Microsoft OneDrive is a cloud based storage service. This means that files uploaded into a user's OneDrive folder and saved in a secure location that is accessible on any device the user is signed in to. This can be useful if a user wants to backup their data so it will not be lost, access their data on different devices, or share files with other users securely.
This entry will cover 3 topics: Accessing Your OneDrive Folder, Saving Files to OneDrive, Sharing Files Using OneDrive.
Accessing Your OneDrive Folder
Through Office 365:
1. Sign In to Office 365
Select the Office 365 shortcut on your desktop and login to your Office 365 account.
2. Select OneDrive
Once you have signed in, there will be an apps section at the top of the page. The OneDrive app will be here. Select it to open OneDrive.
3. This is your OneDrive Folder
After opening the OneDrive app you will be taken to a page with your files. This is your OneDrive folder. Everything in here will be synched to the cloud and accessible on other devices.
*For assistance on how to access your OneDrive folder through Office 365, refer to Figure A-1*
Through File Explorer
1. Open File Explorer
Look for File Explorer pinned to your taskbar, or press the windows key and type "File Explorer".
2. Find "OneDrive - Monterey One Water" in the left pane
Once you have File Explorer Open, the left pane will display different locations on your computer and on the network. Search through this list for "OneDrive - Monterey One Water."
3. This is your OneDrive Folder
After selecting the "OneDrive - Monterey One Water" folder from the left pane, you will arrive at your OneDrive folder. Everything inside of this folder will be synced and be accessible on other devices.
*For assistance on how to access your OneDrive folder through File Explorer, refer to Figure A-2*
Saving Files to OneDrive
When saving a document with a Microsoft Office program, OneDrive is one of the most common places that Office programs attempt to save. After editing a document, when you wish to save there is an option on the top of the list that says "OneDrive - Monterey One Water" and has your email just below it. Selecting this will save the document to your OneDrive Folder. Once a document is saved into OneDrive, it will autosave as you type to reduce the amount of data lost if your computer crashes. However, always save your work to ensure you do not lose work.
*For assistance on how to save documents to OneDrive, refer to figure B-1*
Through Office 365:
1. Sign in to Office 365
Search for the Office 365 shortcut on your desktop and sign in to Office 365.
2. Open OneDrive App and Click Upload
Once signed in to Office 365, open the OneDrive app and look for "Upload" on the top bar.
3. Select the File
After clicking "upload" and explorer window will open. Look for the file on your computer and select it. This file will be uploaded to your OneDrive folder.
*For assistance on how to save documents to OneDrive through Office 365, refer to Figure B-2*
Through File Explorer:
1. Find your OneDrive Folder in File Explorer
Open File Explorer and look for your OneDrive Folder in the left pane.
2. Drag and Drop or Copy/Paste Files
With File Explorer, it is possible to Copy/Paste or even drag files into this folder and it will be synced. This is the easiest way to add items to your OneDrive folder.
*For assistance on how to save documents to OneDrive through File Explorer, refer to Figure B-3*
Sharing Files Using OneDrive
Through Office 365:
1. Login to Office 365 and Open OneDrive
See Section One "Accessing Your OneDrive Folder."
2. Locate the File in OneDrive and Click Share Icon
Once you have the OneDrive app open, navigate the to file you wish to share and click the share button to the right of the file name.
3. Select the Recipient and Manage Permissions Before Sending
After clicking the share icon, there will be a window that appears and will allow you to enter the recipient. Above the text box, there will be a drop down menu where you can select permissions for the file you are going to share. Make sure you are giving the recipient the correct permissions because they could be able to make complete edits to your file.
*For assistance on how to share files using OneDrive through Office 365, refer to Figure C-1 and Figure C-2*
Through File Explorer:
1. Open File Explorer and Navigate to your OneDrive Folder
See Section One "Accessing Your OneDrive Folder."
2. Right Click File to Share
Once you find the file in your OneDrive Folder that you wish to share, right click the file and select "Share." This option should be labeled with the blue OneDrive cloud icon.
3. Select the Recipient and Manage Permissions Before Sending
After clicking the share option, there will be a window that appears and will allow you to enter the recipient. Above the text box, there will be a drop down menu where you can select permissions for the file you are going to share. Make sure you are giving the recipient the correct permissions because they could be able to make complete edits to your file.
*For assistance on how to share files using OneDrive through Office 365, refer to Figure C-3 and Figure C-4*
What the Recipient Will Receive
The recipient will receive an email that you have shared a document them. Inside of the email, there will be a link to the document so that the recipient can edit the document and these changes will reflect on the file save in OneDrive. Both the sender and recipient will be able to edit the document and see changes both parties make.
*For an example of what the recipient will receive, refer to Figure D-1*