In this video, see how to get OneDrive set up so you can store files on the cloud, which will also set us up to share files with co-workers later.
- [Instructor] In this movie we're going to see how to get OneDrive setup so you can store files on the cloud which will also set us up to share files later in this chapter. Starting from the main Office 365 website, I want to find the tile for OneDrive and click on that. Since I'm accessing this through my Office 365 Business account, I am using OneDrive for Business, though the personal version of OneDrive works very similarly. What I've got here is a list of files stored on my OneDrive, stored on the cloud. I've setup this folder here with documents specific for my company, and when I click on that, of course I can see a list of files.
I can see another subfolder, and I can basically store and organize files here just like I would on a drive on my computer. Since I'm accessing this on the web, I can access these files from any computer connected to the internet. From here, I can upload new files, just by going to the toolbar up at the top. I can click on that button and upload a file from the computer that I'm currently working on. I see some other file management tools. If I want to make a new folder, I go to this New button. Click on that, it opens up a menu, and the first option here is to create a new folder.
Also under this menu there's even an option to make new Office documents directly on my OneDrive. There's a version of the Word, Excel, PowerPoint, and OneNote applications that run in the web browser, so I could create and edit documents right here. But in addition to accessing and managing files on a webpage, I really want you to see how to get OneDrive synchronized to your computer, so you can access files on OneDrive as easily as accessing any other folder on your computer.
So you may have gone through this setup when you first installed other Office applications, like Word, PowerPoint, or Excel, but let's assume that it's not already setup. First, you will need the OneDrive application installed on your computer, which may already be there. If it is not then you can click on this link here on the OneDrive page, this link that says Get the OneDrive apps. This will take you to a page that's specific for whatever computer you're using, and it will walk you through the process of downloading and installing that application.
So if you're using a Mac, this page will look a little different to you. You will see a link to install the Mac version of the OneDrive application. Still, the process is going to be basically the same as what we see here. But if you already installed the Office desktop applications by downloading the main installer from the Office 365 website, it may have already installed the OneDrive setup app, and that's what I've got here on this computer, so I'm actually just going to minimize this to get it out of the way. I'll go into the Start menu to the list of all applications, or if you're on a Mac, you can go into the Applications folder, and I'm looking for the OneDrive app, here it is.
Now I see two apps. I have OneDrive and OneDrive for Business, and this is a little counterintuitive. Most people will simply use this app called OneDrive, even if you are setting up a OneDrive for Business account. This is a newer version of the app and we'll do the setup for both OneDrive Personal and OneDrive Business accounts. If you see this other app labeled OneDrive for Business, that's actually used for something else. I recommend you don't even bother with that one unless your IT department has requested that you use that one.
To simply setup your OneDrive account to sync with your computer, we're going to launch the OneDrive app. And on the Mac, you will only have one application called OneDrive, so you don't need to worry about that. If you happen to already have a OneDrive account setup to sync with your computer, launching this application will take you straight to your OneDrive folder in File Explorer. If that happens that means you're already set up, but I'm not already set up, so I'm going to go through the process. So I'll sign in to my account.
So in this case I'm going to sign in to my Office 365 for Business account. If you wanted to setup a OneDrive Personal account, you could sign in to that account here, but I'm going to sign in to my Office 365 Business account. Put in my email address, hit Sign In, then it prompts me for my password. So now I'm signed in, it's giving me a little startup information. I'll just hit Next, and I'll just keep hitting Next to go through this, and then there's an option here to Open my OneDrive.
I could hit that here, or I could just close this window when it's done with the setup, and whenever I want to look at my OneDrive, I can go into File Explorer on Windows, or Finder on the Mac, and I will see my OneDrive is listed on the side bar on the left. It says OneDrive Globe Bank Inc, which is the name of my organization. So I just went through that process to setup my OneDrive for Business account. If you happen to have both a OneDrive Personal and OneDrive for Business account, you can set them both up.
Just choose one of them to start with, and then you can loop back around and setup the other account, and we'll look at that in just a minute. But let's take a quick look at my OneDrive here that's been setup. If I click on that, I can see the same files and folders that we saw on the OneDrive webpage. I can open up this folder, I can see the same files there, and I can add files here. I can move files around and delete files. Any changes that I make here will be reflected on the OneDrive website. And I can setup this sync tool on several different computers.
If I do that I'll be able to access the same files on all of those computers and they will stay synchronized as long as those computers stay connected to the internet. Okay so let me close this, and remember I said you can setup multiple OneDrive accounts. You could have your OneDrive Personal and your OneDrive for Business accounts setup at the same time. If you need to setup a second account, do not go back into the Start menu and just launch that OneDrive app again, because if you do that, it will just take you straight to the OneDrive that you already had setup.
If you want to setup a second account here's what you'll do. Go down to the taskbar, over here on the right side, you may see the OneDrive icon right here in the taskbar, or you might see what I have which is this little triangle that opens up and shows you a bunch of other icons. Either way, you're looking for the OneDrive icon. Of course on a Mac you will not have this taskbar at the bottom of the screen. On a Mac, you will find this icon in the menus at the top right of your screen next to the clock.
What I'm going to do is click on that. It opens up this little panel. It shows me the most recent files that have been synchronized. I want to go to this little gear which takes me into Settings. It shows me that I have my OneDrive for Business account setup, and there's an option to add another account, so I could click on this button, go through the setup process again, and it would add a second OneDrive to my computer. And that's all you need to do to get your OneDrive synchronized to your computer. Once you have files stored on your OneDrive, you can easily share a file with other people.
So let's quickly go back to the OneDrive webpage. I'm just going to close this one, and so I've got my list of files here, which is the same list of files that we saw in that folder synchronized with my computer, and if I want to share a file, I can point at it and you'll see there's a little button that appears next to it. That opens up a menu, and one of the options here is Share, so I could put in the email address of the person I want to share this with and send it on. We're going to focus on that More in another movie here in this chapter, but I want you to know, if you share a Word, Excel, or PowerPoint file with somebody this way, that file will be editable, and the other person can even make changes to that file, and those changes will be saved to the exact same file that you have stored on your OneDrive.
But of course, we're going to see that later in this chapter. So to learn more about getting OneDrive setup, you should check out Jess Stratton's OneDrive for Business course.
- Office 365 accounts and tools
- Office 365 Groups and SharePoint
- Choosing the right tools for your collaboration needs
- Working with shared calendars in Outlook
- Making video and audio calls with Skype for Business
- Managing collaborative conversations with Teams
- Editing and co-authoring files stored on OneDrive or SharePoint
- Choosing a location to store files
- Sharing files from OneDrive or SharePoint
- Sharing files in Teams