Article owned by team: Information Systems and Support (ISS)
OneDrive is a Microsoft cloud storage service that lets you store your personal files in one place, share them with others, and get to them from any device connected to the Internet.
Sign in to office.com and select OneDrive to:
Access and edit your files from all your devices.
Share inside or outside your organization.
Work together in real-time on Office documents.
Quickly find the files that matter to you.
- Keep your files protected and backed up.
- Create files and folders in One Drive
- Upload and save files and folders to OneDrive
- Share OneDrive files and folders
This article is under further development
Create files and folders in One Drive
Create a file in OneDrive
- Sign in to office.com, then select the app launcher
> then select OneDrive.
- Navigate to 'My files'. This takes you to your personal OneDrive files.
To create a new OneDrive file, select 'Add new' and choose the type of file you want you want to create.
- To rename the file, click the file name in the title bar, for example 'Document5', and then type a new name for the file.
All changes are automatically saved in the Office online apps, so when you go back to OneDrive, your new file is already saved.
Create folders
- Select Add new > Folder.
- Type a name for the folder and select Create.
- Select the files you want and drag them into the folder.
- Sign in to office.com, then select the app launcher and then choose OneDrive.
Under My Files, pick a file or folder by selecting the circle beside the file or folder, and then select a command at the top of the page.
You can store over 300 types of files on OneDrive. With Microsoft Edge or Google Chrome:
- Select + Add new.
- Select either Files upload or Folder upload option.
- Locate the file or folder.
- Select Open or Upload.
With other browsers:
- Select Upload, select the files you want to upload, and select Open.
If you don't see Upload > Folder, create a folder, and then upload the files to that folder.
In File Explorer, select: OneDrive – Otago Polytechnic > navigate your files
If OneDrive isn't setup, see:
- Select File > Save a Copy > OneDrive - [Otago Polytech] to save a work file to OneDrive.
Save personal files to OneDrive - Personal.
- Select File > Open and then select OneDrive, to open a file saved to OneDrive.
The below information outlines how to share files and folders in Microsoft OneDrive. If your preferred method of learning is face-to-face and you would like some additional help on this subject, then please click here to raise a Service Case with Information Systems and Support (ISS). One of our friendly ISS team will then contact you directly and arrange a time to either meet with you online or in person at a time and place that best suits with you.
The files on your OneDrive are private until you share them. You have full control of how and with who you share your files with. The following shows examples of ways to share from your OneDrive.
Choose this option if you want to send an email invitation to people or groups and keep track of who you invited. This also lets you remove permission for specific individuals or groups later if you need to.
Sign in to office.com, then select the app launcher
> then select OneDrive.
Pick the files or folders you want to share by selecting its circle icon.
If you're using List view, select the circle on the left side of the item. You can also pick multiple items to share them together.
- If you're using Tiles view, select the circle in the top right corner of the item. You can also pick multiple items to share them together.
- Next, select Share
at the top of the page and the following image will appear.
- Please note that Otago Polytechnic IT admin settings predetermine that the sharing properties will default to People in Otago Polytechnic with the link can view. From here, you have the ability to change the sharing permissions to best suit your needs. To access the various sharing options, click on the > shown below.
- The following outlines the various sharing options:
Anyone with the link gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
People in Otago Polytechnic with the link gives anyone in your organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else.
People with existing access can be used by people who already have access to the document or folder. It does not change any permissions. Use this if you just want to send a link to somebody who already has access.
- Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.
- When sharing files, IT admin settings will default the Other settings to others Can view only. If you want others to be able to edit, or make change suggestions, then you need to change the settings to one of the two following options:
- Can edit lets people who are signed in with a Microsoft Account edit the files or folders they have access to. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder they have access to. Unchecking this box means that people can view, copy, or download your items without signing in. They can also forward the link to other people. However, they cannot make changes to the version on your OneDrive.
- Can review limits people to leaving comments and making suggestions on the file.
- Block download will prevent people from downloading the file or folders they have access to. Leaving this box un-checked means that people can download the files onto their devices.
Once you have set all your link settings and permissions, select Apply.
- In the Name, group or email field, start typing the email addresses or contact names of people you want to share with. When you begin to enter info in the box, you can also choose a contact from the list that appears.
- Include a message below the Name, group or email field, if you want.
Note:
If you want to compose your message in Outlook, select the Outlook button and the link will be inserted into a draft email and everyone you entered to share with will be in the To list.
- Select Send.
Contact: Information Systems and Support through case creation.
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