For a quick overview as to what OneDrive is, please read this brief article. For complete instructions on how to use OneDrive, please see Microsoft's own OneDrive video training site, located here, or find a list of OneDrive tutorials here.
There are two forms of Microsoft OneDrive for Bedrock employees:
- Each employee has their own "individual" OneDrive, which is specific to them. While it is certainly possible to share content from your individual OneDrive to others, by default nothing is shared. Unless you put content into a shared folder in your OneDrive, nobody has access to what you save/move to your OneDrive. Think of it as a flash drive in the cloud.
- OneDrive is also the foundation for sharing files through Office Groups (and Teams), and these OneDrives are contained "within" an Office Group. By definition, data located in an Office Group's OneDrive is shared with all members of that group. This makes them ideal for departments, project teams, and other logical groupings of colleagues that need to share files.
Table of Contents
- Accessing OneDrive
- Sharing Files and Folders with your Coworkers
- Subscribing to an Office Group
- Sharing Files with External Parties
There are three ways to access OneDrive:
- Your Desktop — OneDrive can synchronize files and folders between your OneDrive in the cloud to your desktop, ensuring that changes you make to files and folders are synchronized to your OneDrive. This also allows you to access files while offline. Changes are synchronized when you regain internet access. This method is, generally speaking, most familiar to most people.
- Web Browser — OneDrive can always be accessed via web browser, from nearly any computer, which can be incredibly handy when using computers that are not yours, or when the OneDrive desktop syncing software is experiencing problems. You can also take advantage of more features via the web interface, such as granular sharing options.
- Mobile Device — OneDrive for iOS and Android allow you to access all of your OneDrive files on the go, and even edit files using the mobile Microsoft Office apps. You can find the following applications in your device's app store (warning: be sure to download applications made by Microsoft, not a third-party):
- Microsoft OneDrive
- Microsoft Word, Excel and PowerPoint
Access via Web Browser
OneDrive's web interface is a great way to reliably access all of OneDrive's features, with a consistent experience that's fast, and easy to use (including support for drag and drop, even from your desktop!). Accessing OneDrive via browser is easy:
- Log into Office 365 at portal.office.com. If you cannot log in, reach out to The Help Factory at support.bedrock.com.
- Click the OneDrive link in the navigation grid in the upper left.
Note: If you are not given the option for OneDrive, you may not have the licensing required. Please speak to your supervisor about requesting Office 365 licensing that includes OneDrive.
- If accessing OneDrive for the first time, you will be walked through a very brief introduction. Shortly, you'll be looking at your OneDrive:
Access via Your Desktop
Accessing OneDrive via your desktop provides an experience that's familiar and friendly: you use OneDrive by simply using files and folders on your computer as you would normally. Changes made to the files and folders you have synchronized with your computer are synchronized up to the cloud, making said changes available to your coworkers. Magic!
Besides the directions below, you can find additional information about syncing from Microsoft here.
- Open the OneDrive application in your Windows Start menu by clicking on the menu (or tapping the Windows key on your keyboard), typing "onedrive", and clicking on the application when it appears:
- If the application has already been configured, it'll simply open your OneDrive folder. If not, it'll guide you through the setup process, which entails little more than signing into Office 365.
Once configured, you should see your individual OneDrive (the blue cloud icon) labeled as "OneDrive - Bedrock Mfg" in your Windows sidebar:
If you've connected to any shared folders, including an Office Group's OneDrive, you may also see the building icon labeled "Bedrock Mfg" in your sidebar, with the shared folders listed within:
Before accessing files with your Mac's Finder, you'll need to install and configure the Microsoft OneDrive application, if not already installed and configured (by you, or Bedrock IT staff). Instructions can be found here.
Once configured, you should see your individual OneDrive (the cloud icon) labeled as "OneDrive - Bedrock Mfg" in your Finder sidebar:
If you've connected to any shared folders, including an Office Group's OneDrive, you may also see an icon labeled "Bedrock Mfg" in your sidebar, with the shared folders listed within:
Additional assistance from Microsoft with configuring OneDrive for Business can be found here.
Running out of space on your computer?
Office Groups and OneDrive can hold a lot of data, which means that you may run into situations where you simply don't have enough space to hold the whole OneDrive. Please see this article for help on how to keep OneDrive from eating up all of your drive space.
Sharing Files with Your Coworkers
Sharing files with your coworkers via OneDrive for Business is relatively simple. The basic steps are:
- Move the files/folders you wish to share to OneDrive.
- Share the files/folders to the individuals or groups to whom you wish to grant access.
To move your data to OneDrive, you may do so via web browser, or by moving the files to the OneDrive for Business folder on your desktop. Doing so will synchronize the files/folders to your OneDrive, and you can then share them out via your browser using the instructions below.
Additional information about sharing can be found here.
To share data already located in OneDrive using the Finder (Mac) or Windows Explorer (Windows), do the following:
- Locate the file/folder you wish to share in the Finder or Explorer.
- Right-click on it, and select the Share menu item with the blue cloud to the left.
- The standard Office 365 Sharing window will show, which you can then use to enter colleagues and/or outside users to share with.
Note: if sharing from an Office Group, the Group may not be configured to allow sharing outside of the Bedrock Organization. If you require such, please reach out to the Bedrock Service Desk.
- Choose your collaborators and what level of access you wish them to have (editability or view-only), and either click the Send button, or click the Copy link button to generate a link that you can then paste into emails/SMS/Teams messages, etc.
Note: Microsoft is aggressively updating their web applications, so the user interface you see referenced below may have changed since this section was authored.
- If you have only a single file to share, skip to step 2. If you have multiple files to share, create a folder by clicking the New Folder button in the toolbar (or via the (+) new button), then naming it appropriately and clicking Save in the resulting dialog box. You now have a folder that you can share, then add files to. Any files/folders added to that folder will also be shared.
- Check the box to the left of the item(s) you would like to share to select them, then click the Share button in the toolbar.
- Use the Share dialog to specify whom you'd like to share the item(s) with, create a link for public sharing, or to see who already has access to the file, then click the Share button. If you have files you'd like to add to a folder created in a previous step, proceed to step 4. If not, you're done!
- Click on the folder you created to open it, then drag the files you wish to upload into your browser window, dropping them in the drop-zone ("Drop here…") to upload.
- Done! Anything you add to this folder, such as the files you just uploaded, will also be shared according to how you shared the parent folder.
Subscribing to an Office 365 Group's OneDrive
In order to "subscribe" to an Office Group to have the group files sync with your computer automatically:
- Log into Outlook Web Access (outlook.office.com).
- Click on the group you wish to sync with, in the Groups section:
- Then, click on the Files section of the group:
- Click the Sync button:
- When prompted, click the Sync now button. You should then see the following:
- Click the Start Sync button, and your files should start syncing to your desktop.
You can then find your files in the following locations, according to platform:
- Mac: in the Finder, select Home from the Go menu. The folder "Bedrock Mfg" will contain your sync'd folders.
- Windows: click on the OneDrive icon in your System Tray, and then the Folder icon.
Sharing Files with External Parties
Note: to share files/folders located in an Office Group's OneDrive with parties outside of the Bedrock organization, Bedrock IT will need to enable that feature for that particular group before files can be shared. Files/folders in your individual OneDrive can be shared with external parties without IT intervention, however.
Doing so is largely identical to the above instructions for sharing with your coworkers, but instead of sharing to an individual, you'll be creating a link that allows guests access to the folder(s) you shared. You will be allowed to specify if the guest user can only read, or read and write to the shared data.
The basic steps are:
- Copy the folder/file you wish to share to OneDrive.
- Generate a link to the folder/file using your web browser.
To copy your data to OneDrive, you may do so via web browser, or by moving the files to the cloud-synchronized OneDrive folder on your computer. Doing so will synchronize the files/folders to OneDrive, and you can then generate a link via your browser using the instructions below.
- Upload your folder/file to OneDrive, using either web browser, or your desktop OneDrive folder.
- Log into OneDrive (if you have not already), and select the folder/file you wish to share.
- Click the Get Link button in the toolbar.
- If you'd like to adjust what level of access those with the link have when accessing the folder, click the "Anyone with this link can..." link, adjust accordingly, then click OK.
- Click the Copy button, and share the link via email, txt, etc. as you see fit.