A Nonprofit's Guide to OneDrive

OneDrive Video

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OneDrive for Business 

Congratulations on claiming your 10 free complimentary Microsoft 365 Business Premium licenses! You might be wondering about your cloud storage options for your documents and files. With Microsoft 365 Business licenses, you get OneDrive for Business, which is distinct from personal and Family licenses. Let's explore how OneDrive for Business can enhance your productivity and collaboration within your organization.

OneDrive Features

OneDrive is designed with growing businesses in mind, helping organizations scale. As your personal storage solution within the organization, OneDrive empowers you to manage and share files seamlessly. Let's explore how to navigate your account and understand how OneDrive integrates into the broader centralized data solution.

OneDrive Navigation & Integration

A photo of OneDrive for Business online portal home directory.

Each OneDrive for Business comes paired with 1TB of cloud storage that can be accessed online and, on your PC, or mobile device. You can upload folders and files; this comes in handy if you are transitioning from one cloud storage application to another. OneDrive integrates seamlessly with Microsoft 365 applications like Microsoft Teams and Outlook. Accessing your files in your mail or even sharing in your Teams chat or channel. The sky is the limit. OneDrive also can be used in Dynamics 365 Business Central. Dynamics makes a copy of the file that you are sharing in Dynamics. You can easily setup sharing in My Settings in Business Central. You have multiple choices that adapt to how you work and collaborate. 

Accessing OneDrive Directly Online

1. Navigate to https://m365.cloud.microsoft.com/onedrive.
2. Sign in with your Microsoft email and password.
3. Authenticate through the Microsoft Authentication app.
4. You will land in the "Home" directory.

Accessing through Microsoft 365 Online

1. Navigate to https://m365.cloud.microsoft.com.
2. Sign in with your Microsoft email and password.
3. Authenticate through the Microsoft Authentication app.
4. In the left-hand menu, scroll near the bottom and select the OneDrive (cloud) app.

Accessing OneDrive Through App Laucher with Microsoft Edge

You have multiple ways to use OneDrive, via through the online portal, mobile, or PC. Logging into the Microsoft Edge browser allows you to use the App launcher in the left-hand corner. 

1. Open the Microsoft Edge browser.
2. Select the "Account icon" in the top-left corner above the back arrow.
3. Scroll down to the bottom of the menu and select the "Other profiles" tab.
4. Next, click "Set up a new work or school profile."
5. Click on the "Choose an account" dropdown, then select "Add new account."
6. Click on "Sign in to sync" data button.
7. Next enter your Microsoft work or school email then click sign in. 

You will be prompted to authenticate. However, once logged in your data will be synced and you can click on the App launcher then select OneDrive. If you don't see the app there, then click on All apps. You will be sent to the "Home" directory of Microsoft 365 where you can locate all applications.

Access to SharePoint Sites

A photo quick access menu showing SharePoint Sites.

As a valued member of a SharePoint site within your organization, you can effortlessly stay updated with the latest activities through the "Quick access" panel on the left-hand menu. This intuitive panel highlights your most recent interactions with Microsoft 365 Groups, seamlessly integrated with Microsoft 365. You'll have quick access to folders and document libraries associated with your membership, allowing you to effortlessly access shared documents by department or team. Whether you're collaborating on a project or simply catching up on the latest updates, the "Quick access" panel ensures you have everything you need right at your fingertips.

Additionally, you can navigate directly to the SharePoint site for more detailed information, making it easier than ever to stay connected and productive within your organization. Enjoy the convenience and efficiency of having all your important documents and resources in one place, tailored to your specific needs and preferences.

Syncing & Sharing Files

Syncing and sharing documents in OneDrive for work or school is a seamless way to ensure that your files are always up-to-date and accessible from any device. With OneDrive, you can easily collaborate with colleagues by sharing documents and folders, allowing multiple people to work on the same file simultaneously. This not only enhances productivity but also ensures that everyone is on the same page. OneDrive's integration with Microsoft 365 makes it a powerful tool for managing your work documents efficiently.

Here are the differences between the status icons you might see next to your files and folders in OneDrive for work or school:

• Cloud icon: This indicates that the file is stored only in the cloud and is not downloaded to your device. You can still access it anytime, but you'll need an internet connection to open it.
• Checkmark: This signifies that the file is available both in the cloud and on your device. It has been downloaded and can be accessed offline.
• Avatar icon: This shows that the file is shared with other people. It indicates that the file is part of a shared folder or has been explicitly shared with specific individuals.

Adding to Your Windows Device

For Windows:

1. Download the OneDrive app: If not already installed, download the OneDrive app from the Microsoft website.
2. Open OneDrive: Click the OneDrive cloud icon in your notification area, then select the OneDrive Help and Settings icon and choose "Settings."
3. Add your account: Go to the Account tab and select "Add an account." Enter the email address and password associated with your work or school account.
4. Set up OneDrive: Follow the steps in the Welcome to OneDrive wizard to set up OneDrive on your PC.

For Mac:

1. Download the OneDrive app: If not already installed, download the OneDrive app from the App Store.
2. Open OneDrive: Navigate to the OneDrive app, and press Control+Option+Spacebar to open the app.
3. Add your account: In the Set-up OneDrive dialog box, type your organizational email address and press Return. If you have both OneDrive for home and OneDrive for work or school in use, select the Work or school button.
4. Sign in: Enter your password and press Return to sign in.
5. Choose OneDrive folder location: In the This Is Your OneDrive Folder dialog box; press Return to select the location where you want to add the OneDrive for work or school folder.
6. Sync files: In the Sync Files from Your OneDrive dialog box, select the folders and files you want to download to your OneDrive for work or school folder on your Mac.

Adding OneDrive to your device will open the app, run in the Windows Start-up in the taskbar. You can also look at documents in the file explorer.

Adding OneDrive to Your Mobile Devices

Disclaimer: Ensure your phone is connected to the company portal. If you don't see the work profile on your device, please contact your administrators for instructions on how to onboard your device for your organization. You will need to scan the QR code tying your device to your organization.

Android Devices 

1. Download the OneDrive app: Open the (Work Profile) Google Play Store on your Android device and search for "OneDrive." Download and install the app.
2. Sign in: Open the OneDrive app and sign in with your work or school account. Enter the email address and password associated with your organization.
3. Add another account: If you need to add another account, tap the Accounts and Settings icon, then tap "Add account."

iOS Devices

1. Download the OneDrive app: Open the App Store on your iOS device and search for "OneDrive." Download and install the app.
2. Sign in: Open the OneDrive app and tap the Picture or avatar icon in the upper left of the screen. Tap "Add account" and enter the email address and password associated with your organization.
3. Switch between accounts: To switch between a OneDrive for home account and a OneDrive for work or school account, open the app, tap the Me icon, and then tap the account name you want to use.

Now that you have setup OneDrive to your mobile phone you will be able to access all the same great features as you would on the go. 

Man standing in office using cell phone in front of office window from Photo by Jopwell from Pexels.

Conclusion

In conclusion, you've now discovered how to get started with OneDrive, your personal cloud storage within your organization. You've learned how to share documents with colleagues, access files offline, and add OneDrive to your mobile device for on-the-go access. I hope this guide has been helpful in getting you acquainted with your new OneDrive account and how to make the most of it. For more detailed information, be sure to check out the additional documentation below. Happy collaborating!

Hyperlinks

• Sync SharePoint and Teams files with your computer - Microsoft Support
• Sync files with OneDrive in Windows - Microsoft Support
• Basic tasks using a screen reader with OneDrive for work or school - Microsoft Support
• Sync SharePoint and Teams files with your computer - Microsoft Support