Storing, Sharing & Co-editing

Work Files Quick & Easy with

OneDrive for BusinessCommunication and Collaboration with Office 365

Workshop Series #2

https://www.polyu.edu.hk/emailSelect OneDrive for Business to get more information about the service!

What? How?

What’s the difference between OneDrive & OneDrive for Business?

How to activate OneDrive for Business service & how to access it?

What’s the storage quota?

How to share files of large size?

How to share files/folders with colleagues/outsiders?

How to edit Office documents without installing Office?

How to co-edit shared documents with others at the same time?

How to access it via mobile device?

When to use OneDrive for Business and SharePoint Online?

And more...

Why Cloud-based Storage?

Your Mailbox Size and Usage

Latest News about O365 Education plan: https://technet.microsoft.com/library/exchange-online-limits(EXCHG.150).aspx

Attachment Size… Important?

*This is Outlook 2016.

A B C

V1 V1 V1

V2V2V2

V3V3V3

3MB 3MB 3MB*Assuming the file size is 1 MB.

A B C

DOC 1MB

2. The document could be

accessed/edited by all users

with permission

*Assuming the file size is 1 MB.

Why OneDrive for Business?Comparison between popular cloud storage

0

2

4

6

8

10

12

14

16

Free Storage (GB)

0

200

400

600

800

1000

1200

Free Storage (GB)

Free

storage15GB 2GB 5GB 1024GB

How to

get it?Gmail account Sign up MS account

Staff Email

&

PolyU

Connect

account

Integrated

with any

editor?

Google Docs N/AOffice

Online

Office

Online

OneDrive?

OneDrive for Business?

Both are personal online storage space in the cloud.

Introduction to OneDrive for Business: https://support.office.com/en-us/article/What-is-OneDrive-

for-Business-187f90af-056f-47c0-9656-cc0ddca7fdc2

Service Type Consumer Service Organization-based Service

Version Free (up to 5GB) Workplace/school

Accounts to

AccessMS account

Staff Email &

PolyU Connect account

The name shown

in OWAOneDrive OneDrive

Apps for

mobile deviceOneDrive OneDrive

The name of

latest sync clientOneDrive OneDrive

The client name

after installation

How to “use”

OneDrive for Business?To activate, to access, to…

If you haven’t activated it, you could

1. Login to your Staff Email/Connect email account via web browser

2. Click the icon at the top-left corner and then select OneDrive- abbreviation of OneDrive for Business

3. Wait about 10 mins. The service will be ready for you.

How to activate my

OneDrive for Business?

You could access it via the same way after activating the service.

1. Login to your Staff Email/Connect email account via web browser

2. Click the icon at the top-left corner and then select OneDrive- abbreviation of OneDrive for Business

To access to my

OneDrive for Business 1

To UPLOAD files*, just drag the files

and drop it inside the browser.

To EDIT Office file, e.g. PowerPoint,

click to open the file and select your

preference to edit it.

*Folder cannot be uploaded by drag and drop via browser.

To access my

OneDrive for Business 2

1. To download the client, go to https://onedrive.live.com/about/en-

nz/download/

2. Select your platform and click

Download

3. Run the downloaded file to start

the Setup program.

4. Follow the instructions to

complete the installation. It takes just a few minutes and the

client will be ready for use.

You may select all/some of your folders for

syncing on your Windows/Mac platform.

*For Windows and Mac OS X only.

Installing OneDrive client or downloading Apps provides a better

experience for accessing your OneDrive for Business.

Comparison

Need to download?

Need to install?

Sync?

Accessing via Web Browser You could navigate your folders and files stored in your OneDrive for Business via web browser on computers or mobile devices.

Com

pute

r

Windows

Mac OS X To know more, click here.

Mobile D

evic

e

iOS To know more, click here.

Android PlatformTo know more, click here.

Windows phoneTo know more, click here.

How to edit my Office file stored in

OneDrive for Business?

Via Office 2016/Office App

1. Login to your Staff Email/PolyU Connect account

2. Navigate to the file for editing

Via web browser

1. Login to your Staff Email/PolyU Connect account

2. Select OneDrive

3. Navigate to the file and open it

4. Edit in Word/Excel/PowerPoint Online

(or Edit in Browser)

Sharing and co-editing

To share file stored in OneDrive for Business 1

Via Outlook 2016

After selecting the file…

To share file stored in OneDrive for Business 2

Via web browser

Select your preference

About Require sign-in

*Need to register as MS account in order to login

Invited User/Email account

PolyU staff

N/A

@polyu.edu.hk

Non-PolyU staff

MS accounts

@outlook.com @hotmail.com

Non-MS accounts*

@connect.polyu.hk @gmail.com @yahoo.com

Sharing Options

More about sharing: https://support.office.com/en-

us/article/Share-documents-or-folders-in-Office-365-1fe37332-

0f9a-4719-970e-d2578da4941c?ui=en-US&rs=en-US&ad=US

Only option for

folder sharing

Require to sign in

Co-editing

You could edit

Edit in Browser (Online) or

Edit with your installed MS Office, e.g. Office 2016Remark: Co-editing feature only for Office 2016 version

Shared user with edit right could edit the same

document at the same time

Restrictions & limitations

Invalid file/folder name

characters

# (number sign)

% (percent)

< (less than)

> (greater than)

: (colon)

" (double quote)

| (pipe)

? (question mark)

* (asterisk)

/ (slash)

\ (backslash)

NOTE: Windows will typically block "<>*/ \ | when you try to rename a file with these characters.

Reference: https://support.office.com/en-us/article/Invalid-characters-in-file-or-folder-names-

or-invalid-file-types-in-OneDrive-for-Business-64883a5d-228e-48f5-b3d2-eb39e07630fa

For more information about restrictions and limitations when you sync OneDrive for Business

libraries, like size limits for syncing files, and character limits for files and folders,

see https://support.microsoft.com/en-us/kb/3125202.

What’s News?Do you know actually…

Video

To share video easily (for staff only)

Among PolyU staff

e.g. xxx@polyu.edu.hk

Among PolyU Connect account users

e.g. xxx@connect.polyu.hk*To upload with functional account of

Connect account

Permission settings

Viewer

Editor

Owner

To apply your Channel, send email to

email.support@polyu.edu.hk

Free Office Licenses

Another 5 licenses for tablets

5 licenses for PC & Mac

Tips

SharePoint Online

OneDrive for Business

More about Data Storage…

PolyU

Home Drive

PHD

Network

Shared Folder

NSF

Enterprise

Content

Management

ECM

OneDrive

for Business

ODB

Storage 50 GB Various Various 1 TB

Purposes Personal based DepartmentalDepartmental

admin basedPersonal

Drive

MappingP: Q: Optional Optional

How

to

access O

n-

Cam

pus

Any Campus

Network(Need to ask)

Any Campus

Network Internet

Connection

Off

-

Cam

pus

SSLVPN (Need to ask) SSLVPN

Retention

Period

7 days after

deletion(Need to ask)

7 days after

deletion

30 days after

deletion

Mobile

Apps

iOS: FileExplorer

Android: ES File

ExplorerN/A N/A OneDrive

More about PHD: https://www2.polyu.edu.hk/Staff/General_Notices/User_Guide_PHD.pdf

What’s Next?

Series 3 – 15/7(FRI)!!

How to Collaborate with your

Colleagues Effectively?

What are the collaboration features of Office Groups?

How to use Office Groups to communicate with colleagues?

What could I share in Office Groups?

How to share documents via Office Groups/Skype for Business?

How to make a video conference call via Skype for Business and what equipment are needed?

Can Office Groups/Skype for Business be used on mobile devices?

And more…

Regular IT Training Workshophttps://www.polyu.edu.hk/its

Regular IT Training WorkshopGet Started with Your Windows 10 New Desktophttps://www.polyu.edu.hk/its/self-help/training/530

Q & AsFor particular issue, please contact IT HelpCentre at x5900.