Storing, Sharing & Co-editing Work Files Quick & Easy with ...€¦ · Storing, Sharing &...
Transcript of Storing, Sharing & Co-editing Work Files Quick & Easy with ...€¦ · Storing, Sharing &...
Storing, Sharing & Co-editing
Work Files Quick & Easy with
OneDrive for BusinessCommunication and Collaboration with Office 365
Workshop Series #2
https://www.polyu.edu.hk/emailSelect OneDrive for Business to get more information about the service!
What? How?
What’s the difference between OneDrive & OneDrive for Business?
How to activate OneDrive for Business service & how to access it?
What’s the storage quota?
How to share files of large size?
How to share files/folders with colleagues/outsiders?
How to edit Office documents without installing Office?
How to co-edit shared documents with others at the same time?
How to access it via mobile device?
When to use OneDrive for Business and SharePoint Online?
And more...
Your Mailbox Size and Usage
Latest News about O365 Education plan: https://technet.microsoft.com/library/exchange-online-limits(EXCHG.150).aspx
A B C
DOC 1MB
2. The document could be
accessed/edited by all users
with permission
*Assuming the file size is 1 MB.
Free
storage15GB 2GB 5GB 1024GB
How to
get it?Gmail account Sign up MS account
Staff Email
&
PolyU
Connect
account
Integrated
with any
editor?
Google Docs N/AOffice
Online
Office
Online
OneDrive?
OneDrive for Business?
Both are personal online storage space in the cloud.
Introduction to OneDrive for Business: https://support.office.com/en-us/article/What-is-OneDrive-
for-Business-187f90af-056f-47c0-9656-cc0ddca7fdc2
Service Type Consumer Service Organization-based Service
Version Free (up to 5GB) Workplace/school
Accounts to
AccessMS account
Staff Email &
PolyU Connect account
The name shown
in OWAOneDrive OneDrive
Apps for
mobile deviceOneDrive OneDrive
The name of
latest sync clientOneDrive OneDrive
The client name
after installation
If you haven’t activated it, you could
1. Login to your Staff Email/Connect email account via web browser
2. Click the icon at the top-left corner and then select OneDrive- abbreviation of OneDrive for Business
3. Wait about 10 mins. The service will be ready for you.
How to activate my
OneDrive for Business?
You could access it via the same way after activating the service.
1. Login to your Staff Email/Connect email account via web browser
2. Click the icon at the top-left corner and then select OneDrive- abbreviation of OneDrive for Business
To access to my
OneDrive for Business 1
To UPLOAD files*, just drag the files
and drop it inside the browser.
To EDIT Office file, e.g. PowerPoint,
click to open the file and select your
preference to edit it.
*Folder cannot be uploaded by drag and drop via browser.
To access my
OneDrive for Business 2
1. To download the client, go to https://onedrive.live.com/about/en-
nz/download/
2. Select your platform and click
Download
3. Run the downloaded file to start
the Setup program.
4. Follow the instructions to
complete the installation. It takes just a few minutes and the
client will be ready for use.
You may select all/some of your folders for
syncing on your Windows/Mac platform.
*For Windows and Mac OS X only.
Installing OneDrive client or downloading Apps provides a better
experience for accessing your OneDrive for Business.
Comparison
Need to download?
Need to install?
Sync?
Accessing via Web Browser You could navigate your folders and files stored in your OneDrive for Business via web browser on computers or mobile devices.
Com
pute
r
Windows
Mac OS X To know more, click here.
Mobile D
evic
e
iOS To know more, click here.
Android PlatformTo know more, click here.
Windows phoneTo know more, click here.
How to edit my Office file stored in
OneDrive for Business?
Via Office 2016/Office App
1. Login to your Staff Email/PolyU Connect account
2. Navigate to the file for editing
Via web browser
1. Login to your Staff Email/PolyU Connect account
2. Select OneDrive
3. Navigate to the file and open it
4. Edit in Word/Excel/PowerPoint Online
(or Edit in Browser)
About Require sign-in
*Need to register as MS account in order to login
Invited User/Email account
PolyU staff
N/A
@polyu.edu.hk
Non-PolyU staff
MS accounts
@outlook.com @hotmail.com
Non-MS accounts*
@connect.polyu.hk @gmail.com @yahoo.com
Sharing Options
More about sharing: https://support.office.com/en-
us/article/Share-documents-or-folders-in-Office-365-1fe37332-
0f9a-4719-970e-d2578da4941c?ui=en-US&rs=en-US&ad=US
Only option for
folder sharing
Require to sign in
Co-editing
You could edit
Edit in Browser (Online) or
Edit with your installed MS Office, e.g. Office 2016Remark: Co-editing feature only for Office 2016 version
Shared user with edit right could edit the same
document at the same time
Invalid file/folder name
characters
# (number sign)
% (percent)
< (less than)
> (greater than)
: (colon)
" (double quote)
| (pipe)
? (question mark)
* (asterisk)
/ (slash)
\ (backslash)
NOTE: Windows will typically block "<>*/ \ | when you try to rename a file with these characters.
Reference: https://support.office.com/en-us/article/Invalid-characters-in-file-or-folder-names-
or-invalid-file-types-in-OneDrive-for-Business-64883a5d-228e-48f5-b3d2-eb39e07630fa
For more information about restrictions and limitations when you sync OneDrive for Business
libraries, like size limits for syncing files, and character limits for files and folders,
see https://support.microsoft.com/en-us/kb/3125202.
Video
To share video easily (for staff only)
Among PolyU staff
e.g. [email protected]
Among PolyU Connect account users
e.g. [email protected]*To upload with functional account of
Connect account
Permission settings
Viewer
Editor
Owner
To apply your Channel, send email to
More about Data Storage…
PolyU
Home Drive
PHD
Network
Shared Folder
NSF
Enterprise
Content
Management
ECM
OneDrive
for Business
ODB
Storage 50 GB Various Various 1 TB
Purposes Personal based DepartmentalDepartmental
admin basedPersonal
Drive
MappingP: Q: Optional Optional
How
to
access O
n-
Cam
pus
Any Campus
Network(Need to ask)
Any Campus
Network Internet
Connection
Off
-
Cam
pus
SSLVPN (Need to ask) SSLVPN
Retention
Period
7 days after
deletion(Need to ask)
7 days after
deletion
30 days after
deletion
Mobile
Apps
iOS: FileExplorer
Android: ES File
ExplorerN/A N/A OneDrive
More about PHD: https://www2.polyu.edu.hk/Staff/General_Notices/User_Guide_PHD.pdf
Series 3 – 15/7(FRI)!!
How to Collaborate with your
Colleagues Effectively?
What are the collaboration features of Office Groups?
How to use Office Groups to communicate with colleagues?
What could I share in Office Groups?
How to share documents via Office Groups/Skype for Business?
How to make a video conference call via Skype for Business and what equipment are needed?
Can Office Groups/Skype for Business be used on mobile devices?
And more…
Regular IT Training WorkshopGet Started with Your Windows 10 New Desktophttps://www.polyu.edu.hk/its/self-help/training/530