanings when used in file names in OneDrive, such as "*" for wildcards, and "\" in file name paths. If a file or folder you’re trying to upload to OneDrive contains any of the characters listed below, it may prevent files and folders from syncing. Rename the file or folder to remove these characters before you upload it. To rename a file or folder in Windows, select it and press F2. To rename a file or folder on a Mac, select it and press the 'return' key.

Invalid File or Folder Names:These names aren't allowed for files or folders: AUX, PRN, NUL, CON, COM0, COM1, COM2, COM3, COM4, COM5, COM6, COM7, COM8, COM9, LPT0, LPT1, LPT2, LPT3, LPT4, LPT5, LPT6, LPT7, LPT8, LPT9.

File Name Length: The entire path, including the file name, must contain fewer than 400 characters for OneDrive


Sync Files- WindowsWith OneDrive, you can sync files between your computer and the cloud, so you can get to your files from anywhere. You can work with your synced files directly in File Explorer and access your files even when you’re offline. Whenever you’re online, any changes that you or others make will sync automatically.

Note: If you’re on Windows 10, your computer already has the OneDrive desktop app on it. If you’re on a Mac or an earlier version of Windows, go to onedrive.com/download and download the OneDrive desktop app.

To sync OneDrive to your computer: 1- Select Start, type OneDrive2- Select the OneDrive desktop app

3- Type in your email address4- Click SIGN IN

5- The

following screen will appear.6- Click NEXT


https://onedrive.com/download

7- Arrow through all the screens

8- Click NEXT9- Click OPEN MY ONEDRIVE

folder

Once you're synced, you’ll see your files in File Explorer. On a Mac, your files will appear under OneDrive in the Mac Finder.

If you use more than one account, your personal files appear under OneDrive – Personal and your work or school files appear under OneDrive - CompanyName.

You can copy or move files from your computer to OneDrive right from your file system. You can also click the OneDrive cloud icon in the Windows notification area to check status on your files. Click the Settings gear to add an account, or manage other sync settings.


Sync Files- MAC1- Go to the Launch Pad and Open OneDrive

2- You will be prompted to login. Enter your Email address and click SIGNIN


3- Enter your password and click SIGNIN

4- Your One Drive Folder has now been set up.


5- Check the folders that you would like synced and click NEXT.

6- You’re OneDrive is now ready and syncing!!!

7- You can see in Finder that your One Drive is now active here.


Restore Deleted FilesIf you accidentally delete a file or folder in OneDrive, you may be able to recover it later from the OneDrive recycle bin.

1- Go to the OneDrive website (Office 365, click on OneDrive). OneDrive 12 www.answerware.com

https://go.microsoft.com/fwlink/p/?LinkID=251869

https://support.office.com/en-us/article/delete-a-file-or-folder-21fe345a-e488-4fa7-932b-f053c1bebe8a

2- You might need to sign in with your Microsoft/Work account.3- In the navigation pane, select Recycle bin.

4- Select the files or folders you want to restore by pointing to each item and clicking the circle check box that appears, and then click Restore.

Tip: If you're using OneDrive with your personal account, you can select Restore all items to restore everything in your recycle bin. This option isn't available in your work or school OneDrive.Note: If you're signed into OneDrive with a Microsoft account, items in the recycle bin are automatically deleted 30 days after they're put there. If your recycle bin is full, the oldest items will be automatically deleted after three days. If you're signed in with a work or school account, items in the recycle bin are automatically deleted after 93 days, unless the administrator has changed the setting.


using one drive · web viewestablish a retention policy (onedrive admin center). there should be a...

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