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Save and Share Files in the Cloud

with OneDrive for Business
Microsoft OneDrive for Business is your professional file library—your OneDrive for your
business needs. OneDrive for Business uses Microsoft Office 365 (SharePoint Online) to
safely store your files in the cloud. With your files stored in the cloud, it’s easy to share
them with your coworkers. OneDrive for Business also makes it easy to access and sync
your files from anywhere and from multiple devices.

Topics in this guide include:

Benefits of OneDrive Creating and working Sharing files and

for Business with files on OneDrive folders on OneDrive
for Business for Business

Accessing OneDrive Accessing OneDrive For more information

for Business from for Business from
Microsoft Office your mobile devices
2 | Save and Share Files in the Cloud with OneDrive for Business

Benefits of OneDrive for Business

OneDrive for Business makes it easy to:

• Store and organize your work files in a secure location in the cloud.
• Share files with your coworkers, so they can review or edit the content. Sharing files this
way is much more efficient than attaching them to email messages.
• Synchronize files stored in the cloud to your computer or mobile device (whether
you’re on the corporate network or not), so that you can access your files offline.

IMPORTANT: Microsoft recommends that users store business files on their OneDrive for
Business account, not their personal OneDrive. OneDrive for Business offers powerful
productivity and collaboration/sharing features designed for the workplace.

Creating and working with files on

OneDrive for Business
To work with files on OneDrive for Business, you first need to log on to Office 365 and
create or open OneDrive for Business.

Log on to Office 365 and open OneDrive for Business for the first time
1. Go to Office 365. If your computer is connected to the Worc Domain, go to internal
URL. Otherwise, go to external URL.
2. On the Office 365 sign-in page, enter your user name and password, and select Sign
in.
3 | Save and Share Files in the Cloud with OneDrive for Business

The OneDrive for Business page appears. In this example, the organization
name is Microsoft.

Create a new file from OneDrive for Business

By default, any file or folder you create on OneDrive for Business is private to you (invisible
to everyone else). After you create a file, you can make it available to selected individuals.
Or if you want to make the file public to all of the University of Worcester, you can add it
to (or create it in) the Shared with Everyone folder in OneDrive for Business. For
information on sharing files, see “Sharing Files and Folders in OneDrive for Business” later
in this guide.

NOTE: You must be using an Office 2013 or later client to create a new file from OneDrive
for Business.
1. On the OneDrive for Business – Documents page, select new, and then select the
type of file (Word, Excel, PowerPoint, or OneNote) you want to create.

2. In the Create a new file dialog box, enter a name for the file, and then select OK.
The Web App opens, for the type of file you selected.
3. In the Web App, create the file.
4 | Save and Share Files in the Cloud with OneDrive for Business

4. To use the Office application instead of the Web App, select the application name. For
example, to create a Word document, select OPEN IN WORD.

Upload an existing file to OneDrive for Business

1. On the OneDrive for Business – Documents page, select Upload.

2. Select Browse to find the file, and then select OK to upload it.

Open a recently used file on OneDrive for Business

• On the left side of the OneDrive for Business – Documents page, under Recent
Documents, select the file you want to open.

Sync an online file to your local device

Take your files with you! After you save files on OneDrive for Business, if you’re using Office
Professional Plus 2013, you can create a local cache of the files for offline usage by clicking
the Sync button. This creates a local OneDrive for Business folder in File Explorer. If you’re
working offline, you can save your files to this folder. When you regain connectivity, the
local folder automatically syncs with your OneDrive for Business library in the cloud.

CAUTION: If you sync multiple devices, keep in mind that when you delete a file from one
device, it will be deleted on all your synced devices as well as the cloud.

1. On the OneDrive for Business – Documents page, select the Sync button.
2. If a prompt appears, select Sync Now.
5 | Save and Share Files in the Cloud with OneDrive for Business

The OneDrive for Business app creates a OneDrive for Business folder in File Explorer.

3. Follow the instructions on your screen.

4. Save your files to the OneDrive for Business folder on your computer.
If you’re offline, your files are synced to OneDrive for Business as soon as you connect
to the Internet.

Edit or coauthor a file

When you select a file in your OneDrive for Business library, the content of the file appears
in your browser. To edit the file, you can choose to edit the file in the Web App or in the
application itself. If you edit a file in the application, other people can edit the file at the
same time if you’re using Microsoft Word or PowerPoint.

1. With your file open in the Web App, select the appropriate edit command. For example,
if you’re viewing a Word document in your browser, select Edit in Word Online.

2. Select the appropriate command, based on where you want to edit.

NOTE: If you don’t want others to be able to edit a file when you have it open, check out
the file. To check out a file, on the OneDrive for Business – Documents page, select the
ellipsis button next to the file name, select at the bottom of the next menu, and then
select Check Out.
6 | Save and Share Files in the Cloud with OneDrive for Business

Delete a file
1. On the OneDrive for Business – Documents page, select the icon to the left of the file
name you want to delete.

2. Select MORE, and then select Delete.

Create a folder
1. On the OneDrive for Business – Documents page, select new.
2. On the Create a new file menu, select New folder.

3. On the Create a new folder page, enter the name of the folder, and then select Save.
7 | Save and Share Files in the Cloud with OneDrive for Business

Sharing files and folders on OneDrive

for Business
After you create or upload a file or folder, you may want to share it. By default, any file or
folder you create in OneDrive for Business is invisible to everyone unless you create it in the
Shared with Everyone folder in OneDrive for Business.

When you share a file, folder, or site, you can optionally choose to start following it. When
you follow it, you get updates in your SharePoint Online newsfeed when other people edit
it. People with whom you’ve shared it can also choose to follow it.

Share a file
1. On the OneDrive for Business – Documents page, select next to the file that you
want to share, and then select SHARE.

2. If you want to follow the file, select > Advanced > Follow.
8 | Save and Share Files in the Cloud with OneDrive for Business

3. In the Share dialog box, enter the names or email addresses of the people you want to
share with, specify permissions (view or edit), and then optionally enter a personal
message.

4. Select Share.

Share a folder
• Follow the same steps as for sharing a file.
When you share a folder, you automatically share all files you place in that folder. Sharing a
folder saves you the trouble of sharing the files one at a time. Note the following details
about sharing folders, however:

• When you share a folder, every file you add to it is automatically shared with the
people you’re sharing the folder with. If you don’t want to expose a particular file,
be careful about which shared folder you add it to.
• You must share a folder if you want people to be able to navigate to it when they
visit your library. For example, let’s say you create a new folder, and then add and
share a document in this folder. If you want people to be able to go to the new
folder to see the document, you must also share the folder.
• To provide access to shared files in a folder without sharing the folder, copy a
shortcut to the file, paste it as a link, and then send it in email or an instant
message.

Share a file or folder with everyone

You may have files or folders that you want to make available for anyone at the University.
Typically, you provide viewing-only access for these types of files and folders. A key benefit
of sharing a file or a folder with everyone is that people can discover it by searching.
9 | Save and Share Files in the Cloud with OneDrive for Business

• Drag the file or folder to the Shared with Everyone folder on the OneDrive for
Business – Documents page.

See who you’re sharing with

1. On the OneDrive for Business – Documents page, select next to the file or folder
you want to share, and then select SHARE.
2. In the left pane of the Share dialog box, select the Sharing icon associated with the
file or folder.
The Share dialog box now shows a list of people you’re sharing the file or folder with.

Change permissions of people you’re sharing with

1. On the OneDrive for Business – Documents page, select the file or folder.
2. In the left pane, select the Sharing icon.
3. In the Share dialog box, select the arrow at right to change the permissions to Can
edit, Can view, or Stop sharing.
10 | Save and Share Files in the Cloud with OneDrive for Business

Send email to all the people you’re sharing with

You can quickly send email to everyone you’re sharing with. You might do this if there are
particular details about the file or folder you want them to know about, or if you want to
remind them that you’ve shared a document with them.

1. On the OneDrive for Business – Documents page, select the file or folder.
2. In the left pane, select the Sharing icon.
3. In the Share dialog box, select EMAIL EVERYONE.
4. Compose and send the email message.

Access OneDrive for Business from

Microsoft Office
You can save, open, and share files in OneDrive for Business directly from Office 2013
applications, including Word 2013, Excel 2013, PowerPoint 2013, and OneNote 2013. If
you’re using Office Professional Plus 2010, you can’t save, open, or share directly from
Office applications. If you open a file on OneDrive for Business, however, OneDrive for
Business offers you the choice of opening the application in the appropriate Web App or
the appropriate Office 2010 application.

Save a file from an Office 2013 application

1. In Word 2013, Excel 2013, PowerPoint 2013, or OneNote 2013, open the file you want
to save.
2. Select File, and then select Save As.
3. Select One Drive – University of Worcester. In this example, the organization
name is Microsoft.

4. On the Save As page, enter a file name, and then select Save.
11 | Save and Share Files in the Cloud with OneDrive for Business

5. If necessary, sign in to Office 365, as described at the beginning of this guide.

Open a file from an Office 2013 application

1. In Word 2013, Excel 2013, PowerPoint 2013, or OneNote 2013, select File, and then
select Open.
2. In the left pane of the Open page, select OneDrive – University of Worcester. In
this example, the organization name is Microsoft.

3. In the right pane, select the appropriate file.

4. If necessary, sign in to Office 365, as described at the beginning of this guide.

Share a file from a new Office application

You can share a file stored on OneDrive for Business and set permissions (view or edit)
directly from the Office 2013 applications.

1. In Word 2013, Excel 2013, PowerPoint 2013, or OneNote 2013, open the file you want
to share.
2. Select File, and then select Share.
3. On the left pane of the Share page, select Invite People.
4. On the right pane of the Share page, under Invite People:
a. Enter the names or email addresses of the people you want to invite.
b. Specify permissions (Can edit or Can view).
c. Enter an invitation message (optional).
d. Select Share.
The people you share with are added under Shared with at the bottom of the page.
NOTE: If you haven’t saved the file before you start this procedure, the Office application walks
you through the process of saving to OneDrive for Business before you invite people.
12 | Save and Share Files in the Cloud with OneDrive for Business

Access OneDrive for Business from your

mobile devices
OneDrive for Business makes it easy to access your work files when you’re on the go. You
can start working on a file on your computer and save the file to your OneDrive for
Business account without having to leave your Office apps. You can then continue using
those files on your mobile device with the OneDrive mobile app for Windows Phone, iOS
devices, and Android devices. The OneDrive mobile app connects to both your personal
OneDrive account and your organizational OneDrive for Business account.

The mobile app is available from the Windows Phone Store, Apple App Store, and Google
Play, depending on the device you have. This section describes how to add and access your
OneDrive for Business files using the OneDrive mobile app.

TIP: If you have a problem signing in with your OneDrive for Business account, try signing
in at http://portal.office.com/onedrive or contact your IT department.

For iOS
First, be sure you have installed the OneDrive app on your iOS device. To add a OneDrive
for Business account, open the OneDrive app, tap Menu in the upper-left corner, tap Add
OneDrive for Business, and then enter the email address and password you use for
Organization.
OneDrive for iOS FAQ

For Android
First, be sure you have installed the OneDrive app on your iOS device. You can now add
OneDrive for Business accounts to the OneDrive app for Android (on devices running
Android 4.0 or later). To do this, open the OneDrive app, tap the OneDrive icon, and then
tap Add a business account.

To add a personal account, enter your Microsoft account on the sign-in page. To add a
OneDrive for Business account, enter the email address you use for Organization.
OneDrive for Android FAQ

For Windows Phone

To add a OneDrive for Business account, open the OneDrive app, tap Menu in the
upper-left corner, tap Add OneDrive for Business, and then enter the email address and
13 | Save and Share Files in the Cloud with OneDrive for Business

password you use for the University. OneDrive for Windows Phone FAQ

For more information

Windows
http://windows.microsoft.com

OneDrive for Business

https://support.office.com/en-us/article/What-is-OneDrive-for-Business-
187f90af-056f-47c0-9656-cc0ddca7fdc2?ui=en-US&rs=en-US&ad=US

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http://microsoft.com/itshowcase

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR
STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. © 2015 Microsoft Corporation. All rights reserved.