Microsoft OneDrive

In this article:

What is OneDrive?

OneDrive is the Microsoft cloud service that connects you to all your files. It lets you store and protect your files, share them with others, and get to them from anywhere on all your devices.

Saving Work on a Windows Device

Below are the steps you need in order to save your work whilst using a school device.

Step 1 – Click save and you will be presented with this dialog

Step 2 – Now if you keep the setting set to “OneDrive” this will save the file into the root of the OneDrive and NOT your Documents folder. Click the drop down to change this to “Documents”

NOTE: Should you wish to save elsewhere in your documents simply click the “More Options” link, “Browse” then click on the “Documents” link under “Quick Access” and save in the desired location.

NOTE: If you save to the Root of your OneDrive you can access this by opening “File Explorer” then heading to the “OneDrive – Herne Bay High” on the left. Here you will see any files in your OneDrive including folders for Desktop, Documents, Downloads, Music, Pictures and Videos.

Understanding OneDrive Sync Icons

Files stored in OneDrive will display show the following icons, denoting their current status:

Using Version History

OneDrive has a built in version history feature, this means that it is automatically saving versions of the document you are working on. This can be helpful if you accidentally delete part of the document or you have changed something and want to revert to an earlier copy. This feature is not tied to the single editing session so can be used to jump back several days/weeks/months. File versions are currently kept for the last 365 Days. There is also a short video demonstrating the process.

Step 1 - Go to www.office.com and sign in using your username and password.

Step 2 - Find the OneDrive icon on the left hand side of the screen.

Step 3 - Navigate to the file you wish to explore file versions on.

Step 4 - Now click on the check box next to the file.

Step 5 - Then click on the Ellipses menu followed by 'Version History'

Step 6 - You will be presented with a side menu with all of the versions OneDrive has for that file.

Step 7 - You can now choose to click on the previous version where it will then open the file for you to view.

Step 8 - Once you have found the correct version, use the Ellipses menu on the version you want to keep and click 'Restore'.

Restore a Deleted File

The below steps will help you find work you may have accidentally deleted and need to get back. There is also a short video clip demonstrating this process.

Step 1 - Go to www.office.com and sign in using your username and password.

Step 2 - Find the OneDrive icon on the left hand side of the screen.

Step 3 - Now click on the 'Recycle Bin' menu item on the left.

Step 4 - Locate the file(s) in question and click the check box next to them to select the file.

Step 5 - Click on the restore button to restore the file

Step 6 - Click on 'My Files' on the left to get back to the root of your OneDrive.

Step 7 - You can now navigate to the folder where the file was last located and see the restored file.

You may receive the following dialog when you have deleted files on a school computer. This is normal and is a small warning that you have removed files and where you can restore them.You can safely ignore this message if you are aware of the files you have removed. For Staff you may receive this message when running SIMS reports as SIMS uses temporary files to create the report.

Request Files from Students and Third Parties

There is sometimes the need to collect large files from students, eq. photo/video evidence of work, which would otherwise exceed the file size limit on our email system. You are able to utilise the 'Request Files' option in OneDrive for this purpose.

You will need to access OneDrive via your web browser to use this feature. Got to www.office.com and click on the OneDrive cloud on the left hand side:

Create a new folder for the files and then from the ellipsis to the right of the folder name, select 'Request Files':

You will then be presented with a dialog box where you can add a description of the files you are requesting:

At the next dialog you have the option to share a link with those you are requesting files from (these links will work with third parties also) or to email it directly to them.

Those you have requested files from will be directed to a webpage where they are able to upload files and send them to you. If they are authenticated with their school credentials, it will automatically add their details to the file information; anyone submitting files without authentication will need to input their name which will prefix the filename in your OneDrive. You will be emailed when someone submits a new file using your request.

Using OneDrive on the School's Mac Network

This steps below show you how to use OneDrive on the school's Mac Computers.

Setting up OneDrive

Step 1 – When you log into the Mac you will be prompted to sign into OneDrive

Step 2 – Use your school email to sign in (e.g. smithj123@hernebayhigh.org)

Step 3 – Then on the sign in window enter your password

Step 4 – The following screens that appear can just be clicked through and nothing needs to be changed

Step 5 – Now you will be presented with your OneDrive folder, it will contain a Desktop, Documents & Picture folder which relate to those you will find on a Windows Computer. This means you can now access these files very easily on both platforms and from home.

Please Note that these three folders are different to those found under the Favorites side bar in Finder

If you accidentally close the main OneDrive log in window then please go to Launchpad and locate the OneDrive app and click on it to open the Login window again. You should only need to do the sign in once per mac.

Saving to OneDrive

There are a couple ways of saving to OneDrive. 1st is to save directly to the OneDrive from any application such as Word, Excel & GarageBand. 2nd is to simply drag and drop the files to OneDrive if you have saved the files to the desktop for example.

Directly Saving to OneDrive (Recommended)

Step 1 – From the application save dialog click on the arrow next to ‘Where’

Step 2 – This will open a more traditional Finder view where you will find ‘OneDrive – Herne Bay High School’ listed under the Favourites side bar

Step 3 – Name the file and navigate to where in the OneDrive you would like to save the file

Drag & Drop Files to OneDrive

Step 1 – Open a Finder window and navigate to the file you wish to add to OneDrive

Step 2 – Then open another finder window and select ‘OneDrive – Herne Bay High School’ from the Favourites side bar

Step 3 – Drag the file/folders you wish from the first finder window to the second one

Checking OneDrive has fully synced data

Naturally as OneDrive uses the cloud to store data its not uncommon for it to take sometime to sync data from the Mac to the Cloud. You can always check that everything is in order by navigating to the OneDrive icon on the Menu Bar at the top of the screen.

Step 1 – On the top right of the screen locate the OneDrive cloud icon and click on it

Step 2 – This will open the OneDrive application. At the top of this window you will see the status. You’re looking for this to say ‘OneDrive is up to date’ but if its still syncing changes it may say ‘OneDrive is updating’

Please Note that until the sync has finished your files will only be available on this specific mac and if you log out part way through then you will not have access to the files until you next sign in and let the sync complete.

Understanding the OneDrive Sync Status

Below are the various icons you will see when looking at your OneDrive files and folders inside of Finder. Each have a different meaning and represent the file/folders status.