What is OneDrive for Business?
OneDrive for Business is Microsoft’s corporate cloud computing solution and all employees have1 TB storage in their
OneDrive accounts.
You can upload any document from your local computer to your OneDrive, or you can create and edit files directly from OneDrive (see the OneDrive for Business: Online Apps).
Once a file is on your OneDrive you will be able to access the file from any computer, tablet or phone with internet access.
With your OneDrive you
- get 1 Terabyte of storage
- can create and update Microsoft Office documents through a web browser, so you can continue working on them even on a computer that doesn't have Microsoft Office installed on it
- can share documents with colleagues inside and outside the company
- can recover deleted documents or roll back to previous
Access OneDrive for Business
You can access your OneDrive for Business from the Office 365 portal.
From the Office 365 portal
1. Sign in to Office 365 (https://login.microsoftonline.com/) with email address and password
and then select OneDrive
Working with files
You can create files and folders, upload and preview files using OneDrive for Business from any device with Internet access.
Create, upload and preview
Log in to Office 365 (https://login.microsoftonline.com/) and go to OneDrive for Business
To create a new file or folder
Click To upload a file from your computer to OneDrive
Click and browse to the file(s)
To preview a file in OneDrive
- Click on the file name . The preview will open a new tab with a preview of the file in Word/Excel/PowerPoint online. You can choose to edit the document online or download it and edit in Word/Excel/ PowerPoint.
File actions
When you select a file in OneDrive for Business (click the radio button to the left of the file name to select it) a number of different actions are displayed at the top of the page – Open, Download, Delete, Copy to etc.
These actions (and some additional ones) can also be accessed by clicking the ellipses (…) to the right of the file name in the file list.
Most of the actions will be familiar as they are similar to those found in desktop applications.
Sharing
You can easily share folders and files in your OneDrive for Business with colleagues inside or outside the company. When sharing you can assign edit or view permissions depending on whether or not you want to allow colleagues to be able to update the content of your files, or just read them.
You can share using the Invite people option or Get a link option – use whichever method you prefer.
Share a file
Invite people
When you use the invite option you send them an email from OneDrive for Business that gives them a link to the file you are sharing with them.
- Select the file you want to share
- Click
- For Leo A Daly & LAN employees: -
Enter the name of the person you wish to share with (if multiple names, separate with a semicolon ; and a space) into the Invite field – when they appear in the list click on their name to select
or For external colleagues: -
Enter the full email address of the person you are sharing with
- Select the type of people you would like to allow access to the document or folder (1)
- Select whether you want to grant edit or view permission to invitees (2)
- Set an Expiration for when the document will no longer be viewable if you wish (3)
- Add a personal message if you would like to be included with your link to the document (4)
- Choose Copy Link to copy the link to send via a different method (5)
- Choose Outlook to send the invitation via Outlook (6)
- Click Send to complete providing your colleague with access to your document (7)
Copy link
You can also use the Get a link option to share files as an alternative to inviting people
- Select the file you want to share
- Click
- Select Anyone with the link can view and edit to set addition options (such as Allow Editing, Expiration, and
- who has the ability to see the document)
- Click Copy to copy the link
- Create a message – probably from your email or Jabber
- Paste the link into your message
- Send your message
Link types
Restricted link
·Restricted link – Only specific people can open this link (created)
o Only people that you have specifically given permissions to can edit, copy or download the file. You can share the file before you send the link, or you can send the link and the recipient can request access when they want to access the file.
Links for internal sharing
·Edit link – Leo A Daly or LAN Office 365 account required. Colleagues can edit, copy or download the file
·View link – Leo A Daly or LAN Office 365 account required. Colleagues can view, copy or download the file
Guest links
·Edit link – no sign-in required. People outside the organization can edit, copy or download the file
·View link – no sign-in required. People outside the organization can view, copy or download the file
Manage Access
Stop sharing or change sharing permissions
You can stop sharing an item, or change the permissions others have to it, if you are the owner of the item or have edit permissions.
- Select the file whose permissions you wish to change
- Click button located on the right of the page.
- Select the person whom you wish to modify access to the document
- Choose Can View or Can Edit to modify their permission to the document
You can switch permissions between editing and viewing, or you can stop sharing any links you created
Share a folder
When you share a folder, you automatically share all the items that are in that folder.
Sharing a folder can provide a quick way to share several files at the same time, and can provide a quicker way of sharing several documents than sharing each file individually.
·To create a new folder click New and choose Folder
To share a folder, follow the same procedure as when sharing a document, but share the Folder that contains the files.
Shared with me
To view documents which other users have shared with you choose Shared with me
from the left hand menu
Delete/restore/find files
Delete files and folders
1.Select the items you want to delete
2.Click Delete
·Deleted items will be moved to the Recycle bin
Recycle bin
If you have deleted items by mistake, you may be able to restore them from the recycle bin
Restore deleted items
- Tap or click Recycle bin at the bottom of the left pane.
- Select the item(s) you want to restore
- Tap or click Restore
NOTE
·OneDrive automatically empties files from the recycle bin if they've been there for 30 days. If you want to keep a file that's in your recycle bin, make sure you restore it within 30 days.
·If your recycle bin is full, the oldest items will be automatically deleted after 3 days
Permanently delete items
1.Tap or click Recycle bin at the bottom of the left pane
To delete selected items
2.Select the item(s) you want to restore
3.Tap or click Delete
To empty the recycle bin
·Tap or click Empty recycle bin.
Restore an older version of a file
If you edit a file and save your changes and then decide that you want to return to a previous version of the file, you may be able to do so using the Restore feature.
View a previous version of a file
You can view a previous version of a file before restoring it to check that it is the one that you want.
- Right-click (or select) the file that you want to view an earlier version of
- Click Version History
- In the Version History dialog box, select the link for the document version you want to view
The file opens in its application. Depending the file type you may see options for comparing document versions.
To restore a previous version
- Right-click (or select) the file that you want to restore an earlier version of
- Click Version History
- In the Version History dialog box, click the three dot button next to the version of the document that you want to restore
- Click Restore
- Click OK
The document version you selected becomes the current version. The previous current version becomes the previous version in the list.