Contents

Verify OneDrive is running. 2

How to Use OneDrive for Business. 4

Personal Business Documents. 4

Saving a file to OneDrive. 4

Creating and Rearranging Folders. 5

How to Share a file or folder in OneDrive. 6

How to Stop Sharing a document or folder 9

Working with Version History. 10

Restoring Deleted Files. 11

Verify OneDrive is running

Check the System Tray for a Blue cloud Icon.  It should look like the one below.  If it has a red X that is letting you know there is an issue with syncing a file.   You can click on it or get the helpdesk to help fix the issue.  

If you do not see a Blue cloud icon then start OneDrive from the start menu.  When you click on the OneDrive app it will place the Blue cloud icon in the system tray after 10-15 seconds or prompt you to sign in with your email and password.

How to Use OneDrive for Business

Personal Business Documents

Personal business documents will be located on your computers desktop and documents folder.  This is the default location for most users.  By default, you only have access to these documents.  You can share these document which we will cover later but the default is that you only have access.

1. OneDrive – McAdamsco
    This contains your Desktop, Documents and Picture folder.   Notice that I have highlighted the Desktop folder.   It contains a Word document both on the Desktop (left) and folder (right).
2. The status on the Word documents shows a Green check.  This means the file has been synced to the OneDrive cloud.  
3. The status for Insperity TimeStar shows a cloud icon.  This means it is only on OneDrive (cloud).  When you select a file with a cloud icon you will need to be connected to the internet to open the file.  It will take a few seconds longer to open a document with a cloud icon because it must pull the document from the OneDrive cloud.  After you open a document from the cloud it will automatically keep it local on your computer and change the status to a Green check.

Saving a file to OneDrive

This will be a familiar process.  

Click File

Then select Save As

Then chose (This is new) OneDrive – McAdamsco, with your email address.

You can specify a subfolder or new location but keep it either in Documents or Desktop.

Then Click Save

Creating and Rearranging Folders

This too will be a familiar process.  To create a folder, right click>New>Folder

To Rearrange folders, click on View>select icon, tiles, list, content or my preference Details.

From there you can arrange it by Name, Date or Type.  Click on the header and it will arrange in order.

How to Share a file or folder in OneDrive

1. With a file open, or a file or folder selected, select Share.
   Right Click the document>Share
    
   Or Select Share on the top right of an open document
    
2. Select the down arrow to choose permissions for the link you will be sharing. Options include:
   Anyone
   People in your organization
   Specific people
   
    Allow Editing – Leave checked you want the other users to be able to update the document.  Uncheck Editing and they will be able to open and read the document.

1. Enter the name or email address of people you want to share with.  It will search The Arc of North Carolina address book for internal users.  To share with an outside user, type out their email address
2. Type a message.
3. Select Send.

You will receive a confirmation that the email link was sent.

The user who receives the shared document will get an Email.

When they open the document, it will open in a web version of the office document.

After you have shared a document, the status icon changes.  It now has a person icon.

How to Stop Sharing a document or folder

Right click file and go to Sharing

Select the 3 ellipse on the top right>Manage Access

Select the ellipse on the right of the link

Select the X to remove the shared link.

The status icon take 15 minutes to update.

Working with Version History

You can choose version history by right clicking a document and choose version history

I have 2 different versions below.  Select the version you want to view>click the 3 ellipse

Restore will replace the current document and download allows you to download a copy without overwriting the existing document.

Restoring Deleted Files 

When you delete a file from OneDrive on your computer you will see a pop-up warning message.  Since this is a normal occurrence, I would select “Don’t ask me again” > Yes.

To restore a file that was synced to your PC.  Open the Recycle Bin>Find the file>Right Click>Restore

This will put the file back in the original file location.