Office 365 – OneDrive

Using OneDrive, you can store all of your personal files in one place, easily share them with your colleagues and access them from any device with an internet connection. With OneDrive, you will no longer need to email documents to yourself or save them to a USB because all of your files can be stored in one place, accessible anywhere.

OneDrive Features and Best Practices:

OneDrive: Key Features
  • You can store and share up to 1 TB with OneDrive;
  • Online creation and editing of Office documents;
  • Sharing rights on documents and folders;
  • Co-editing documents;
  • Accessing files remotely.
Using OneDrive for File Storage and Collaboration

Why use OneDrive?

  • Do you sometimes send files to yourself by e-mail?
  • Is your e-mail account your document storage space?
  • Do you leave your computer on at night to access files remotely?
  • When working collaboratively on a document, do you send out multiple copies by e-mail and collect edits and comments for later collating?
  • Do you use Dropbox, Google Drive or other cloud-based file storage?

If you answer yes to any of the above, OneDrive provides all these services, fully integrated within Office 365. Features include:

  • 1 TB of file storage
  • Online creation and editing of Office documents;
  • Sharing rights on documents and folders;
  • Co-editing documents;
  • Accessing files remotely.
OneDrive: Sharing a Document

Document sharing requires two steps:

  1. Setting up the kind of sharing permissions desired
  2. Sending a link to the document to others to enable the sharing

Starting with the SHARE icon…

  • A dialogue box opens up, asking: “WHO WOULD YOU LIKE THIS LINK TO WORK FOR”
  • Three options appear:
  1. ANYONE – Meaning that anyone can use the link to the file as generated by Office 365 OneDrive – This option provides an EXPIRY DATE option such that the link may cease to function after a set period. This is especially important when files are shared with people outside of the University.
  2. PEOPLE IN THE UNIVERSITY – This option limits access rights to files to members of the University community with active Office 365 accounts.
  3. SPECIFIC PEOPLE – This option limits use of the link to specific people within the University community
  • ALLOW EDITING – Selecting this option permits recipients of the link to edit the file or just to have viewing rights.
  • Once rights have been APPLIED and the correct people selected to share the file, the link contains these conditions.
  • The next step is to send the link to the desired recipients.
  • The recipients will get an e-mail with a link to the file.

OneDrive is a powerful tool for collaboration. There are many advantages to using OneDrive for file sharing, including:

  • Using a University-authorised system for secure file storage
  • Enabling two or more people to collaborate on a document while having only one copy
  • Tracking the versions of a document and restoring prior versions if needed
  • Keeping track of document comments and edits – in ONE place, not across multiple copies of a document
  • Not having to send out and then collate edits from multiple persons
  • No longer needing to send e-mails to yourself to work on a document outside the University
  • Anytime, anywhere file access via secured Internet connections

OneDrive FAQ

I cannot save my files to OneDrive

If you are seeing an error message when you try to save your Office apps to OneDrive, follow these steps.

Microsoft offers by default OneDrive personal as an option to save your files, however, you will need to access the OneDrive for “work/school” to avoid getting the error message when login to OneDrive with your BU 365 account.

Step 1:

Instead of selecting the suggested OneDrive button, select “Add a Place” then select “OneDrive for Business”.

Step 3:

Enter your BU email address and click “Next”.

Step 3:

The next window should have the Bishop’s branding, enter your BU password and click “Next”.

Step 4:

You have now successfully set your OneDrive for Business account to your Office app.

Remember to always select the OneDrive button that is linked to your BU 365 account to avoid getting the error message again.

I cannot setup my OneDrive folder on my personal computer

If you are seeing this error message when you try to add your OneDrive folder to your personal computer:

Note that setting up a OneDrive folder is only allowed on domain joined workstation. In order to access your OneDrive file from your personal computer, simply login to OneDrive from your web browser.

Get more information from Microsoft’s site:

For more information on OneDrive, visit these helpful links: