OneDrive for Business

Article Purpose

This document will show you how to access and share documents within Office 365 OneDrive for Business Web Application and install the OneDrive for Business applications.

OneDrive for Business works well with all major, current web browsers. Just point your browser to https://portal.office.com to get started. OneDrive for Business also comes with the ability to sync your files and folders to your desktop or mobile device.

Needed Materials

Steps to Resolution

Windows

The OneDrive for Business application is installed with Office 2013 and Office Pro Plus.

OneDrive for Business is installed with Office 2013

  • Once the App is installed, press the Windows key and then click or tap on the OneDrive for Business App.
  • It is possible to have both OneDrive (for personal use) and OneDrive for Business on your computer at the same time, the UAA Office 365 implementation uses OneDrive for Business.

Sync OneDrive for Business to your Windows Computer

You can sync your OneDrive for Business library to your computer, and then work with files in the library by using Windows Explorer. Updates to files sync to OneDrive for Business whenever you're online.

The simplest way to sync your OneDrive library is to go to your OneDrive in a browser of your choice and then click the SYNC button:

OneDrive Sync Button

    • This opens the Sync Library wizard, and automatically recognizes the name and web address of your OneDrive library.
    • Click Sync Now to start syncing your OneDrive. Click Show my files… in the dialog box to open your synced OneDrive for Business folder in Windows Explorer.
    • In Windows Explorer, your synced OneDrive is listed in your Favorites in a folder named "OneDrive - University of Alaska "
    • You can also start the Sync Library wizard from the OneDrive for Business menu in your Windows notification area:
    Screenshot of the Task Tray Item for SkyDrive Pro

Limits on syncing content in OneDrive for Business and other SharePoint libraries

Note the following limitations related to syncing libraries to your computer with OneDrive for Business:

  • You can sync up to 20,000 items in your OneDrive for Business library, including folders and files.
  • You can sync up to 5,000 items in other SharePoint libraries, including folders and files.
  • In any library, you can download files up to 2 GB.

Customize How You Sync Your Documents

You can change the location where your files are stored by clicking on Change in your OneDrive for Business application.

If you want to sync a different set of Office 365 files, click Sync A Different Library Instead and then provide the URL of the library. You'll be prompted for an account and password that can access that library. Alternatively Use your Web Browser and navigate to the library you wish to sync and select. Sync

Checking the Status of Your Files

  • A green check on a folder means that it has been successfully synced.
  • A blue circular arrow means it is currently being synced.
  • A red arrow indicates a folder or file that is out of sync.
  • Once the file synchronization starts you can click on the Show My Files button and open the local folder to see the files that are being synced.

OneDrive Sync Status

Mac

There is a BETA OneDrive for Business Application for OSX, you can also use the Microsoft Document Connection Application can be used to connect to your OneDrive for Business Documents.

iOS & Andropd Apps

Go to the Apple App Store or Google Play Store and install the OneDrive app.

Using the OneDrive for Business Web App

Launch a web browser and go to https://portal.office.com and log in with username@alaska.edu.

If you are already logged into Office 365 you can click on the OneDrive link on the Office 365 tool bar to see your documents library.

From here you can manage files and folders in your OneDrive. Clicking the "…" to the right of a file or folder will allow you to see more information about it. You can open the document for editing, change sharing options, add to workflows or view the object properites.

OneDrive for Business within Office 365 gives everyone unlimited cloud storage that can be accessed from virtually anywhere. From within OneDrive, you can create Microsoft Office documents and share them with fellow students, staff, and faculty.

After logging into Office 365, click on the OneDrive icon. This will take you to your personal OneDrive.

sharing a document

From within OneDrive, you can now create new documents, edit existing ones, and share them.

To share a document, highlight the document you would like to share, and then click share.

share documents

The Share document window will then open. If you want to invite specific people from within UA to see and/or edit your document, enter their name in the top box. You can also type “everyone” to share it with all of UA.

sharing documents

Notice that you can specify if the people you invite “Can Edit” or can “Only View” your document.

If you want to share a document without specifying other people, or want to share it with people not affiliated with UA, use the “Get a link” option. This will generate a URL that you can send to anyone you want to share with.

Editing a document will launch the appropriate software on your local computer or the web based version of the application if it's not installed on the local computer.

Some browsers will warn you of this action as possibly malicious activity.

You can check the Remember my choice… box to avoid seeing this every time you choose to edit an item.

Clicking Launch Application should start the program and open your document for editing.

If you choose Edit in Browser or View in Browser from the"…" menu, you will launch the "web app" version of the appropriate application inside your browser window.

When you are editing in the web app your changes are automatically saved when you close the web app.

Creating a New Folder or Document

  • Navigate to your OneDrive for Business.
  • Select the "new document" link.
  • Select New folder or a document type from the list.
  • Name your new folder or file and get started collaborating!

Collaborating

More than one person can have a shared file open at the same time, this will be indicated one of two ways.

If you have the document open in the installed application on your computer, there should be an indicator at the bottom of the application window similar to this:

Clicking on the icon will display a list of the users that have the document open for editing.

When changes are made to a document by one user they are noted in the Web App by an icon. If you mouse over the icon it will tell you that changes have been made to the document and that saving the document will refresh and show you those changes.

In the Web App, you can click UPDATES AVAILABLE link in the information bar at the bottom of the browser window to refresh the page.

Then the other user's changes will be highlighted with a green overlay.

Additional Information

 
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