Office 365: Introduction to OneDrive for Business
The Web Interface
In this clip we'll be looking at the OneDrive for Business web interface. Now in this series of clips, you'll see a lot of different ways you can access your OneDrive for Business. For probably the fullest set of features and tools you'll find will be through the web browser. Now, one of the obvious benefits using the web interface is that you can access your files from pretty much any device. So whether you're using a Windows PC with your Internet Explorer, Chrome, Firefox or any other web browser, or perhaps you are working on a Mac and your using Safari, or a tablet. By using the web interface, you'll have the same set of tools and features on any device. So in this case, I am going to type in my user name and my password, and here in this case I open right up to my documents. Now let's step back and just identify some of things we see in our view here. Of course across the top we have several tabs, we're going to be just focusing on the contents of the OneDrive tab. Over here to the left, we have our navigation pane. Here I can look at My Documents, documents that I may be following, documents that have been shared with me, I can look at Site Folders, which would be libraries available to departments or organizational levels, and of course, the Recycle Bin. Below that I see a list of Recent Documents that I've accessed. Now if you notice, there's a couple tabs here in the navigation pane: Files, which gives me a ribbon-like interface, and Library. Both of these provide more granular tools that you might use when working with files or folders. Generally in day-to-day use, everything you'll need will be on the Browse tab, which allows you to jump from one type of folder to another. Now over here in the main part of the page, you'll see this notification or reminder that appears until you dismiss it. Now Microsoft has announced plans to provide encryption for OneDrive for Business, however currently there is no encryption on these files. So your business or organization may have policies related to what kinds of files you would place in your OneDrive for Business, and a lot of that has to do with this comment here, Documents are private until shared, so once they're shared, there's a link that's generated, and essentially if someone has that link, they have access to your document. Now in another clip, we'll talk about managing your document privacy. So once you feel you understand this notification, feel free to dismiss it. Now here above your folders and files, you'll find a refined set of controls. You can also find these up in the navigation pane in the Files and Library tabs, but you'll find them placed here for easy access. Now if I select new, I can create a new Office document on the fly, or I can create a new folder, I can use upload to upload files from my computer to this library, there's a tool here to sync folders, we'll get into that in more depth in another clip, and of course we have a few other tools here that grayed out, I'll come back to those in a minute. Below that we have a list of folders. Now the contents of this list can be sorted, and we can even use filters in some of these columns. Notice the ellipsis, selecting the ellipses for folders and files provides you with additional information and options. Here I can see when this file was last changed, who it's shared with, where it's located, and here if I select this other ellipsis, I can get even more information. I can View Properties, Edit Properties, I can Follow the folder, control sharing, and even Delete the folder. So in this case I'm going to open this folder up, and now I have actual files. Again I have similar information presented, I can see if this is being shared or not, and if I select the ellipsis, here I can see who this is shared with, I have options to Open, Share, or Follow, and at the document level, I can not only View and Edit properties, I can also Check Out a document to prevent others from accessing it while I'm making changes, I can look at Version History to maybe rollback to an earlier version of the document, I can Download a Copy to work with locally, and again I can Follow or Delete. Now notice here, if I select Shared With, I get a lot more information about not only who it's shared with, but their level of privileges. Here I can see if a person Can edit, if they can just view, or I could Stop sharing it with that individual altogether. I can send an email to everyone this document is shared with; I can also generate a link. Now notice that when I have a document selected, some of the tools become enabled that were earlier grayed out. For example, now I can edit this document, I can manage it, or I can share it with others. Then of course there's some redundancy here, for example, if I select manage, I get the same menu that I would have seen if I selected the second set of ellipses. So to actually open this document for viewing, all I have to do is select it here. If it's an Office document, I can actually see it in the Office Online version. If I select an Office document, I can either choose Edit from my ellipsis, or right from the very top here, I can actually open it on my local computer with my Office client that's been installed there. So as you can see, the OneDrive for Business web interface certainly has a robust set of controls. We'll come back to this and look at other features that are commonly used with OneDrive for Business. In this clip we've looked at the OneDrive for Business web interface. Thank you for watching, and I look forward to seeing you in the next clip.
Using Windows Explorer
In this clip we're going to be looking at using OneDrive for Business with Windows Explorer. As you can see, I have no reference at all to OneDrive in my Windows Explorer navigation pane, so how do I get OneDrive access here? Well, if you have Office 2013, you already have some of the components installed on your computer. However, if you have earlier versions of Office or if you don't have Office at all, you will need to install some local client software to work with OneDrive for Business. If you go to the OneDrive for Business home page, there is a download link. I have to choose my device; this is a PC. If I scroll down, I'm looking for OneDrive or Business, and this is a Windows 7 computer. This brings me to a page to install the OneDrive for Business sync client. You'll find quite a bit of instructions here, including the necessary key that you might need to use. So basically continue scrolling down until you find your language and the appropriate installer for your machine. Click Yes to install. Next, I'm going to select Use recommended settings and Accept. In here I can Sign in. I'm going to use my credentials, my password, and then I can click Next. I can select my accent design and Next, and No, thanks. This will finish installing the sync client software. And again, if you have Office 2013 already installed on your machine, you won't have to go through all of this; if I recall correctly it's just a simple acceptance to install the client, which is already on your machine. When the installer finishes, you can click All done. I'm going to go back to my OneDrive for Business log in, I'm going to jump to my OneDrive, and now I want to sync a local copy of these document folders, my folders that I manage, to my computer. Now it's going to want to use the sync client that we just installed, so I am going to Allow this, and I'm going to Allow that. And then I get a pop-up telling me that I can sync my documents, it tells me where it's going to put those, and I'm going to Sync Now. Now it tells me I can actually watch my folders appear, so let's go to my Windows Explorer, and you can see the green checkmarks as things are downloaded and synced. They appear with a green checkmark, and of course the circles here tell me that it's still syncing the data, it's still pulling down a local copy. And over here in my navigation pane I can see I have a OneDrive for Business folder now. So now that everything is synced, let's look at what we can find in our folders. (Clicking through items)
Using the iPad App
In this clip we'll look at the OneDrive for Business app for iPad. Technically, this is for the iOS, so you can use this on your iPhone as well, but we're going to look at how this works with an iPad. The OneDrive for Business app is certainly a great way to manage your files. The version I'm working with currently has been optimized to work with iOS 7, and it certainly has a nice interface. When you first install the app from the app store, you'll have the opportunity to put in your credentials. Of course, you can always change your credentials or update your password at any time thereafter using the Settings button down here in the lower right. I'm starting out at my root folder, my documents folder; in here I can see any folders or files I have. Across the bottom I have three simple icons, my Files, Recent, which keeps a history of any recent files I've opened, and anything that I've saved to be available offline. So, if you're traveling, or if you're away from the internet, you may need to download some files so that they're cached locally on your iOS device. To download a file, go back to your files. Notice that when I'm looking at files, there's quite a bit of information I can see. For example, I can see when a file was initially uploaded, I can see its file size, I can see if it's shared, and as in the case of the bottom left file, I can see if it's been downloaded. So for example, to download a local copy of one of these files, I first open it, and down at the bottom I have the option to download it. Notice it's now available offline. If I go back I can see that indeed I have the icon letting me know that this is a downloaded or local copy. Another nice feature is that I can actually control or manage my rights to files and folders here. To share a folder I just use the ellipsis and choose Share folder. From here I can change permissions that someone already has, I can remove their permissions altogether, and I can add entirely new users. So if I choose to add an email here, I may be restricted by my organization or business, if they have limits on whether it's internal or external emails that I can add, and I can control their ability to edit a document or not. I can also add a personalized message; they'll receive an email with a link to this folder. Additionally, you can create new folders. So while I can't upload files directly from my OneDrive for Business App to this new folder, I can go back to one of my Office applications, create a document, and then save it to that location as one of my available sites. In this clip, we've looked at using the OneDrive for Business app for the iPad. Thanks for watching, and I look forward to seeing you in the next clip.
Using the Windows 8 App
In this clip, we'll look at the OneDrive for Business Windows 8 app. Of course in Windows 8 you have a lot of options, you can use your Windows Explorer, you can use the web browser interface, but in the Windows Store you can actually get the Windows OneDrive for Business app. Just remember that this is unique or different from the regular personal OneDrive app. The OneDrive for Business app opens up to your personal documents that you've saved to OneDrive for Business. Now while this app will certainly enjoy some updates in the future, it provides a nice modern interface to work with your documents. Navigation is simple, and as with any other Windows 8 app, you'll see a lot of controls are hidden until you need them. For example here if I right-click, I see additional commands to create New Folders, to Upload additional files, and in this case I can also change the view by using Details. I can use the Details button to toggle between a detailed view or a thumbnail view of my folders and files. If I open a folder up, I can see my files, and in the case of both folders and files, if you hover over these using a mouse, of course, you can get a lot of information just from the hover, the date that it was modified, size, and whether it's shared with other people. If I select a file, I see additional commands at the bottom. For example I can Download this locally and work with it from this computer. Manage simply gives me the choice to Rename or Delete the file. I can share, which opens up an email; here I can type in email addresses, I can adjust the permissions that my recipients will have, and down here at the bottom I can actually see who currently has access to this and their level of permissions. One last thing to be aware of when you are working with Windows 8 OneDrive for Business App, is that if you ever need to change your credentials you would go to your Settings, bring up the Settings charm, and here under Options, you can actually sign out and then sign in with different credentials. Well some of the limitations when working with the Windows 8 OneDrive for Business app is that you're not able to see folders and files that have been shared with you by other people, so these would be just your files that you manage. So there may be times when working with the web interface will be necessary, you may need to work with team folders or libraries, or you may need to access files or folders that have been shared with you by others, but when it comes to managing your own files and folders, the Windows 8 OneDrive for Business app may be just what you need. In this clip we've looked at the OneDrive for Business app for Windows 8. Thank you for watching, and I look forward to seeing you in the next clip.
In this clip we'll look at using search tools in OneDrive for Business. OneDrive for Business has very powerful search tools, because on the back-end you're really working with SharePoint server, so documents and many other search criteria are indexed on the server, which makes finding things a relatively fast process. Here you can see I am logged into my OneDrive account on a web browser. I'm going to search for something general. I'm going to search for a manual. So you can see quite a few returns for that search, pretty general, but notice here on the left I can filter this down; I can go by document, I can go by Author, I can go by Modified date, if I hover over any of the search results I can get details about the document. So what's actually being searched here? Document titles obviously, and you can see here in the bold print, file path names, folder names will also be searched, but what's really nice is that document contents are searched. So let's use another example, I'm going to be more specific this time. I'm going to see if I can find a document that refers to a product, and I want more information on the product, but I just can't remember where that was at, it's in a catalog or a list of something. So the product is a beauty dish, so I am just going to search for dish, and now I get two results, and again I can kind of see in the context whether this catalog or this accessory list is the actual document I want. Another useful tool or tip to keep in mind when you're working with OneDrive for Business is you can use wildcards in your search. So let's say I'm going to search for a document, but I can't remember the spelling of the guy's name. (Typing) So I'm just going to go with an asterisk and here I can see the name ends with a y, but I already have all my results. Another tip that might help you find things quicker with OneDrive for Business, is you can search for individuals, maybe people on your team or people in your organization. So if I go back to my OneDrive and I change this from Search Everything to Search People, now let's try barney again, and here's the individual in my organization. So now I pull up his information and I can see we have two documents in common, so probably the document I am thinking of in his case would be one of those two. Now it may help you to filter your search a little bit further by selecting just a site. So if I choose Sites, and now I can search just this site. And again, I'm going to use a general search term. So right away I have quite a few search results, but I'm limiting my search to just this site. Again, I may save myself from having to dig through hundreds or thousands of documents. So this clip we've looked at using search tools with OneDrive for Business. Thank you for watching, and I look forward to seeing you in the next clip.
Sharing a Document
In this clip we'll look at sharing documents with OneDrive for Business. Here in this computer I'm using a Mac with Safari, and we're going to look at how I can share documents with others. Now sharing is a fundamental feature of OneDrive for Business. For that reason, you'll see share options and share notifications prominently displayed. For example, in my list of documents that I manage, I can see in this column right away if things are shared or if they're private to me only. So if I want to share a file or a folder with someone else, how do I go about doing that? The easiest way to share a folder or document with others is simply select it, and now you see the share tool becomes enabled. Now here's where I indicate individuals that I want to grant access to my folder. Now depending on your organization, you may only be able to select or invite internal people, people that are part of your organization, or your company's security settings may allow you to invite people that are outside of the organization. Now if they're internal, you can just simply start typing their name and you'll see internal individuals listed automatically. So I am going to invite Barney. Now in this case I'm going to invite someone that's from outside the organization as well. So you have two individuals invited. Now the other thing I can do here is determine what their rights will be. Do I want to allow these people to modify or change the contents of my folder? I think not. So I'm just going to give them the ability to view it. They can make copies of things they see in the folder, but they can't change or modify any of the contents of this folder. I can type in a message here, and then I can select Share. Now how will they know that this has been shared with them? Well notice here in the Show Options, the checkbox is enabled by default to send an email invitation. So these two individuals will actually get an email in their inbox with my message and a link to the folder that they have access to. Notice they get the notification that my folder has now been shared. Now if I reopen share, another way I could do this would be to Get a link. Here I can create or generate a link that gives View Only or Edit access to this folder, and as it says, anyone with this link can see and edit the file or can see the file. Now again, this may be restricted by your organization's security settings. So you may have a situation where you want to send a link by instant messaging, you may want to include a link in a website, or perhaps you just want to have the link available to mail to different people, then here you can generate the link. And finally, I can look at who this folder is shared with. Now in this particular case, even though I shared it with two individuals, I only see the internal people listed here, so that can present a challenge if you're concerned about security. We'll talk about managing security and privacy issues in another clip. So I'm going to close this, and then I'm going to jump over to my Outlook just for a second so you can see the type of invitation a person will get when something has been shared with them. So here Barney has shared something with me. Now in my case, since I have access to this, I simply click the link and then I can access the file. In this clip we've looked at sharing your documents in OneDrive for Business. Thank you for watching, and I look forward to seeing you in the next clip.
Syncing Your Documents
In this clip we'll look at syncing your documents with OneDrive for Business. There's a few reasons why syncing documents can be important to you, and there's at least two major scenarios that might affect you when it comes to syncing. If you've ever opened a document in the past that was on a shared drive and you tried to edit it, you've maybe run into this screen. Now this can happen even in OneDrive for Business. If you have a document that's been shared that's open by more than one person, you may run into this screen and your options may be limited to making a copy or trying to make changes and then merge those later with the original copy. Now fortunately, if your using Online Office tools or if you're using Office 2013, you can actually do coauthoring, so more than one person can have a document open at the same time. Notice this document for example, if I go to edit this online, I actually see an advisory or a notification that lets me know that someone else is editing the document at the same time. Now fortunately, with Office 2013 and Office tools online, these edits and changes can be done simultaneously. However, if someone's using an older copy of Office, their copy will lock the document and prevent coauthoring. So the point of all this is that it's a good idea to refresh or sync your documents sometimes before you do any editing yourself. Someone else may already have the document open, or recent changes may not have been made available to you until you use your sync. Now if you're working on documents online, this really won't be an issue because again, you'll see notifications letting you know right now what's taking place. If you're working with documents though locally on your machine, or if you're away from your office, sync becomes even more of an issue. So how do I sync my documents locally? Well basically it's a simple matter of selecting your folder, and then sync. This lets me know that I'm going to sync this locally for easy access, I can hit Sync now, I may have to allow the sync software to work with this the first time, and then I see the process start working where my files are being synchronized. I'll see an indication letting me know where my files are going to be synced to, and I can hit Sync Now. Now if you're prompted to install sync software locally on your computer, you might find it useful to review the clip Using Windows Explorer with OneDrive for Business. So I can see my documents being synced, I can open up the folder, verify that they're there, and now I have my local copies of documents that I can take with me when I am traveling. Now depending on the interface you're using, you may have the options to sync or download a copy to have locally with you when you're traveling. Here on this computer, running Windows 7 for example, I have a client in my system tray that I can right-click, and I can perform a manual sync to make sure I have the most current information, that way I know these documents are up to date. So if I decide that I want to sync some files that aren't mine, that I don't manage to my computer, it can be pretty easy to do. For example, I can go to my Sites where I have documents, and I want to sync these so that I can have them on my computer when I travel. So I'll Sync now, Sync Now. It tells me where I'll find these on my computer. And I can jump over and see these actually being synced to my computer. Green checkmarks mean it's all there, blue circles mean that it's still downloading and synchronizing the data. And again, just to emphasize, documents that you manage are going to be stored in your OneDrive for Business folder, documents that you've synced that others manage will be found in the SharePoint folder. In this clip we've looked at syncing your documents with OneDrive for Business. Thank you for watching, and I look forward to seeing you in the next clip.
Following a Document
In this clip we'll look at following documents in OneDrive for Business. Now you might be wondering what is following, and why might you use it, how does it benefit you? Well, Following is a feature that comes with Sharepoint and OneDrive for Business allows you to follow documents that are important to you, documents that maybe have been shared with you. Often times you'll receive an email with a link, and rather then just keeping track of that link, you can just follow the document and then it will be very easy for you to find it in the future. Following documents is also very important when you work with others and collaborate on documents. So, following a document lets you be notified when changes are made to it. Here I'm logged into OneDrive for Business and I'm looking at My Documents, and I notice over here on the left of my navigation pane, I can look up my Followed Documents. So again, rather than trying to search for these or keep track of links to try and get to them later. If I follow them they'll appear right here. Now if this starts to get pretty difficult to wade through, you can always stop following documents that are no longer important to you. Now besides being listed here, following a document will also make it appear in your news feed if there's any changes to it. For example here, I can see that a document I've been following has been modified. So how does one go about following a document? So, if I look at My Documents that have been shared with me, I can open up a folder and I'm going to just pick a new document that appeared here and I'm going to use the ellipsis to follow this document. Notice I get the notification that I'm now following the document. So if I jump back to my OneDrive and look at my Followed Documents, I'll see that this has now been added to the list of documents that I'm following. In this clip we've looked at how to follow documents in OneDrive for Business. Thank you for watching and I look forward to seeing you in the next clip.
Managing Document Privacy
In this clip we'll look at security and privacy issues related to OneDrive for Business. Now when we talk about security it's not unusual for organizations to feel uncomfortable about cloud storage. In fact, here's a screenshot from an organization who has under data security, warnings about the use of OneDrive for Business. So you may want to consult your internal organization's security standards to find out if OneDrive for Business is a suitable place to store information that may be considered legal or sensitive or confidential When it comes to security and the use of OneDrive for Business or SharePoint in general, there's basically two types of users to be aware of. Internal Users and External Users. Now Internal users can generally be easily identified because they'll share a common email, for example everyone with @microsoft.com for their email belongs to the same organization. External users generally have emails that are quite different from yours. Now depending on your organization and there security restrictions you may be able to share documents and folders with external users. Now whether it's an internal user on external user there's a couple basic settings to be aware of when you share documents and folders. Notice here I'm looking at my OneDrive and My Documents and I can see right away under the sharing column that some documents are shared and some are not. You can get a quick idea of who a document is being shared with by clicking the ellipsis and here you can see who has access to your document. Let's go into this folder and inside of this folder we have quite a few different documents and again I'm going to check a couple of these, here I can see two individuals in my organization, two individuals there. Now this one's a little different because I see that it's shared with two different individuals from my organization, they're internal users, they have the same email address. But it also says, open to anyone with a guest link. So in this case this document is also shared via an anonymous guest link. Now this could be a security or privacy concern because the information contained in this document, while it may be shared originally with a trusted individual, there's nothing to insure that that link won't be extended or shared with other people. And because it's a guest link, anyone with the link will have access to the document. Now if this situation makes me feel uneasy and I'm a little bit concerned about the security of my document, I can select share and then select Get a link. This lets me see the link that's been generated and notice I can disable this. So I'm deciding to close the door by disabling this link. So now if I check I can see that it's only shared with two internal people from my organization now. The other thing I can do is besides seeing who it's shared with, I can also control their access. If I go to Shared with here I can change there level of access. Again this is another way to insure that my documents security and privacy are intact. Now if I do decide that I want to share a document with other people it's a simple matter of selecting my document, and making select and share. And select people within my internal organization simply by typing their name here and assigning their level of access. Once I've added all of the names that I want to to this list I can add a personalized message to this. I can require signing which is a good security measure again they can't access the document unless they provide their credentials and then I can select share Now if I've considered the risks and I decide I want to generate an anonymous link, a guest link to a document. Again I can go back to get a link and I can generate one of two types, view only or edit access. so let's say I wanted to give this person access to view my document. So, now I can copy this link and I can send it using email, on a website, instant messaging. As long as they posses this link it will open up the document for them without any need to provide credentials. Now again if I decide I want to check the access to this document, I can select my ellipsis and verify who has access to this document. In this clip we've looked at security and privacy issues related to OneDrive for Business. Thank you for watching and I look forward to seeing you in the next clip.