Overview

With OneDrive, you can sync files between your computer and the cloud(Microsoft server), so you can get to your files from anywhere – your computer, your mobile device, and even through the OneDrive website at OneDrive.com. If you add, change, or delete a file or folder in your OneDrive folder, the file or folder is added, changed, or deleted on the OneDrive website and vice versa. You can work with your synced files directly in File Explorer and access your files even when you’re offline. Whenever you’re online, any changes that you or others make will sync automatically.

Benefits of having files in the cloud

1. You can back up your files – for example if you lose your computer, your files won’t be lost, you will be able to retrieve them from the cloud
2. Anywhere access – you don’t need to carry your PC around the world, you can access files from any other computer or mobile device by accessing them from the cloud
3. Share & Collaborate – no need to send file back and forth via email, in the cloud you can send a share link, and you and whoever you share the link with, can work on the file simultaneously

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 Accessing  One Drive

• With OneDrive installed on your Windows10 computer you should see a cloud icon     appear in the bottom right corner of the screen

 

• When you hover over the icon it gives you an up to date status 

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Click on the icon – From the opening window you will be able to see:

•    The current status 

                                  

 

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• All files recently synced

 

• By clicking on the Ellipses next to an individual synced file you have access to options – Open, Share, View Online & Version History

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Open – Opens the file

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Share

Click Share to share and collaborate – the Share dialogue window allows you to:

1. Click on People you specify can view,  select the appropriate people and whether to allow editing, then click Apply

                                                         

 

2. Type in a name or email address and click Send to share the file

 

Or copy the link to share in alternative ways such as social media or What’sApp

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View online

• Click View online – this opens the file in the web based application online and allows you to edit the file from within the web

 

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Version History

• Click on Version History – this allows you to restore the version of a file by clicking on the ellipse to the right of the file

 

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Actions available at the bottom of the window

 

Open Folder – File Explorer is opened showing all the different files and folders you have saved in the cloud

 

Remember, when you put a folder or file in the cloud, it backs it up and you can access it from anyway and collaborate on these files

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Alongside the typical File Explorer view, OneDrive has a status column containing various icons:

Icon meaning:

         – this file is on the computer and also in the cloud – OneDrive ensures the files stay in sync, therefore the update version is on PC and in the cloud

– this file is in the cloud but no copy on computer – if you click on the file it will open up on computer

      – indicates currently sharing a file with someone

         – OneDrive is currently syncing file between computer and on the cloud

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When you right click on a file or folder you have additional actions available – right clicking on a file gives you the additional Share option

 

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Share

Click Share to share and collaborate – the Share dialogue window allows you to:

1. Click on People you specify can view,  select the appropriate people and whether to allow editing, then click Apply

                                                         

 

2. Type in a name or email address and click Send to share the file

 

Or copy the link to share in alternative ways such as social media or What’sApp

 

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View online

• Click View online – this opens OneDrive on the web

• When selected and opened, a file will open in the web based application online and allows you to edit the file within the web

 

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Always keep on this device

• This option ensures you always have a copy on your PC

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Free up space

• This option allows you to saves files in the cloud to free up space on your computer i.e. videos

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Actions available at the bottom of the window

View Online

• Click View Online – this opens up the OneDrive website and shows everything stored in the cloud
• A search box is available to search for a file

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My Files is showing by default on the left hand side of the screen, within here you can:

• Create a new folder or 365 application app document by clicking on New

 

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• Upload a file or folder by clicking Upload then either Files or Folder

 

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Additional functionality in the My Files view

• Sort – allows you to select how you want to sort your folders and files

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• View options – allows you to set a specific view option

 

 

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• Information – allows you to view all of the activity that has occurred

 

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Actions available on files – if you right click on a file, a context menu appears with options

 

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Recent – this shows all of the most recent documents you have worked on

 

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Shared – this shows you all files that have been shared

• Selecting a file and clicking the ellipse provides you with further actions for the file

                 

 

 

 

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Recycle bin – here you can see items you have deleted and maybe want to retrieve, they stay in the Recycle bin for a certain amount of time until they’re deleted permanently

 

 

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• Quick Access – gives you access to documents in the various Teams channels you are part of

Teamwork lives here – A shared library is like a separate OneDrive for your team or group project

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Actions available at the bottom of the window

Help & Settings

• Clicking on Help & Settings opens a window providing you with the following options:

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File Explorer – you can also access OneDrive by clicking on the File Explorer app

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Updated: 11 October 2021