In this video, Sharon explores the features of OneDrive file synchronization, including encryption, data compression, and conflict detection. Also learn about the difference between storing files in OneDrive and storing files in a SharePoint library. Also
- [Female Voiceover] File synchronization when we refer to Office 365 uses OneDrive and this keeps our files that are on premise synced to our files that are in Office 365. This means that you can access your files from anywhere at any time on any device securely and easily. The OneDrive File Synchronization provides encryption. Your data is always encrypted in transit. Your data is also compressed and only changes are synced, for example, if you have a PowerPoint presentation with a video in it, but you only change specific wording in the deck and not the video, the synchronization will only upload the change, not that entire video again.
And conflict detection is built in as well. If you're working on a PC where Office 2016 is not installed and a conflict is detected, a second file will be created for you. If the PC does have Office 2016 installed, you or the user can resolve that issue and you or the user can choose the correct version of the file or merge the files. You may hear the question, what's the difference between OneDrive and SharePoint, and they both do use the same technology, but typically we use OneDrive for personal information, such as My Documents.
These files are private unless otherwise indicated, whereas SharePoint is used for a team. It's the company Intranet and these files inherit the permissions of the parent folder. The files may be available to everybody. And over the years there's been several versions of OneDrive, so you'll need to know which one is installed on your user's PC. If the application is OneDrive.exe, this is the new OneDrive sync client. If OneDrive refers back to Groove.exe, this is the older version of OneDrive for business.
And finally, if you come across SkyDrive.exe, this is a really old version of the OneDrive personal sync client and you'll want to update that. If you don't feel like digging around the file system, you can typically tell the version of the OneDrive sync client from hovering over the OneDrive icon in the task bar. First, if the icon is white and when you hover over it, it says One Drive - Personal, or just One Drive, and you happen to be on a Windows 7, 8, or 10 machine, then this will be the new OneDrive sync client.
The old OneDrive sync client will also be white, but when you hover over it, it will say files are up to date and typically, you'll find these on a Windows 8.1 or an RT 8.1 machine. The new OneDrive sync client for Office 365 is blue and when you hover over it, it will say OneDrive and then your company name and typically, it comes with the Office 365 subscription. And finally, the old OneDrive for Business also has a blue icon, but when you hover over that, it will say OneDrive for Business and typically, this is used to sync SharePoint site libraries and syncing local to a SharePoint server.
Now that we've discussed the OneDrive sync client, let's take a look at it in action and installation of it. As you can see, I've already logged in to the Office 365 portal and the easiest way to start the OneDrive sync client installation is actually going to OneDrive. Now depending on what operating system you're running, the OneDrive client may already be installed for you and if the client is already installed, all the user needs to do is click on Sync and that will start the sync process.
And as you'll see here, the OneDrive client is already on this system, all I have to do is just set up OneDrive. It already pulled in my user name, I'm going to go ahead, click Sign In, I do have to provide my password. Next, the location for our OneDrive folder is indicated and you can change that if you wish. This will be in the computer name, your company name, and then OneDrive. Now you can pick and choose what files do you want to sync to the PC.
You can sync all of the files or there may only be certain files that you would like to sync. Keep in mind, these are the OneDrive folders in your Office 365 account. And then go ahead, click Next, and that's it. It'll take a few minutes for everything to sync, but we can go ahead, open up our local OneDrive folder. If this is the first time you've installed OneDrive on this PC, then a tutorial will pop up providing the basic information on how to use OneDrive.
If for some reason your file explorer does not launch, you can go ahead and do so manually as I'm going to do here. You'll now have a folder called OneDrive - Landon Hotel and you'll see that the folders have been synced from our cloud Office 365 down to our local machine. To quickly recap, using the OneDrive sync client will synchronize your files from Office 365 down to your local PC and because your files are in Office 365, you can access them from anywhere at any time.
- Training users
- Troubleshooting account and startup issues
- Repairing Office apps
- Working with Word, PowerPoint, Excel, Outlook, Visio, and OneNote
- Communicating with Skype and Yammer
- Using OneDrive and SharePoint
- Fixing file synchronization issues