Microsoft OneDrive (Web Version)

OneDrive is a centralized location that allows users to save their files in one area. It is recommended by County IT to save files on OneDrive. You can access your documents from anywhere by logging into the Office 365 portal. All Pueblo County employees should have this turned on to prevent Data loss.

ADVANTAGES:

Security/Sharing - users can share OneDrive documents/folders with read/write capability. OneDrive allows users to make changes using the web.
Accessibility – OneDrive syncs changes automatically and immediately when using an Internet connection. Also, data centers are placed all over to help keep up with all the information users use on OneDrive. This application is available on all platforms including Windows, Apple, Android, etc.
Recovery – documents are easier to recover within the 90 days’ time frame. User has full control over their documents.

USING OFFICE 365 ONLINE

You can access OneDrive through your Office 365 account. Go to your Internet browser (whether that be Internet Explorer, Edge, or Google Chrome) and go to the waffle icon in the upper left-hand corner and click on your OneDrive under App.

A list of documents in your one drive will come up and you will be able to access them through Office 365, you can create and upload new documents. The sync option is only used if you don’t have the syncing app installed on the pc. See page 7 for OneDrive Sync App.

You will have many options available to you when you click on the three dots next to the document. a submenu will come up allowing you to perform different task with that document. A few of the items you will use include:

Open – opens the document

Share – allows you to share this document with other users

Manage access – allows you to manage who has access to this document

Download – allows you to download the document to your desktop

Delete – delete document and send to recycle bin

Copy to – allows you to copy the document from one location to another location while keeping the original document in its original location

Rename – you can rename the document

Version History – saves a different version each time a change has been made. This section allows you to go back to a previous format that you want.

SHARING DOCUMENTS

When sharing a document you will click on the document and the three dots ( ) to pull up the side menu and click on Share.

When entering a name in the address field, you will need to enter their name or email address in the field. If the user is a part of the Pueblo County organization, you need to type the last name first than the first name into the field, then the name should come up. If they are outside of the organization than type in the email address of the person you wish to send it to and click on Send.

When sending emails, make sure you check the permissions you are giving them. By default, permissions are set to view only when you share a document. You will need to checkmark “Allow editing” if you would like to give the user permission to edit the document.

It will than send an email to the person letting them know you are sharing a document with them. The user will receive an email like the one below. They will be able to click on Open and access the document.

OPENING SHARED DOCUMENTS
If you are trying to open a document that is shared with you, you will need to go to Shared on your Office 365 portal.

Here are the documents “Shared with you”. It also shows who the document was shared by. Shape

This example shows documents that you “Shared by you”.

DELETING A DOCUMENT
When you click on a document in OneDrive, other options come available at the top of the screen. When you delete a document from OneDrive, you need to make sure that you want it deleted. You will be able to recover the document in the Recycle Bin for up to 90 days. After that 90 days the documents will be removed, and you will no longer have access to them.

If you need to recover a document, click on the Recycle bin and click on the document you wish to recover. Once you click on the document you can Restore the document.

ONEDRIVE SYNCING APP
On your computer, you will have the option of setting up the OneDrive syncing app on your computer. This will allow your computer to sync your documents with your OneDrive on the Office 365 portal. It makes it easier for you to work on your files.

If you would like to use the OneDrive syncing app, go to the bottom right hand corner of the desktop, known as the system tray, you will see a up arrow with app icons. Look for the cloud app and do the following.
Not Signed In

If the cloud is greyed out than you are not signed into your OneDrive syncing application. The cloud icon needs to be blue. The login information is your email address and it should automatically log you in with your password without you having to type it in. Check your icon in the lower right-hand corner (by the clock) to make sure you are connected.

If you see the cloud with a red X on it in the system tray, your OneDrive syncing app is in error state. This means documents are not being synced or changes are not being uploaded to your OneDrive portal. Possible reasons could be because of wrong password or it could be an error with a file/folder. If you continue to have issues, contact the Help Desk at ext. 6034.

When you see this symbol, it means your current document you are editing is syncing the data to the OneDrive portal Once the information has been updated this symbol will turn into the blue cloud.

In File explorer, you can access your OneDrive. A shortcut will be made on the left-hand side of file explorer. You can create documents and folders and they will be saved in OneDrive.

You can copy and paste document from your desktop to your OneDrive folder with your syncing app so they will be saved in the cloud. The picture below shows shortcut keys you can use to help with documents.

SAVING DOCUMENTS TO ONEDRIVE

You can save documents from your Office software installed on your pc to your OneDrive. For example, in Microsoft Word, go to Save As and you can save the file to your OneDrive account.

Type in the file name and click on Save

FREE UP SPACE

Every now and then you will need to Free up Space on your desktop. Go to File Explorer, right click on “OneDrive – Pueblo County”. Then you will need to click on “Free Up Space”. A screen will open quickly and free up space for you to continue working on your documents. If you don’t have this option, please contact IT Help desk at ext. 6034.

DELETING ON ONEDRIVE SYNCING APP

If you delete a file/folder in the OneDrive folder located in File Explore the deleted item will go to the recycle bin in Office 365. Remember to always make sure you are wanting to delete the files/folders. You will only have 90 days to recover the document before it will be removed FOR EVER!!

REQUIRED SETTINGS FOR FILE COLLABORATION

This screen will let you see what files you have used recently and if they have been synced to your OneDrive online. You will need to check your OneDrive settings by clicking on the cloud in the bottom left-hand corner.

Click on the three dots … More

Go to Settings

Make sure the Save Space and download…. Is check marked under Files On-Demand.

Go to the Office tab and make sure “Use Offline applications to sync….” under File Collaboration and click OK.

From <https://gbc-word-edit.officeapps.live.com/we/wordeditorframe.aspx?ui=en%2DUS&rs=en%2DUS&wopisrc=https%3A%2F%2Fpueblocounty.sharepoint.com%2Fsites%2FPCsite%2F_vti_bin%2Fwopi.ashx%2Ffiles%2F208be8b614504f218d0ef7fef1db93b7&wdenableroaming=1&mscc=1&hid=451561A0-A080-D000-6338-BBB3F06F2D83&wdorigin=ItemsView&wdhostclicktime=1662138154946&jsapi=1&jsapiver=v1&newsession=1&corrid=962af28a-b744-4285-b4f0-cc8c0666daab&usid=962af28a-b744-4285-b4f0-cc8c0666daab&sftc=1&cac=1&mtf=1&sfp=1&instantedit=1&wopicomplete=1&wdredirectionreason=Unified_SingleFlush&rct=Medium&ctp=LeastProtected>