Office 365 Cheat Sheet OneDrive for Business

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Office 365 Cheat Sheet

OneDrive for Business

Introduction to OneDrive for Business

OneDrive for Business is a new offering within Office 365 that has been enabled for all NTSchools users.

You may have heard of Microsoft’s free SkyDrive document storage and sync service. OneDrive for Business is a similar, but a completely different product offering built on SharePoint Online.

When you are using OneDrive for Business, you are using a user-friendly sync front-end to SharePoint Online. SharePoint Online is SharePoint 2013 hosted by Microsoft Office365 in the cloud.

The following components of Office 365 are currently enabled for all NTSchools users (both Staff and Students):

• SharePoint Online (for the purpose of using OneDrive for Business) • Office Web Apps

OneDrive for Business allows you to access your files from anywhere, anytime using any device.

Device Support Matrix

Web Browser access to OneDrive / Office Web Apps (Edit Docs)

Y Y Y Y Y Y Y OneDrive client for

opening / closing / viewing / sharing files

Y Y Y Y Y

Office Mobile App for A2 License (Edit Docs)

Y Office Mobile App for

A3 License (Edit Docs)

Y iPhone Version Only

Y Y One Note Application

Support

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How do I Access OneDrive

for Business?

IMPORTANT: You must logon through Microsoft

Online the first time you access OneDrive for Business. This one-off requirement will provision your personal OneDrive storage which may take around 10 minutes.

Microsoft Online

Logon with your NTSchools account details at

https://portal.microsoftonline.com

If this is your own computer, tick “Keep me signed in” – do this before you login  For School Based users this will be your @ntschools.net email address

 For Corporate Staff, this will be [email protected] (same as your Lync contact address).

 Simply type your email address. If this is your own computer, you may tick “Keep me signed in”.

 You may be directed to an NTSchools logon page if this is your first time logon on the computer:

 First time logon will ask you about the OneDrive social feature – you may deselect “One library is all you need” for now:

 In the future, Windows will remember your logon and take you directly to the Office365 Home Page.

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Windows Explorer

If you have OneDrive for Business (Desktop Version) installed on your Windows 7 or Windows 8

computer, you can access your online storage through Windows Explorer, and they will be

synchronised with your laptop computer.

Since your personal files will be synchronised to the computer, you should ONLY install/setup the OneDrive for Business Client, when you own the computer.

In a school that elects to trial the OneDrive for Business Client, the software will be deployed via SCCM to all Windows device in the school. Users will need to activate their Microsoft account through the Microsoft portal (portal.microsoftonline.com), before they are able to follow the setup process described below:

In the event a shared computer has OneDrive for Business, you may choose to uninstall it to prevent users from syncing their personal files to that shared machine.

If you have Office 2013 at home, it will also make use of OneDrive for Business. Note that Office 2013 already includes OneDrive for Business, so if you have Office 2013, you probably have OneDrive for Business installed as well.

 To setup your OneDrive, logon through Microsoft Online and click the SYNC button:

 You will also notice OneDrive in your desktop notification area. You can click the icon to access a shortcut to your files with Windows Explorer.

You will notice a new Windows Explorer favourite location “OneDrive@ Department of Education”

”

Mobile Device

You may download OneDrive for the following devices

 iPhone / iPad

 Windows 8 and Windows RT tablets or laptops (through the Windows 8 Store)

Please note that Office Mobile is currently unsupported for iPhone and Android with the NTSchools Office 365 environment.

At the time of writing, Android users may still use a local web browser to access

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Questions and Answers

Does this impact P: ?

No. While DoE is testing SharePoint Online as a P: Drive replacement, initially this will co-exist with P: Drives and users must actively put files in Office 365 / OneDrive for Business.

How do users access OneDrive for Business?

 The web interface at https://portal.microsoftonline.com (click the “OneDrive” link at the top)

 Using Windows Explorer on a Windows 7 or 8 PC with OneDrive for Business client installed.

 Some mobile devices have a free OneDrive for Business app available.

 If accessing for the first time you need to logon at https://portal.microsoftonline.com

What is the OneDrive for Business client?

The OneDrive for Business client comes with Office 2013 or as a standalone client. Currently we are using the standalone client which works with the NTSchools SOE (Standard Operating Environment) – Office 2010.

The client enables you to view your personal cloud files within Windows Explorer, with “Dropbox” style sync.

I want to install OneDrive for Business on my personal / home

laptop?

If your personal computer is running Windows 7 or Windows 8, you can install OneDrive for Business on it and access your files easily through Windows Explorer.

If you have Office 2013, you already have OneDrive – this is for those that do not have Office, or have an older version of Office.

The link to download OneDrive for Business apps is:

Are there any limits to what files users may place in OneDrive?

 There’s some file types (which may contain malicious code) that cannot be synced to OneDrive in the cloud:

FILE

EXTENSION

FILE TYPE

.ashx ASP.NET Web handler file. Web handlers are software modules that

handle raw HTTP requests received by ASP.NET.

.asmx ASP.NET Web Services source file

.asp Active Server Pages

.aspq Active Server Pages

.axd ASP.NET source file

.cshtm ASP.NET web page

.chtml ASP.NET web page

.json JavaScript Object Notation file

.rem Blackberry Encrypted Data file

.shtm HTML file that contains server-side directives .shtml HTML file that contains server-side directives

.soap Simple Object Access Protocol file

.stm HTML file that contains server-side directives

.svc Windows Communication Foundation (WCF) service file

.vbhtm ASP.NET Razor web page

.vbhtml ASP.NET Razor web page

.xamlx Visual Studio Workflow service file

More information is at:

http://office.microsoft.com/en-au/office365-sharepoint-online-enterprise-help/types-of-files-that-cannot-be-added-to-a-list-or-library-HA101907868.aspx

 OneDrive will not sync files with certain characters in the filename. If your file or folder has any of these characters, please rename it:

\ / : * ? " < > | # { } % ~ &

More information is at:

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How Do I Recover Deleted Files?

OneDrive will store your deleted files for 90 days. Restoring the files is a self-service process through the web portal at https://portal.microsoftonline.com

From the OneDrive web interface, select the settings wheel, followed by “Site Settings”.

From Site Settings, select “Recycle Bin”

Here you will see deleted items and have 90 days to restore them.

What is Office Web Apps?

A Web App is a feature rich web version of Word, Excel, Powerpoint or OneNote. You can perform most of the desktop functions through a web browser. Web Apps also adds the ability for multiple users to edit a single document – similar to Google Docs. When viewing documents within Office 365, you have an option to edit using Web Apps.

What happens if multiple users begin using OneDrive to sync

their files to a shared computer?

What is the “Sites” tab within Microsoft Online?

OneDrivePro is based on SharePoint and hence there is a Sites tab available. Currently users do not have permission to create team sites within Office 365.