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OneDrive Basics How-To Guide

Purpose

OneDrive is part of the Microsoft site-license agreement that provides the Office suite of applications (Word, Outlook, Excel, PowerPoint, etc.) and Office 365 Online (the same applications but online). It is a web-based file storage (or cloud-based storage) solution provided for free to University-affiliated persons.

This article is designed to guide users through the features of OneDrive for faculty, staff, and students at the University of Oregon:

Navigating to OneDrive at UO

Go to office.uoregon.edu and sign-in with your Duck ID and password.

Enter your @uoregon.edu email address then click Next to proceed.

Enter your @uoregon.edu email's password then click Sign in to proceed.

Click on the OneDrive application button to proceed.

Click on the OneDrive icon to proceed

If you would like to download the Office applications for your desktop or laptop, click on the Install Office apps link on the upper-right of the screen above.

Installation and Configuration of OneDrive Application

Install the OneDrive application by going to the OneDrive site and clicking Download. Open the file from your downloads folder on your computer to initiate installation. Follow all the prompts it gives you to proceed.

Click Download to start the OneDrive installation process.

Go to Office 365 website, sign-in using your @uoregon.edu email and password, then select the OneDrive icon.

Office 365 Dashboard with OneDrive icon highlighted

From the OneDrive screen, select the Sync button in the options menu.

OneDrive Home Screen with Sync button highlighted

Note: If you do not see the Sync button, ensure that no other files or folders are selected as the options menu will dynamically change.

A dialog box will appear which will start the OneDrive application from your browser (it may ask for permission to do so) then follow the steps to setup OneDrive.

Getting ready to sync... dialog box (example from macOS version of Google Chrome browser)

Enter your @uoregon.edu email address in the field then click Sign In.

Set up OneDrive dialog box with email address field highlighted

Select the Work or school button to proceed.

Set up OneDrive page 2 dialog box with Work or school button highlighted

Click on the Choose OneDrive Folder Location button to select the desired folder for OneDrive syncing. You can create a new folder then designated it if you choose to do so.

OneDrive Set Up page 3 dialog box with Choose OneDrive Folder Location highlighted.

Once this process has been completed, you will have a OneDrive folder set up. This folder can be accessed like any other file or folder in your computer’s file system in any program designed to view it (like any of the Office applications, Adobe Acrobat, etc.)

Primary Features

Creating files

To create new files, click on the New menu from the Home Screen

Click New to create a new file or folder

Select the desired option to proceed. You can choose from selecting a Folder, Word document, Excel workbook, PowerPoint presentation, OneNote notebook, Forms for Excel, or a link.

The New Menu: Select from Folder, Word document, Excel workbook, PowerPoint presentation, OneNote notebook, Forms for Excel, or a link.

Uploading files

Select the Upload menu to upload a file or folder.

The Upload menu: select this to upload a file or folder

Select the file or folder from your computer’s file system to proceed.

Sharing files

Select the file or folder you wish to share, then select Share from the menu, the Share icon, or the three-dot Options menu > Share to proceed

Click on the file or folder you wish to share, then select Share from the menu, the share icon (not pictured) next to the three-dot Options menu, or select Share from the three-dot Options menu.

Select the desired audience with whom you wish to share. If you select the Specific People option, you must enter their email address(es) individually (or comma-separated if multiple) and click Apply to proceed.

Note: You can allow recipients to edit the file or folder if you wish. Select the checkbox if you wish to allow that capability.

Select the desired audience and whether they can edit the file or folder, then click Apply to proceed.

The shared files will remain in the same place on your home screen and it will appear in the recipient’s Shared with me folder.

The Shared with me screen is accessible from the link in the left-hand side Navigation Menu.

Sharing with other users

Click Upload then choose either File or Folder

Click on Upload then select File or Folder to proceed

Click on the desired sharing tier and whether you would like them to edit the file or folder, then click Apply to proceed.

Click on the desired sharing tier and whether they are allowed to edit the file(s) then click Apply to proceed.

The file will be available in the recipient’s Shared with me section on the OneDrive home screen.

Click on the desired sharing tier and whether they are allowed to edit the file(s) then click Apply to proceed. The file will be available in the recipient's Shared with me section on the OneDrive home screen.

Connection to OneDrive from applications

OneDrive is accessible from your desktop through the OneDrive folder or on your mobile device through the OneDrive app (iOS, Android)

OneDrive for Windows and macOS is accessible through the Office 365 home page (once signed-in with your Duck ID and password). Click on the Install Office apps button and choose Office 2016 to begin the download.

Click the Install Office apps button then choose Office 2016 to download Office applications

For installation on iOS or Android, click the appropriate link below:

Once downloaded and installed, sign-in with your Duck ID and password to access your OneDrive and Office applications.

 

Connection via Office

Once OneDrive is installed on your computer, it will appear as a folder within your computer’s file system. When you are going to save a file in one of the Office applications, you may select OneDrive as the location to save your file. It will be accessible to any authenticated, OneDrive-enabled computer or device.

Connection via Office 365 Online

Clicking on a file in OneDrive will grant you a preview and options for it.

Along the top of the frame, the file location within OneDrive is visible along with the following: Accessibility Mode: Puts the previewed file into a different view (similar to Track Changes) with any heading levels visible in the margin. Edit Document: You can choose to edit the file in the associated desktop application or through the web browser. Print: Allows printing to any connected printer. Share: Similar to the sharing features described above (see Primary Features > Sharing Files). Options Menu: Allows for translation of the file, file download, downloading as PDF, embedding the file for a website, and an accessibility checker assistant.

Along the top of the frame, the file location within OneDrive is visible along with the following:

  1. Accessibility Mode: Puts the previewed file into a different view (similar to Track Changes) with any heading levels visible in the margin.
  2. Edit Document: You can choose to edit the file in the associated desktop application or through the web browser.
  3. Print: Allows printing to any connected printer.
  4. Share: Similar to the sharing features described above (see Primary Features > Sharing Files).
  5. Options Menu: Allows for translation of the file, file download, downloading as PDF, embedding the file for a website, and an accessibility checker assistant.

If you clicked editing the document in the browser, you can switch to the desktop application version by clicking the Edit in (application) link in the ribbon menu:

Click the Edit In (application) link to edit the file in app

If you have any further questions, please contact us either by phone at x6-2388 or email at casit@uoregon.edu