This entry is to help users understand how to use Microsoft OneDrive. It will outline from start to finish how to get a document onto OneDrive and how to share it with different people in your address book and allow them to make edits to the document.
Step 1: Open Office 365
All workstations have a shortcut to Office 365 on the desktop. Double click on this icon and Office 365 will open. Depending on your settings, you may have to login before all applications appear.
(Refer to Figure A)
Step 2: Open One Drive
After logging in, you will be able to see the apps available to you. Select OneDrive from the list of applications.
(Refer to Figure B)
Step 3: Upload the File
Once you open OneDrive, you will see all the documents you currently have uploaded to OneDrive. If you already see the document you want to share, skip to the next step. If not, click "Upload" on the action bar just below your name. A dropdown box will appear as shown in Figure C, click file if it is a single file or select folder if you wish to upload a folder.
A window will open and allow you to browse your workstation for the file you wish to upload. Find the file and open it.
(Refer to Figure D)
Step 4: Open Sharing
Once the file is selected, the window will close and it may take a few seconds to upload the file. Once it is uploaded, find the file in your documents list on OneDrive and click the sharing icon.
(Refer to Figure E)
Step 5: Share the File
After clicking the sharing icon, a sharing tab will open and allow you to enter the names of who you would like to share the document with. Most employees will show up by typing in the first name, as shown in Figure F, but people outside of the agency will require their full email address entered into this box.
*Do not forget to press "Send" after all recipients are added.*
Step 6: Accessing the File
Once the file is sent, the recipients will receive an email notification that will let them know a document has been shared with them. The link inside of this email will take them to the document and allow them to edit the document for all other recipients to see.
*Make sure recipients that are making changes remember to save the document before closing it. In most cases, when the document is edited in Word Online the changes will be show live amongst all contributors.*
Step 7: Stop Sharing a Document
To stop sharing a document, select the document and click "Manage Access" on the right pane of OneDrive.
(Refer to Figure G)
Click "Stop Sharing" at the top of the right pane. OneDrive will ask if you want to stop sharing, Click "Stop Sharing"
(Refer to Figure H)