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Microsoft OneDrive for Business: Basics and beyond

Microsoft OneDrive for Business: Basics and beyond


Welcome to Microsoft
OneDrive for Business: Basics and beyond. I’m Jason Bursack, a Productivity trainer for
I.T. Showcase at Microsoft. OneDrive for Business is
a cloud based document library that integrates with Office, so you can organize
all your work in one place. Today, I’m going to
demonstrate how you can move to the cloud with
OneDrive for Business. I’ll show you how to get started with OneDrive for Business, including how to store, share, and access documents securely. You’ll learn how to synchronize your devices to your library and access your documents
from anywhere on any device. Our agenda today covers
“Getting started”, “Managing files”, “Sharing”, different ways to
“Access”, and a “Demonstration”. Okay, let’s start
with “Getting started”. So what are the benefits
of OneDrive for Business? There’s a lot. You can store and organize your work documents
securely in the cloud. That means your work documents aren’t stored primarily
on your computer, which is really a bad idea considering something can
happen to your computer, something can happen
to your hard drive. And then if that’s
where your documents are stored, they’re gone. So if they’re stored securely in the cloud, you’re backed up. So you have that benefit. Sharing documents
with your coworkers becomes a lot easier with
OneDrive for Business, because you can collaborate
with them together, you can share documents with your coworkers without
having to worry about having multiple versions
because you’re e-mailing documents back and forth and not keeping track of versions. So it makes sharing and
collaborating that much easier. Also, you can
synchronize documents to your devices with
OneDrive for Business, so that you can access
those documents offline. If you happen to be offline, you can open up a document
and work on it on your device. And then as soon as your device
hits the internet again, those changes will
roll up to the cloud. Here’s a screen shot of
OneDrive for Business UI here and as you can see, you’ve got a
document library and a variety of different
things you can do, and will get into
more of this in the demonstration here in a bit. If you want, you can return
to the classic view. This is a function
that you can access in the lower left-hand
corner that makes the OneDrive interface
look more like the classic
File Explorer type interface. You’ll need to sign in using your work or school
account in Office 365, in order to access
OneDrive for Business. And then once you’re signed
in, you’re ready to go. So we’re going to segueway
now into “Managing files”. You can create a new document right in OneDrive for Business. You don’t need to
create the document on your PC and then upload it. All you need to do is click
or tap the “New” button in the interface and that will allow you to make
a new document be that, a Word document, or
an Excel spreadsheet, or a PowerPoint presentation. You’ll name the
document and if you want to, you can edit it in the web app or if you want to open up the Office
application itself, you can edit it there and
then when you save it, it will be on your
OneDrive for Business. You may have some existing documents that
you want to put on your OneDrive for
Business that aren’t there yet and it’s
very easy to upload. There’s a couple of
different ways to do it. You can use the “Upload” button, which is circled here
in this picture of the interface or you
can simply drag and drop files from
your Windows File Explorer right onto the
OneDrive interface. You’ve got a section on
the left that allows you to check on your
recently used documents. So if you’ve been
working on something, it’s very easy to
open it up again, right away without
having to hunt for it. We encourage you to
synchronize your devices. There’s a “Sync” button that
you will click or tap. And what that does is
it allows your files and your OneDrive for Business
to be accessed offline on the device
that you synchronized. As you can see
from the screenshot of the Windows File Explorer, it adds a Microsoft
directory there with a little cloud and
that green check mark that you see in the screen
shot means that, that device is synchronized and all of the changes
have been downloaded. What if you have
a synchronization problem? This doesn’t happens
terribly often at all. But if you do have a problem, one of the best ways to fix
this synchronization problem, simply to remove
the document from your OneDrive for Business
and then put it back on. And you know probably, 9 out of 10 times that
will solve the problem. But you do have to make
sure that you don’t have any special characters in the title of the file in
your OneDrive for Business. For example, a percentage sign, or a pound sign, or an ampersand. OneDrive for Business
will not save that file correctly and
it will not synchronize. So you want to make sure
that you don’t do that. Now this doesn’t
mean you can’t have a Word document for example
that has ampersands in it. It’s only the title
of the document that you will not be able to have
these special characters in. Your Office Upload Center will notify you if something
is not uploading appropriately and
you’ll be able to resynchronize your library
in any event if you pause synchronization
or stop using the OneDrive for Business icon in the lower right hand corner
of your windows screen. So using files. You’ll be able to
access your files with your OneDrive for Business
in a variety of ways. For example, one way to
do it is simply to double click the name of the file
and it allows you to open it. You can open up a file
in either the web app or in the full Office client, if you’ve got that
on your device. You can create new files too. So it’s it’s just like using any other device
only your files are stored on OneDrive and you have that protection
in that backup and all the advantages
that come with it. There’s a client in
the lower right hand corner of your screen that will allow you to change the settings
for synchronization. As you can see here, we have “Pause syncing” is highlighted. And you can choose 2 hours,
8 hours, or 24 hours. This might be something
you want to do if you’re sensitive
about bandwidth over a certain period of time
and you don’t want to synchronize after the period
of time has passed, OneDrive will then automatically
continue to synchronize. You can select which folders
you wanted to synchronize. This can be a very
important feature to access. For example, if you have a device with
a smaller hard drive, maybe you have a tablet PC with a solid state drive
that doesn’t have a gigantic capacity to store
files and you actually maybe have more file space in you OneDrive for Business
than on that device. And in that case, obviously, you do not want to
synchronize or attempt to synchronize the entirety
of your OneDrive down to your device because it simply
isn’t going to work. You need space for the OS, you need space for
a variety of other things on a device and you
simply don’t want to you know try to
clog it up that way. So what you can do is
select various files. Now, you know, maybe you’ve got
a backup repository that’s a few gigs worth
of old files and maybe you feel like you don’t need those
synchronized that’s fine. You’re able to
select on a folder by folder basis what files you want synchronized on a per device
basis and this can be very important depending
on how much space you have. And maybe some bandwidth
concerns as well. All right let’s talk
about “Sharing” next. It’s very easy to
share documents or folders with people using
OneDrive for Business. You will access
the sharing menu, click “Share” in
the ellipses or in the sharing menu and there’ll be a dialog box that opens and what you’ll do is you’ll choose who you
want to share with. You can use e-mail addresses, you can use names, if you have access to
a Global Address List like that and you can share either on a document basis or you can share
an entire folder. Managing sharing is easy too. Maybe you want to go back in and access you know who
who can see this. Who have I shared
this with you can always go back and look
at that information. You can also change
it if you shared. Let’s say you share
a Word document with your team of 10 people
and let’s say someone leaves the team and
it’s appropriate at that point to un-share
that document, you’ll be able to go in and
make that change there and remove access to
the file from that person. There’s also a feature here that allows you to send e-mails
to the people you’re sharing with and it’s really great to send an e-mail
to someone if you shared something with them because
it allows them to know that you know they
have they have either viewing or editing
privileges for the document and that document
is probably going to help them in some way. Next up, we’ll
talk about “Access”. I think one of
the best ways to access OneDrive for Business is right from your Office application. You can save documents to OneDrive for Business
from your Office application. You can open up documents from your OneDrive for
Business and you can also share right from Office. This is really great
because then you don’t have to open
up the web browser, you don’t have to open
up the File Explorer. You’re working in Office, you stay in Office and you go ahead and you know
do whatever you need to do as far as the document
management process is concerned right there
in Office and you’ll see those options there in the File menu regardless of which Office
application you have open the “Save As” open
and you’ll be able to access that OneDrive
directory right there. So that’s a great way
to access OneDrive. Here’s just a screenshot
of inviting someone to look at one of your documents without having to leave Office. You simply click on “Invite People” under the “File” and “Share” options and then
you’re going to type those names or e-mail
addresses into the blank. Send them a little personal
message and then click “Share”. They’ll get an e-mail with
a link letting them know, “hey you now have access to
view or edit this document”. You can access OneDrive
from your mobile device, regardless of what kind
of mobile device you have. There are applications
out there for OneDrive for Business and you can access
your documents there. Let’s say you’re
walking down the hallway you’re like, “Oh, I need to make a change
in that Word document”, you can open it
up on your phone. You can set up
your Exchange account on the phone too if you
want to be able to check your e-mail of course and
you can also pin OneDrive to your home screen and allow
you to access it easily. All right, let’s move now into a demo for OneDrive
for Business. I’m going to start off
this demonstration showing you the web browser view of OneDrive for
Business and this is accessible via Office
365. Let me just show you what I mean there if I go here I can access the rest of Office
365 and right now of course, I’m in OneDrive for Business. And what you’re going
to see here is a list of folders and then below that list of folders
you’ll see a list of files. I demo Office on
a very regular basis, so you’re going to see
some strangely named files here. Don’t let that bother you. And we can scroll down
and you can see I’ve got lots of folders and
lots of files here. Now, I’ve synchronized
this device to OneDrive for Business, and what exactly does that mean? If I open up my Windows File Explorer, you can see here, and I’ll
just put these side by side, you can see here that all
of these folders and all of these file names are the same, and the way I’ve done that
is I push this “Sync” button, and I’ll just push it here
to show you what happens. It’s going to open
up the OneDrive app. And at this point, it will ask you which folders
you want to synchronize. Now, you can change
this at any time. If you decide to synchronize some folders and
you decide later, I don’t want those or
I need some other ones, you’ll be able to go
back and you’ll see. Right now, I’ve
got this previous PC folder and I have that unchecked because that was a file dump from a PC
that I had to turn in. And instead of worrying about, “do I need each individual file?” I only had like two gigs
worth of stuff. So, I just dumped it on
my OneDrive but I don’t want to synchronize that to all the rest
of my devices right? So, I have that
unchecked. And then the rest of my stuff I
have synchronized. Now, once you move
into maybe having several hundred gigs of files
stored in your OneDrive, this becomes more important
because that’s a lot of hard drive space
and depending on how big your devices
are in terms of storage, you may need to
make some decisions. All right, so I’m
already synchronizing, I don’t need to start
to select “Start sync”, but that’s what you would do if you are synchronizing
your device for the first time. Once again, I will just
close of this. The “Sync” button is right
here. You’ll click that. Now to access the client
after you’ve done this, just go down here
and you are going to right click on
the little blue cloud. By the way, don’t
confuse these two, the white cloud is
your personal OneDrive, the blue cloud is
your OneDrive for Business. And I am going to right
click on the OneDrive for Business app.
I going to show you a couple of things here. First of all, if you’d like
to pause synchronization, you can do that by clicking here and then you can select 2, 8 or 24 hours. OK? And you know maybe you do that because of a bandwidth concern. You can also if you want to go to
your settings right here, and in your settings
anytime you want, you can go back in and
select “Choose folders” and that’s going to open
up this screen again. So, if you decide,
“You know what? I don’t need this demo material
synchronized anymore. I’m going to uncheck that.” So, that’s the way
to get back into that file synchronization
management right here. OK? Next up I want to show
you recent documents. So, I can click on “Recent”
right here and I’m going to see a bunch of recent
documents that I opened up from
my OneDrive for Business. And I can open
them up right here again, if I want
to. If I wanted to open up this “Lazy Dog”, this is just a
test Word document, this is the quick
brown fox jumped over the lazy dog and I can open
it up here to show you. And that’s going to
open up in the web app. And then of course
if I wanted to, I could edit it in Word as well. Likewise, if I go
back to files here, I can open up anything
I want to the same way. I’ll just open up
this spreadsheet and you can see it’s
just a sample spreadsheet. Once again, I could also edit the workbook either in
Excel or in the browser. Down here, we have this function
called “Shared with me”. This is pretty neat
because when I click on it what it does is it shows me all of the documents
that have been shared with me and who shared them with me in the activity
based on that. So, that’s a great way
to check out what’s shared with you. So, next step, I’m going to show you how to access OneDrive for Business
right from Office. In order to do that, I’ll simply open up
an Office application. Let’s open up Excel which just personally that’s my favorite
Office application. And I’ll just open up
a blank workbook to start. So, let’s say that I’m doing
some work here in Excel. And then I decide,
You know what? I want to save this document but I don’t want to save it on my machine because what if something happens
to my machine? This is very obviously an important business
document here. So, I need to save this on
my OneDrive for Business. So, when I go up here and go to “File” and then I select “Save As”, and then I select
my OneDrive for Business. Now, remember to
keep in mind you also have your the capability
to save your personal, don’t save documents
to your personal OneDrive, save them to the work OneDrive, and I’ll just call this
my “Happy Spreadsheet”. “Save” it. And there we go.
Now I have saved the “Happy Spreadsheet” on my OneDrive for Business right within
the Office interface. I can also share.
If I go to “File”, I select “Share” and I can
go “Share with People”. Now I could also email but it’s generally better to share
with this function right here. I’ll click “Share with People”. And here is where I’m
going to type the name or email address of
someone I want to share this document with and
I’ll send it to them. And that way it’s shared
right inside Office, the exact same functionality as sharing it from
OneDrive for Business. What if I want to
open up a document for my OneDrive for Business? I just go to “Open”, and then here select my OneDrive for
Business and here’s the familiar menu that
you’ve been seeing. I can select any one of
these documents and open it. OK? So, that’s a great way to access OneDrive
for Business right from the Office client. Now earlier, what I did was I created
an Excel spreadsheet and I saved it right
to my OneDrive. What if I want to create that document right
on my OneDrive? That’s easy to do too. I just go “New” and from
this drop-down menu here, I can select what kind of
document I want to make, let’s just make
an Excel workbook, stick with the theme here. And by default here, we open up in the web browser and I’m just going
to type some numbers in here just to show that we are actually editing
the spreadsheet. And then, I want
to change a name, I don’t want to call it “Book 2”,
I’ll call this one my “Second Happy Spreadsheet”. And then what I
can do here is save it and we are in the web app so I actually don’t
need to manually save. I’m going to leave and
then we’ll look here for the “Second Happy Spreadsheet”. There it is. As you can see, we created it a few seconds ago. OK? So, right here in
your file management area, as you see you can open, you can “Preview”, “Share”, if you want to copy a link to the file you can do that here, “Download” it, “Delete” it, you can “Move to”, “Copy to”. You can “Rename” the file, and then over here, I can
see who this is shared with. And right now, this item as
you can see is not shared. And if I click on
“Manage access” right here, and I want to
“Grant Access” to someone, this opens up the interface
where I can once again type the name or
email address of the person, go ahead and send
them a little message and share that out with them. And right here,
this is important, you can toggle, the
“Can Edit” or “Can View”. You don’t want to
accidentally give someone you intended to give viewing privileges
editing privileges. So, that’s something
to keep in mind. Now, that you are knowledgeable about
OneDrive for Business, you might be thinking I’ve got some files on my machine that really ought
to be stored there, how do I get them there? Simple enough, you
can do that one of two ways: “Upload” and you
select folders or files, so I’ll just go ahead and select “Files” and then this just opens up
this interface right here. You’re going to grab you
know whatever file from your PC and upload it. Another way to upload
is if I just go to my Windows File Explorer. And I’m going to grab this file here called “FictitiousNames” and I’m going to upload that to
my OneDrive for Business. Watch this, I’m
going to drag a file from my File Explorer to OneDrive for Business, and
you’ll see it’s uploading. That was just a drag
and drop right onto the web browser interface. OK? I can check the “Progress” right
here, it’s just about done. And now I should
be able to find it. There it is, “FictitiousNames”. It’s a csv file. So, we encourage
you then to store your important
business documents in your OneDrive for Business
to synchronize your devices to
OneDrive for Business and to take advantage
of all the sharing and backup and
collaborative features of OneDrive for Business. We are at the end of
today’s demonstration. I hope this training has
been valuable to you. You can visit microsoft.com/itshowcase/productivity
to view additional live webinars
and Productivity training on Microsoft products and services. Thank you for joining me.

Comments (12)

  1. Great Video. However, i have a question here. i can't seems to search folders and files if I have 500 over folders that are shared to me. It will always show no result found.
    Result will be shown if i scroll pass the folders
    Hope you can help

  2. Is the deck is available to download?

  3. Great learning video!
    But I hoped you showed us how it appears in their screens to those (teammates) who have been shared some files.

  4. CAN YOU PLEASE SUGGEST BEST PRACTICE TO OPT WHILE SHARING WITH EXTERNAL USERS

  5. excelente video. Muy didactico .

  6. Thanks, pretty much all basics, did not find beyond…

  7. Awesome beginners tutorial. Thank you. Have a few questions: 1) If I'm in Excel and want to save to share OneDrive folder – but folder is not owned by me. Can this be done? I choose File > Save As but I only see my own files or files I shared. 2) Can you change the owner of a OneDrive folder or does the owner have to do that himself?

  8. Can we deploy onedrive In a private cloud(Azure)?

  9. well presented.I have a question One drive for business is creating a big cache file, how can i solve this problem??

  10. If you want to learn how best to install OneDrive this video is not for you.

  11. More dodgy cloud (just a server) garbage with a stupid name. Don't trust anyone who says online is safe.

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