Microsoft OneDrive at IU: Individual file management basics

What’s in this session

• Today, we’re going to focus on several topics related to using Microsoft OneDrive at IU.
• We’ll start with a short discussion about potential uses of OneDrive.
• Next, we’ll take a look at how to find your files after they have been migrated from Box at IU.
• Once we know where to find our files, we’ll look at editing files from OneDrive.
• We’ll cover some basic file management capabilities built-in to OneDrive.
• The last topics for the session are sharing and collaboration using OneDrive at IU.
• Let’s get started.

What Microsoft OneDrive at IU is for

• Before we get into how to use OneDrive, let's talk a little bit about what it should be used for. To do that, let's explore the two categories of files you may have had in your Box account: individual files and work files.
  • Individual files are typically files that aren't used for work. These can include (but aren't limited to) cat photos, recipes, videos of your kids, and so on. 
  • Work files are files you (and your co-workers) may have created as part of your job at IU - in other words, anything that directly relates to your job, especially files others would need access to if you left the University. Departmental budgets, training outlines, and grant application drafts are some examples of work files.
• OneDrive is for personal content, not work content - so, in other words, it's for storing your individual files. If any of your work files end up being migrated from Box to your OneDrive, you'll need to manually transfer them to either Microsoft Secure Storage or Google Secure Storage, depending on what storage solution your department is using.
• For today’s session, I’ll be using a demonstration account to show you around OneDrive – my alter ego is Cathy Catt, or demo34.

Where's my stuff?

How to get to your Microsoft OneDrive at IU

• When your files have officially been migrated to OneDrive, you’ll receive an email from the UITS Support Center saying that your migration has been completed. Once you get that email, you can find your content in OneDrive.
• There are a couple of different ways to access your content on OneDrive – the most universal way is through a web browser, although you can also use desktop and mobile apps to access your OneDrive. In this part of today's session, I'll show you how to get to your Microsoft OneDrive at IU using a web browser.
  1. To start, in a web browser, go to office.iu.edu or office.com or onedrive.com.
  2. To log in, click the Log in or Sign In
  3. If the IU Login screen appears, log in with your IU username and passphrase.
  4. To access your Microsoft OneDrive at IU, click OneDrive.
  5. If necessary, click “Your OneDrive is ready” or click “Go to your OneDrive for Business.”
  6. A tutorial may load, showing features of OneDrive. You may follow the tutorial or close it by clicking the Close dialog button.
  7. Your OneDrive will load and show you your files. 

Finding your files

• Files migrated from Box will be located in a folder named FromBox - inside that folder, you'll see all of the files that were migrated from your Box account. Let’s see how to change how we view our files, and also how to view information about our files.
• By default, OneDrive shows us the files in List View. List View gives a compact view of all our files as well as more information about each item.
• To change views, you can click the Switch view options drop down in the upper right of the page.

Viewing file info

• While list view gives us additional information about the files, including the owner, date the file was modified, and file size, we may need to see more information about a file, such as the date it was created and who it’s shared with.
• To see more information about the FromBox folder,
  • Click the empty space next to the folder name.
  • In the upper right corner of the screen, Click the Open the details pane
• A panel opens on the right side of the screen. This panel is currently showing the details of the folder including when it was created and modified, and by whom. I can also see if this is a shared folder and who shared it with me.
• I can also see the activity in this folder directly on the details pane.
• To close the panel, in the upper right corner, Click the Open the details pane button again.

Editing your files

Once you've found your files, you'll likely want to know how to edit them. This section will show you how to open and edit your files in OneDrive.

Opening and editing Microsoft Office files

• Microsoft Office applications are the native apps for editing files in OneDrive. Most desktop applications (Word, PowerPoint, Excel, etc.) have an online version available through OneDrive (Word Online, PowerPoint Online, Excel Online, etc.).
• You can access these apps through a web browser, the desktop application, and on your mobile device – again, today’s session focuses on accessing these apps through the browser, but you can get them on your mobile device via your phone’s app store.
• To open a file made in one of the Office Online apps, in your OneDrive, click the filename of the file you want to open - it will open in a new browser tab, in the appropriate Office Online app. From here, you can start editing the file.
• Office Online apps will auto-save your files as you work on them, so there’s no need to worry about saving your file regularly.
• If you want to learn more about how to use Office applications, visit IT Training webpage “All Microsoft Training.”
• To close the file, close the tab that opened when you started to edit the file.

Opening and editing content from other applications

With OneDrive, you can open some other file types in the browser – specifically text files, videos, and image files.

For all other files:

• For other files (like the Creative Cloud applications, for example), you'll need to download the file to your computer and open it in the appropriate program for the file, then re-upload it to OneDrive when you're done. To select a file that needs to be downloaded, click next the name of the file.
• Near the top of the screen, Click the Download
• Download the file, then open the file in the program you wish to edit it. Once you have edited the file then upload it to OneDrive.
• To start uploading a file, click the Upload button
• Find and upload the file.
• You see a message saying that 1 item wasn’t uploaded and that a file with this name already exists. Would you like to replace the existing one?
• To replace the file, click the Replace
• The file with the changes is now uploaded.

In the next section Beth, will talk about organizing your files.

Just as Jen was doing, I am also working in a demonstration account today. My alter ego is demo35, or Doris Daily. When I first log in to OneDrive, I see several files and folders.

Organizing your files

Creating folders

• As you add more and more files to your OneDrive, you’ll want to start organizing them in some way. Folders are the universal method for organizing files.
• Folders can contain any file type that can exist in OneDrive, including other folders.
  • If I click on a folder name, the folder is opened in OneDrive. Click on the FromBox folder.
  • Click on the Excel Macros folder
  • OneDrive gives us a handy breadcrumb trail navigation so we can always know where we are in our folder tree. If I would like to return to my FromBox folder, in the breadcrumb trail, I can click
  • If I would like to return to the top-level of my OneDrive, I can click Files in the breadcrumb trail.
• I can create as many folders as I need and organize my files in ways that makes sense to me.
• I have many files here that relate to a vacation in London. I’ll create a folder to keep them all together.
• To create a new folder
  • In the upper left corner, Click the Create a new folder or document in this location button, then Click Folder.
  • The Create a folder dialog box opens and gives us the chance to name the folder. I’m going to name this folder, London Vacation, and press Enter. The new folder is created in OneDrive.

Moving files

• I’m going to click on the London Vacation folder name to open it. Currently this folder is empty. I need to place some files in the folder. There are several ways to do this.
  • I can upload files using the Upload files from your computer to this location button (or Upload).
  • I could drag and drop files from my desktop to the folder in the web browser.
  • If I’m using the OneDrive application on Windows or Mac, I can add files to folders on my computer to add them to OneDrive.
  • I can also create brand new files and save them in this folder directly.
• In this case, I want to move existing files that are in OneDrive to the folder. I’m going to return to the Files – OneDrive screen by clicking the text OneDrive at the top of the page or by clickingFiles in the breadcrumb trail.
• In this view, I can press & drag files directly to a folder.
• I’m going to move the budget file, LondonBudapestBudget.xlsx, to the London Vacation folder.
• I first have to select the LondonBudapestBudget.xlsx file and then press & drag it to the London Vacation folder.
  • NOTE: If you don’t select the file first, it will look like you’re moving the file (in every browser we tested except Microsoft Edge), but OneDrive won’t move anything.
• As I press & drag the file toward the folder, you can see the icon of the file moving and the folder becoming active. When the file is over the folder, I release the drag of the mouse and the file is moved.
• Let’s move the second file, London map.pdf to the folder. This time instead of pressing and dragging, I’m going to right-click on the file name. In the menu that opens, I’m going to click Move to.
  • NOTE: This same menu is available by clicking the Show actions button (more vert on hover).
• I now see all the folders available in OneDrive. I’m going to click through the folder structure until I find the destination folder and then click Move here.
• OneDrive moves the file to the selected folder.

Uploading and creating files

• There may be items on your computer that you want to add to your OneDrive. Remember, even if you’re not working with Microsoft Office applications, you can save files in OneDrive.
• I’m going to upload another document from the hard drive of my computer.
• In the upper left corner, I’m going to click the Upload files from your computer to this location button (or Upload) and then click Files.
• The Open dialog box opens. I can navigate to the folder on my computer that contains the file I want to upload. I’m going to click Desktop, then double click the folder called Room Parents Notes.
• Click the file called Bake sale guidelines then Click Open.
• When the file has been uploaded, it appears in the file list in OneDrive.

Microsoft OneDrive application

• The last way to upload files and folders to OneDrive is to use the OneDrive application on Windows and macOS.
• The application adds a new library to your computer that represents your OneDrive.
• Once you’ve logged in to the application, all of the same functionality that’s available in OneDrive on the web is available to you in your application’s file browser (Explorer on Windows, Finder on macOS).
• We won’t be exploring the specifics of using the application in today’s session.
• To learn more, visit https://kb.iu.edu/d/aewd#sync.

Collaboration and sharing

Sharing files

Sharing from an open file

• Two benefits of working with OneDrive are the ease of collaboration and sharing and the deep integration with the IU user and group infrastructure. We can share files and folders with specific people or with large groups. When we want to share a file, we can set permissions directly from OneDrive on the web, the OneDrive application, or from an open file (in either Office Online or Office 365 desktop applications).
• Let’s open a file and explore the sharing options.
  • NOTE: Sharing from a desktop application is only available in Microsoft Office 365 applications.
    • To learn more about Microsoft Office 365 at IU, visit About Office 365 at IU on the IU Knowledge Base: https://kb.iu.edu/d/bexq
  • I’m going to open the Snack Schedule I need to share this file with the other members of the Ravens team.
• Click the Snack Schedule file.
• With the file open, we can see the Share button in the upper right corner. This file happens to be an Excel file, but every file will have the Share button in the same place. Even Microsoft Office desktop applications will have a share option in the same place.
• I haven’t shared this file with anyone yet. To see the sharing options, I’ll click that Share button.
• In the Send Link dialog box, I have two choices: Share with people or groups and Copy link. In this example, I know exactly who needs to have access to this file: the other members of the Ravens. I can add the email addresses for each player in this dialog box.
• When I click the Enter a name or email address field, I can type in the email address of who I would like to invite. Because this is an Office 365 at IU account, it is connected to the IU address book and will try to autofill IU usernames and email addresses.
• I’m going to start typing Cathy Catt’s username, demo34, to share this file with her.
• As I type, the text field tries to auto-fill the username I would like to use. When Cathy Catt’s name shows up, I can click her name to add her to the list.
• I now have some choices to make about how I want to share this file and what permissions I want to give Cathy. Right now, by default, Cathy can edit the file. This means she can make changes to the file. If I click the People you specify can edit button, I have the option to change Cathy’s permission and who can access the file with the hyperlink OneDrive sends.
• Here are the access permission levels for the hyperlink:
  • Anyone with the link: Anyone who has the hyperlink can access the file or folder. When this option is selected, you can set an expiration time on the hyperlink and an access password.
  • People in Indiana University with the link: Anyone with an IU Login can use the hyperlink to find the file or folder.
  • People with existing access: Anyone who can access the file in OneDrive either because they have permission to view the folder or because they have access to edit the file.
    • NOTE: You cannot change the edit permission for this access level. It’s based on the existing access an individual has to the file or folder.
  • Specific people (default): Allows only the people you specify to be able to use the link to get to the file.
• Here is a description of the other settings:
  • Allow editing: Allows the specific people and people who can access the link the ability to edit the file or folder.
  • Block download: This option is only available when the Allow editing permission is off. This prevents people who can access the file by the hyperlink from downloading the file when it’s turned on.
• We will leave the access and permission levels at their defaults for this example.
• Now that I have decided on the permissions, I have the option to add a custom message to Cathy in the email that OneDrive sends to notify her that she has access. I’m going to add a quick note before sending the share request. I’m going to click in the Add a message (optional) area and type “Please sign up for a day to bring snacks.”
• To send this message and the shared file link, I’m going to click Send.
• Cathy will receive an email letting her know that she has been invited to edit the file.
• If I close the file and refresh the Files – OneDrive page, I will see an indication that the file is shared in the Sharing column.

Sharing from the Files – OneDrive page

• Files can also be shared directly from the Files – OneDrive page. I’m going to share the BookClubList file. To begin, I’m going to right-click the file. From this menu, I’ll click Share. I can also select the file and click the Share the selected item with other people button that appears. The Send Link dialog box opens once again. This time instead of entering individual email addresses, I’m going to get a link that can be shared.
  • To get a hyperlink, I need to set the permission to either Anyone with the link, People in Indiana University with the link, or People with existing access, or have a specific person identified in the People I specify can edit option. To change the link permission level, click People you specify can edit.
  • The options for setting the permission level are now available.
  • Because this file is not related to my job at IU, I’m going to choose Anyone with the link. Here are the Other settings that are available:
    • Allow editing: Functions the same as we’ve already discussed.
    • Open in review mode only: This option allows anyone with the link to leave comments and suggest changes to the document, but not make edits to the content.
      • NOTE: You can only set this for Word documents. It is not available if you choose Anyone with the link from another type of file.
    • Block download: Functions the same as we’ve already discussed.
    • Set expiration date: (only available when Anyone with the link is selected) Turns off the shared link on the selected date.
    • Set password: (only available when Anyone with the link is selected) Requires the selected password to be entered before anyone with the link can view/download/edit the file.
  • Now I have can set the permission levels that go along with this link. Right now, it is set so anyone who can access the file with the hyperlink can edit the file.
  • I don’t want anyone to edit or change my book club list, but I do want to know their suggestions, so I’m going to turn on the Open in review mode only
  • To save the changes, Click Apply.
  • To copy the link, I’ll click the Copy Link button. With the link copied, I can paste it anywhere I want people to have access. Maybe a group email or a Facebook post. Anyone with the link will be able to see my file.
  • To close the dialog box, I’ll click the Close button.

Revoking share permissions and hyperlink access

• Once you have shared something with an individual or group of people, it’s helpful to know how to edit or revoke that permission. Let’s take a look at how to do this.
• The PARENT INVOLVEMENT GUIDELINES – Ages 11-12 document is shared with a several people. One of them, Abby Abernathy, no longer needs access to the document. Let’s remove her permission from the link.
• To open the Manage Access panel for the PARENT INVOLVEMENT GUIDELINES – Ages 11-12 document, click Shared in the Sharing column.
• Under the People you specify can edit paragraph, you see the profile pictures of all the individuals who can edit and a +1 in a circle. The +1 indicates that there’s one person that is not shown. To see all the people who can access the link, click the Shows people who can use this link dropdown arrow.
• To remove Abby Abernathy from the share, Click the X next to Abby Abernathy. A confirmation dialog appears. To confirm revoking Abby’s access, click Remove.
  • NOTE: You can completely stop sharing the folder or file by clicking Stop Sharing at the top of the Manage Access panel.
• Abby is now removed from the permission.
• To close the Manage Access panel, click the close X in the upper right corner.

Receiving a shared file

• What if someone shares a file with you?
• If the file is shared via email:
  • You will receive an email telling you that you have been invited to edit, view, or comment on a file. The email will also contain a link to the file.
  • *It is important to note that the email will come from Microsoft and will not be signed. If you aren’t expecting someone to share a file with you, don’t click the link in the email. Check your OneDrive and see if the file is there.
  • The shared file will be in the Shared area of your OneDrive. On the left side of the screen, I can click Shared. I can now see all the files that have been shared with me.
  • I can also see all the files I have shared with others. At the top of the page, I can switch between Shared with you and Shared by you. To see the files that I have shared with others, click Shared by you.
  • These files are not stored in your OneDrive. They are still stored in the original owner’s OneDrive. But the files can be opened to view, edit, or comment on them. Any changes made, including edits or comments, will be saved directly to the owners OneDrive.

Collaborating

• Earlier, Doris shared the snack schedule file with me. I have access to that file.
• I’m going to click the filename to open it.
• I can see that Doris has claimed a day to bring a snack. She has also left a comment asking if I would like to take one of the days.
• Doris is also currently editing this file. I can tell because I see her icon in the upper right of the screen. I can reply to her comment and she’ll see the reply after I enter it.
• To close the snack schedule, in the browser, I’m going to close the tab for the snack schedule.

Concluding

• Today, we looked at several features in OneDrive:
  • What it’s used for
  • How to find your files
  • How to edit and organize your files
  • How to share and collaborate with others.
• Thank you for watching the video.