Original Article at https://millhill.fireflycloud.net/6-it-systems/one-drive-guide
Using office via the web and software with OneDrive (preferred option)
Login to your office 365 account via the web select the nine dots on the left-hand corner, here you will see a OneDrive icon. Select OneDrive all your folder/s and file/s should now show via the browser. On the browser and on the software, OneDrive enables full functionality of your files and folders.
Via the web browser:
Via the software:
How to upload files to OneDrive
On file explorer OneDrive is enabled making the process of uploading files convenient, simplistic and easy. To upload files to OneDrive on Windows 10, follow the following steps.
Open File Explorer.
1. Click on OneDrive from the left pane.
2. Open another instance of file explorer.
3. Navigate to the folder with the content you want to upload.
4. Drag and drop each file and folder you want to upload to the OneDrive folder (on the left).
- Once these steps are completed the files and folder in the OneDrive location will automatically sync to the cloud service within the background.
- If you prefer manually inputting the files this can be done using the cut and paste options for the files into the OneDrive folder. Or you can select the files and use the "Move to" option available in the "Home" tab of File Explorer.
- Instead of continuously making transfers manually, remember that within the application, you can always save files directly into the OneDrive folder.
How to select folders and file/s on OneDrive
You can choose which folder will be accessible locally from File Explorer:
To choose the OneDrive folders available through File Explorer on Windows 10, follow these steps:
1. Click the OneDrive button from the notification area.
2. Click the Help & Settings menu.
3. Select the Settings option.
4. Click the Account tab.
5. Click the Choose folders button.
Unselect the folders you do not want to make available inside File Explorer.
6. Click the OK button.
(Once you complete the steps, only the folders you selected will be available as files on-demand, and all other folder/s will be hidden from File Explorer).
- If using the backup option, you won't be able to customize this feature. If this is the case, you will need to stop the OneDrive backup for those folders before hiding them.
Understanding sync status badges in OneDrive:
OneDrive uses at least 10 different badges to indicate the status of the app and file syncing process.
OneDrive icon status:
Solid blue cloud icon — Indicates a "OneDrive for Business" account is configured. The sync is up to date, and there are no problems.
Solid grey cloud icon — Lets you know that OneDrive is running, but the account is signed out or not connected to any account.
Cloud icon with arrows forming a circle — The sync client is actively downloading or uploading files to the cloud.
Solid red with white X icon — Lets you know that OneDrive is running, but there are sync problems.
Files and folders statuses:
White cloud with blue borders icon — File is available only with an internet connection, without using space on the local storage. You will need to double-click the file to finish the download and open it within the app.
White icon with green borders and checkmark icon — File is available offline. You can open it without an internet connection, it is using the local storage space.
Solid green with white checkmark icon — Shows that you are using the "Always keep on this device" option on this will ensure important files are available offline.
Solid red with white X icon — Shows there’s a problem trying to sync a particular folder or file.
Cloud icon with arrows forming a circle — Signifies a file is currently syncing to the cloud service.
How to share file/s on OneDrive
OneDrive can be used to share files. Instead of copying files using a USB flash drive or sending emails, the cloud storage service lets you virtually share any files with anyone with an email account. Making it possible by enabling a secure link that others can use to access the content, and you can cancel it at any time.
To share files with OneDrive on Windows 10, follow these steps:
1. Open OneDrive folder.
2. Right click onto the file and select the Share option.
3. Clear the Allow editing option if you want someone else to only view the file.
4. Click the Apply button.
5. Select an email address if you'll be sending the link to another person. Or click the Copy Link option to copy the link to the clipboard.
6. Select the Send button.
7. Click the Close button. (Once you complete the steps, the recipient will receive the link to access the shared files. If you copied the link, you could paste the link on an email or social media post to share the content).
Stop sharing file/s in OneDrive
To stop sharing a particular file stored in the cloud, use these steps:
1. Open OneDrive folder.
2. Right-click the shared file and select the Share option.
3. Click the three-dotted button in the top-right corner.
4. Select the Manage access option.
5. Click the Remove link (X) button.
6. Click the Edit button for the email account for which you want to stop access.
7. Click the Stop sharing option.
8. Repeat steps number 6 and 7 to remove other users. (Once you complete the steps, the files will no longer be accessible by other individuals).
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