Audience: Franklin and Urbana University faculty, staff, and students with Office 365 accounts.
Disclaimer: The results and functionality of the following article only apply to audience listed above.
- What is OneDrive
- How to Locate OneDrive
- Sharing Files in OneDrive
- Setting up the OneDrive Client (for Faculty and Staff)
- OneDrive Space Management (for Faculty and Staff)
- OneDrive for Mobile Devices
- Email Attachments Showing up as OneDrive Links
What is OneDrive
What is it? OneDrive is cloud storage space you can use for files you work with. As of 2018, you will have access to OneDrive storage space as long as your email account is active for Franklin or Urbana University. Alumni of the University should be able to access their Office 365 email and OneDrive storage after graduation. Such policies may change in the future.
Current OneDrive space: You have 1 TB of storage space available. Individual files may not exceed 10 GB.
What should it be used for:
- Students: Since BlueQuill course access is removed a year after taking courses, the Help Desk recommends that OneDrive be the official storage source for completed homework and classwork. Since files and folders can be shared from OneDrive to other members of the University, students can use OneDrive for project collaboration. Instructions for sharing are listed later in this article.
- Faculty and Staff: OneDrive is intended only for files you alone are working on. Files access by your team or documents you are collaborating on, should be placed in Teams/SharePoint by comparison. OneDrive, like Teams/SharePoint, can be accessed with from any computer with internet connection.
How to Locate OneDrive
1. You can locate OneDrive as part of the Office 365 suite of tools. Log in using your University credentials:
2. Once you are signed in, click on the app launcher in the top left corner and select OneDrive
3. Here you can create folders, documents, and even drag and drop documents from your computer for uploading.
Sharing Files in OneDrive
1. Locate your OneDrive online storage: Instructions above
2. Hover over a file or folder you would like to share. An empty circle will appear on the left. Click the circle to select that file or folder.
3. Click Share in the top bar. This will open the share dialog box.
4. Enter the names of the people with whom you would like to share the file/folder and click send. This will send them an email with a link to the file/folder.
5. By default, you will grant both view and edit access to everyone with whom you share your file/folder. To change these settings, click the "Only the people you specify will have access to edit" dropdown at the top of the share box.
6. Here you can uncheck the "allow editing" box at the bottom to allow collaborators to only view the documents and folders you share with them. Additionally, here you can make your files/folders viewable to everyone logged in with a Franklin network account.
How to View Which OneDrive Files are Shared By You or With You
To see all files, shared with you, click the "Shared with me" link in the left navbar.
Setting up the OneDrive Client (for Faculty and Staff)
The OneDrive Client can be used to setup a local folder (on your computer hard drive) that syncs with your online OneDrive storage. In short, this allows you to quickly open and work with your files directly from your computer after initial setup. This can be used to save time.
Disclaimer: While this product may work on a personal computer, the Help Desk is only able to assist Faculty and Staff using this product on their University issued computer. Some University issues computers do not have this setup available, including conference room computers and student-facing classroom or library computers.
1. Locate your OneDrive online storage: Instructions above
2. Click “Sync”
3. If prompted, click “Open URL: OneDrive Client Protocol.
Steps 4, 5, and 6 only apply when OneDrive is not already installed.
4. If the application is not already installed, nothing will happen.
5. If that is the case, you should be prompted “get the latest version of OneDrive.” This will start a download and the file will show in the lower left hand corner of your browser window. (Sometimes the download may take some time to launch, avoid clicking multiple times.)
6. Click OneDriveSetup.exe from its download location. Then click run once the dialog box pops up.
7. After installation, should be prompted to sign into the OneDrive app once it is installed on your computer. Type in your Franklin/Urbana email address and password to sign in.
8. The next screen will ask you where you want to locate your local OneDrive folder.
Note: It’s not necessary to change this location, the default is perfect unless you prefer it be somewhere else.
9. The next screen is asking what files and folders you want to sync FROM OneDrive to sync to your computer. It’s possible you won’t see any files here if this is your first time using OneDrive. We suggest syncing all folder and files.
10. OneDrive is ready to start syncing your files!
If you have questions on how to use OneDrive please ask the Help Desk.
OneDrive Space Management (for Staff and Faculty)
Once you have setup the OneDrive client (instructions above), you free up space so that your computer hard drive does not fill up and runs faster. This process can help maximize computer performance.
First lets look at the icons you may see next to files to indicate what the storage status:
Available when online – File doesn’t take up space on your computer.
Available on this device - File is downloaded onto your computer hard drive and is locally available.
Always available on this device - File is downloaded onto your computer hard drive, even when you are offline (no internet connection).
When files or folders are no longer being actively used, you can Free up space when right-clicking on a file or folder. This means that the file or folder will continue to be stored online. However, there will no longer be an identical copy saved on your hard drive. To be clear, the file name and folder structure will still be seen when looking through the OneDrive client. The next time you open that file, it will be downloaded to your computer.
If you wish to always keep an identical copy on your hard drive (which can be used to make and store changes, even when you are not online), you also have the option to Always keep on this device.
The best practice for preserving hard drive space is to Free up space for files and folders that you are not using often.
OneDrive for Mobile Devices
There is a mobile version of the OneDrive application that can allow you to access your OneDrive files on your mobile device. The application is available through the App Store for iOS devices, and through The Google Play Store for Android devices.
You can log into the application using your full University Office365 email address and password.
You can use the application to upload files from your mobile device to your OneDrive account. However, editing existing files can be tricky, as your mobile device may not have the correct applications installed to edit Microsoft Word files or other Microsoft Office files.
Microsoft does offer mobile versions of many of their Office applications such as Word as well. However, please be warned that opening Microsoft Office files on a mobile device may change the formatting and/or layout of those files.
Because the Help Desk does not have the ability to screen share with you on your mobile device, we are only able to offer limited support when using the OneDrive application for your mobile device.
Email Attachments Showing up as OneDrive Links
If you are having trouble with attachments showing up as OneDrive links instead of attaching a copy of the file to an email, we suggest the following fix.
From your online email, click the gear icon in the top right-hand corner and then click Mail.
In the left sidebar, click Mail > Attachment options > Attachment preferences. Under For files I choose from my computer, select Always attach them as copies and then click Save. Your future attachments will all be sent as regular attachments. You can change your settings back at any time.