OneDrive - Intro to OneDrive
OneDrive is cloud storage that allows users to access their data from any device that is connected to the Internet. You can easily store your files and collaborate with others. Users will receive 1TB of storage space. Your files will be accessible from any Internet-connected computer or mobile device. We recommend downloading the OneDrive App as well as other the Microsoft 365 app.
Benefits of OneDrive
How to Create New files and folders
Click on New and you will be able to create New folders to stay organized, or you can create Word, Excel, PowerPoint, or OneNote files. These files will be saved on your OneDrive automatically depending on what folder you are currently in.
Example: If I am in My files > Resume and click on New this will save the file here.
When you open a New document, it will save as you type. In order to name the file, click on the down arrow to the right of Saved (1 in the picture below) and name your file. In the example below, I am saving to my Documents folder. To move this file to a new folder on your OneDrive click the arrow to the right of Saved (2 in the picture below)
How to upload existing files and folders
If you have files on your device, you can move them to the cloud so that you have access to them anytime that you have internet access.
Click on Upload and select if you want to upload files or folders. You select more than one file or folder by holding down the ctrl key while clicking on the files or folders.
How to Rename files and folders
In OneDrive, find the folder you want to rename. Select it by clicking the circle to the left. Click the three dots to the right (1 in the picture) and select Rename (2 in the picture).
You can also do step one and select Rename from the menu at the top of the screen.
How to share files and Folders
DISCLAIMER TO STRESS TO THE USER: It is important to be aware of who you are sharing files with, and what you are sharing with them. We want to make sure we are not sharing any PII or information that needs to be secure. We want to try to use People in Bristol Community College with the link so we don’t have files available to just anyone.
Allow editing or No edit rights
Set expiration dates
For security and best-practice reasons, we normally do not want to share documents with Anyone with the link. However, we do sometimes need to share with outside people/organizations. In these instances, you will want to set an expiration date on the file.
For this example, we want to share a file called The Test Document.docx. Click on the file to select it and click the three dots and choose Share
The default (and the standard) is People in Bristol Community College with the link, but for this example, we want Anyone with the link. Choosing this, Other settings will become available. In the image below, click on the MM/DD/YYYY to set an expiration date.
People in Bristol Community College (recommended)
Anyone with an active @bristolcc.edu account can access it
(This includes: Staff, Faculty, and Students.)
Allow editing or No edit rights
People with existing access
Specific People (recommended)
Lockdown who has access to the file or folder
Allow editing or no edit rights
Send as a Microsoft message
This will send a message from Microsoft to whomever you are sharing the file/folder with letting them know a file/folder is being shared with them.
You want to populate the Message field with something. Leaving the Message field blank will often cause the email to get incorrectly flagged and moved to the recipient’s Spam folder.
Copy link
This will create a link that you can use in documents or send to others.
Outlook
This will open Outlook and allow you to send a message from your Outlook account to whomever you would like. This will allow you to send a more custom message than the first option.
Manage Access
Here you can see who has current access to a file or folder. You can easily remove access if you need to or adjust someone’s access.
Hover your mouse on the three dots near the file /folder and click on Manage access
Click on the three dots and you can remove, edit and view who has access to your share
How to check the version history
If a file has been on OneDrive and you or others have edited it, you can see the file version history. This is a great tool, especially if someone accidentally made changes to a file. Users can easily see all the dates that the file has been edited and recover the file if needed.
Hover your mouse over the three dots and click on Version history
Shared
You can see files/folders that have been shared with/by you.
If you accidentally delete a file/folder, you have 90 days to recover the files
Sign into OneDrive on your system
For the best experience with OneDrive, we recommend that you sign into OneDrive on your system. This will allow you to easily access your files on your system using File Explorer.
Make sure to sign in using your third-party id!
If you don’t have OneDrive open, type OneDrive in the search bar, and click on it.
Attaching in Outlook shows most recent oneDrive documents you worked on and you can easily browse
