Understanding OneDrive For Business(2).pptx

Understanding OneDrive For Business 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Understanding OneDrive For Business • OneDrive for Business is the main place that individual users can store their personal work files. To reiterate, these are the work files that you work on as an individual in y...

Understanding OneDrive For Business 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Understanding OneDrive For Business • OneDrive for Business is the main place that individual users can store their personal work files. To reiterate, these are the work files that you work on as an individual in your organization. • It is important to remember that these files belong to your organization and your organization will have access to them. • Do not save your personal documents and files here; use OneDrive for that. • The topics covered in this chapter are as follows: • History and background of OneDrive for Business • Getting into OneDrive for Business • Parts of OneDrive for Business • How is OneDrive for Business different from OneDrive 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H History and background of OneDrive for Business • OneDrive for Business, not to be confused with OneDrive, is the business version of OneDrive that is connected to or purchased via Office 365. • It is the replacement for Microsoft's SharePoint Workspace. • It was released in the first version of Office 365 and has continued to evolve like the rest of Office 365. • Like OneDrive, OneDrive for Business is a file-hosting and sync service created by and hosted by Microsoft. Both have a sync app that allows you to sync your documents to your computers and a mobile app for accessing your files on your mobile device. • Unlike OneDrive, OneDrive for Business can only be accessed online via the Office 365 portal. OneDrive is accessed via the consumer portal of https:/ / www. msn. com/ en- in/ , https:/ /outlook. live. com/ owa/ , https:/ / outlook. live. com/ owa/ , and so on. • Both were formally named SkyDrive and SkyDrive for Business until a lawsuit forced a renaming to OneDrive and OneDrive for Business in 2014. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Getting into OneDrive for Business • Once you are logged into the Office 365 portal, you can get to OneDrive for Business. • You have two options for accessing it: via the Office 365 Home or via the app launcher. On the Office 365 Home, locate and click on the OneDrive button. I know it says OneDrive • but it is really OneDrive for Business: 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Getting into OneDrive for Business • If you happen to be in a different part of Office 365, you can click on the app launcher then on the OneDrive button. • You can open it in a new tab, instead of the current tab, by hovering over the OneDrive button, clicking on the open menu, then on Open in new tab: • Either way you go, you will land in your Files in your OneDrive for Business: 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business • Just like every other part of Office 365, each application has a few parts: 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business #1 Search box • Start typing in the box and the system will start offering you some preliminary results: • Click on the See more results link at the bottom of the preliminary results dropdown and the main window portion of the page will show more results • The Filters pane will also open on the right side with options for filtering down your search results by the modified date, the file types, and/or by author(s)/contributor(s). • If you want to search in SharePoint, there is a link at the very bottom of the main window that will allow you to do just that! 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business • To clear the search box, click in the search box then on the X on the right-hand side of the box: • Before you click on the search box, there is text in it that says Search everything. • Everything means all of your files and folders. • This does not include results from SharePoint: • The search capability is very powerful. So powerful, in fact, that you may get back too many results. • The search will search the title of the file, web page, or site, the URL, the text contained within, and any attached metadata. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business #2 Your OneDrive navigation • Clicking on these opens the selected option in the main window. • Files shows all your files and folders and is the default landing location when you enter OneDrive for Business. Recent • Recent shows all your recent file activity: • You don't need to search a document you were recently working on. • You can go to it using the Recent tab. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business Shared • Shared shows files shared with you and by you. • Files that were shared with you (see the Shared with me tab) will not show in your Files: • Seeing files called out as being shared by you (see the Shared by me tab) is useful when you need to remember who you shared what with and in situations where you need to remove or modify those permissions. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business Recycle bin • The Recycle bin shows files that were deleted by you. • Files stay here for 30 days, unless you decide to delete the file or empty the recycle bin, then they are moved to the second-stage recycle bin where they stay for another 30 days unless they are manually deleted. • After that, they may not be recoverable unless your organization has a backup solution in place. • You can go to the second-stage bin by clicking on the Second-stage recycle bin link at the bottom of the main window: • Click on the link next to the file you want and choose Restore or Delete from the action bar: • You can restore or delete individual files in this way. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business #3 Sites navigation • This section gives you options for seeing files from whichever site you select. • You can also see more sites if you don't see the site you want listed and/or create a new site using the links at the bottom of the section. #4 Extra options • The links here take you to different places to do different things. • The first link opens a new tab in your browser and takes you to the Admin Center for OneDrive for Business. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business • The second link opens another tab where you can get apps for Windows and your devices, even Xbox One! • The last link returns you to the classic look and feel of OneDrive for Business: 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business #5 Action bar • This bar is subject to change. • It shows options based on where you are in your OneDrive and based on whether you have chosen an item or not. Here are some examples. • If you haven't clicked on anything, you get actions you can perform on the entire library: • If you clicked on a file or folder, you get options based on what you selected: • The files have three options more than the folders. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business • #6 View options and detail pane • View Options gives you choices for how you want files to be displayed. • You can look at your files in the List (which is the default view), Compact list, or Tiles views: • What you see in the details pane depends on whether you have not chosen anything, have chosen one file, or folder, or chosen multiple files. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business • If you have not chosen anything, you can see the Activity in this library: • If you chose one file, you can see details for that file, including a preview of the file, the file's permissions, properties, and so forth. • You may be able to change the properties in the Properties section if you have at least contributing permission for the file. • If you have full control permission over the file, then you will be able to change the file's permission via the Manage access link in the Has access section: 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business • To see more details, click on the More details link at the bottom of the pane. • To collapse this section, click on More details again: 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business • If you choose a folder, you can see details for that folder, the folder's permissions, properties, and so forth. • You may be able to change the properties in the Properties section if you have at least contributing permission for the folder. • If you have full control permission over the folder, then you will be able to change the folder's permission via the Manage access link in the Has access section: • To see more details, click on the More details link at the bottom of the pane: • If you choose multiple files and/or folders, you only see that you selected multiple things but no details. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Parts of OneDrive for Business #7 Main window • This part of the page shows whatever is clicked on from the OneDrive or Sites navigation or shows the search results if the See more results link at the bottom of the preliminary search box is clicked. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H How is OneDrive for Business different from OneDrive • As mentioned earlier in this chapter, OneDrive for Business and OneDrive are different in a few ways. Let's look at those differences in more detail. • The biggest difference is where you log in. • OneDrive is a consumer product which is linked to your Microsoft account, formally known as Live, and OneDrive for Business is linked to Office 365, the Business version, not the Home version. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H How is OneDrive for Business different from OneDrive • Logging into OneDrive for Business must be done through the Office 365 portal. • Logging in to OneDrive is done through a Microsoft consumer page such as https:/ / www. msn. com/ en-in/. • You can sign into your Microsoft account or choose OneDrive to sign into OneDrive faster: • The one place where you can get into either is via the OneDrive site: 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H How is OneDrive for Business different from OneDrive • The look and feel of OneDrive is also different than that of OneDrive for Business. • Here is what OneDrive looks like as of April 2019: 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H How is OneDrive for Business different from OneDrive • Also, the sync clients for each are two different colors. • There is blue for OneDrive for Business and white for OneDrive: • The last difference you should know about as an end user is that there is no way to log into one from the other. • They are separate now and more than likely, they will always be separate, which makes sense if you really stop and think about it. • You really wouldn't want your personal files mixed up with your business files that your organization has the right to access at any time. 30/09/2023 UJ –CECS CCCS 100 1st Term 1445 H Thank You​ ​ 11/6/23 30/09/2023 UJ –CECS CCCS 100 1st Term 1st 1445 H 1445 H Term 

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