OneDrive User Guide

OneDrive User Guide

1.0                Introduction

Microsoft OneDrive is the corporate cloud-based file storage, synchronisation and sharing service which can be used to:

·         Backup files

·         Synchronise files between devices

·         Share files too large to send via email

·         Share files with external organisations

·         Collaborate live on documents

OneDrive can be accessed from Windows, Mac, Android and iOS devices. Each staff member is allocated 1 terabyte (TB) or 1024 gigabytes (GB) of storage, which is enough to store roughly 250,000 photos, 250 movies, or 6.5 million PDFs.

OneDrive can also be used to synchronise files from Teams channels and SharePoint sites.

2.0                Setting Up OneDrive

OneDrive will be installed on your device by default, it can be located in the system tray, by selecting the upwards arrow in the bottom right corner next to the clock.
Locate and click on the grey cloud icon
Select ‘Sign in’ when prompted and input your password if required:



      Select ‘Next’:


          Select ‘Next’ a further 3 times followed by ‘Later’ to skip the prompt to setup OneDrive on your mobile.

Select ‘Open my OneDrive folder’ to complete the setup:

Part of this setup creates shortcut to the folder in the file explorer found between ‘Quick access’ and ‘This PC’. Look for the cloud icon followed by ‘Fred. Olsen Group’:


From within this directory you can create folders, upload and share files, all which will be automatically synchronised to the Microsoft Cloud.

Please note that the building icon (  ) and the cloud icon () are for SharePoint sites and OneDrive connections respectively.

3.0                Synchronising SharePoint Files

To get setup with OneDrive and start synchronising files follow these steps:

Sign into https://office.com, Select the Apps icon, which is located on the left-hand side, followed by OneDrive:





 

Navigate to the SharePoint site, and select the ‘Sync’ button along the top:



Select ‘Open Microsoft OneDrive’ when prompted:



Select ‘Sign in’ when prompted and input your password if required:



Select ‘Next’:


         Select ‘Next’ a further 3 times followed by ‘Later’ to skip the prompt to setup OneDrive on your mobile.

Select ‘Open my OneDrive folder’ to complete the setup:

Part of this setup creates shortcut to the folder in the file explorer found between ‘Quick access’ and ‘This PC’. Look for the cloud icon followed by ‘Fred. Olsen Group’:


From within this directory you can create folders, upload and share files, all which will be automatically synchronised to the Microsoft Cloud.

Please note that the building icon ( ) and the cloud icon () are for SharePoint sites and OneDrive connections respectively.

4.0                Sharing Files

You can share files or folders directly from the file explorer by following these steps:

Right-click the file or folder and select ‘Share’:



Select the settings cog to change the permissions:



Set the permissions as you require them, and select ‘Apply’ once satisfied:



Then input the intended recipients for the file and select ‘Send’ to email a link to the file or folder. Alternatively, select ‘Copy Link’ and you can send a link via Microsoft Teams, Outlook or other chosen software:


5.0                Status Icons

OneDrive uses a number of status icons to indicate the state of a given file or folder.

The main icons have been summarised in this table:


6.0                Files On-Demand

OneDrive has a feature known as ‘Files On-Demand’ which aims to reduce storage usage on devices by only downloading and synchronising the file after it has been opened.

For example, if a folder or Microsoft SharePoint site has been shared with you, by default, OneDrive will not download all of the files therein, in an effort to save the storage space on your device.

It will instead list the files available to you. Upon opening the file for the first time it will then download it to your device. The icon for the file will also change accordingly.

Further information on this feature can be found here.



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