Managing your files in
OneDrive for Busines
Credits
Microsoft Office
Training Centre
Editorial
Charis Alexandra
Training
Managing
your files in OneDrive for Business
After you sync your OneDrive for Business files with your computer, you
can put away your browser and manage your files like other files on your
computer. Need to add a file to OneDrive for Business? Just drag it to your
OneDrive for Business folder. You move, rename, and delete your files the same
way you're used to, with one important difference: the changes you make to
OneDrive for Business files will sync to all your other devices. So if you
delete a file here, it's deleted everywhere.
Copy or
move files in OneDrive for Business
In File Explorer, select the files you want to copy
or move.
Right-click the files and drag them to your OneDrive
- YourCompanyName folder or to another location.
Rename a
file in OneDrive for Business
Right-click
the file you want to rename in your OneDrive - YourCompanyName folder.
Select Rename
on the shortcut menu.
Type the
new name for your file.
Delete a
file in OneDrive for Business
Tip Remember, any changes you make to
a file in your OneDrive for Business folder apply to all devices, not just to
this computer. The changes will sync to all your other devices.
Dragging
and dropping files to OneDrive for Business
You can upload files to your OneDrive for Business by just dragging them
from your computer. OneDrive for Business shows you where you can drag and drop
files to add files to a library.
At the top of the page, select the Office 365 app launcher
, and
then select OneDrive.
Notes
The first time you click OneDrive, you see some
setup screens and instructions while your personal site is being set up. You
may have to wait awhile and then click OneDrive again before continuing to step
2.
If you don’t see the option to drag files, update
your copy of Office.
The Edge browser doesn't support drag and drop into
OneDrive for Business. Internet Explorer 11 is supported.
Here’s
another way to upload files:
In OneDrive for Business you can choose Files. Use
the Open dialog box to select the files you want to upload, and then
click Open.
For SharePoint Online use the Add a Document
dialog box. Click Browse and select the files you want to upload. Click Open
and then click OK.
Tip Your files are private unless you
decide to share them. To share files easily with everyone in your organization,
drag them to your Shared with everyone folder. For more information, see
sharing files with others.
Seeing
your files from other devices
After you upload files to OneDrive for Business, you can see them from
other devices by just signing into your Office 365 site in your browser, and
then clicking OneDrive. Here are the details.
On any device, sign in to Office 365
with your work or school account. For example, ellen@contoso.onmicrosoft.com,
ellen@contoso.edu, or ellen@contoso.com. If you're not sure what your work or
school account is, check the welcome email that asked you to sign in the first
time.
At the top of the page, select OneDrive. Or, select
the app launcher , and
then select OneDrive.
Tip Your files are private unless you
decide to share them. To share files with everyone in your organization, upload
or move them to your Shared with Everyone folder. For more about
sharing, see Sharing files with others.
Set up
Office Mobile on your phone or tablet
To get your Office Mobile apps to work with Office 365, choose your
device.
Saving
and opening files
You can work with the files you store in OneDrive for Business right
from Word, Excel, PowerPoint, and other Office desktop apps. There's no need to
go to your Office 365 site in a browser.
Save a
file to OneDrive for Business from an Office desktop app
With a document open in an Office desktop app, click File > Save
As > OneDrive - YourCompanyName. For example, OneDrive - Contoso.
Open a
OneDrive for Business file from an Office desktop app
Browse to the file you want to open, and then click Open.
Tips If you don't see OneDrive -
YourCompanyName, click Add a Place > Office 365 SharePoint.
Then sign in to Office 365 with your work or school account.
Once you add OneDrive for Business as a place in one Office app, you can
save files from all your Office apps.
Syncing
your files with your computer
Sync OneDrive for Business to your computer, and then get to your files
in File Explorer instead of in a web browser. All your changes sync to OneDrive
for Business whenever you’re online.
At the top of the page, select OneDrive. Or,
select the app launcher , and
then select OneDrive.
At the prompt, click Sync Now to start the
sync app.
The app automatically fills out the name and web
address of your OneDrive for Business library.
Select Sync Now in the app to start syncing.
You can click Show my files in the app to
open the synced OneDrive for Business folder in File Explorer. The folder
appears in your Windows Favorites as OneDrive for Business or OneDrive -
YourCompanyName.
Note To sync files to your computer,
you need the OneDrive for Business sync app, available with an Office 365
subscription that includes Office 2013 desktop applications. If you don’t have
Office 2013, you can download the
OneDrive for Business sync app.
Managing
your files in OneDrive for Business
After you sync your OneDrive for Business files with your computer, you
can put away your browser and manage your files like other files on your
computer. Need to add a file to OneDrive for Business? Just drag it to your
OneDrive for Business folder. You move, rename, and delete your files the same
way you're used to, with one important difference: the changes you make to
OneDrive for Business files will sync to all your other devices. So if you
delete a file here, it's deleted everywhere.
Copy or
move files in OneDrive for Business
In File Explorer, select the files you want to copy
or move.
Right-click the files and drag them to your OneDrive
- YourCompanyName folder or to another location.
Rename a
file in OneDrive for Business
Right-click the file you want to rename in your OneDrive
- YourCompanyName folder.
Select Rename on the shortcut menu.
Type the new name for your file.
Delete a
file in OneDrive for Business
Tip Remember, any changes you make to
a file in your OneDrive for Business folder apply to all devices, not just to
this computer. The changes will sync to all your other devices.
Sharing
files with others
When you store your files in OneDrive for Business,
you can share with others from any device by going to your Office 365 site in a
browser.
You can also share a Word document, PowerPoint
presentation, or Excel spreadsheet right from within Office without even going
to Office 365 in a separate window. Whichever way you choose to share Office
files, you can work with others at the same time they work on a file and see
the changes that other people make as they make them.
Share a
file from a site
At the top of the page, select OneDrive. Or,
select the app launcher , and
then select OneDrive.
In the Share window, type the name of each
person you want to share the file with. As you type each name, suggestions
appear that match your contacts. When you see the name you want, select it to
add it to the invitation list.
Tip To share files with everyone in
your organization, type Everyone instead of the name of a person.
Select the permission in the list that you want to
grant people.
You can change the permission later for any person.
If you want, type a message to send to all the
people you're inviting.
The email message sends a link to the shared
document.
If you don't want to send an email to invitees,
clear Send an email invitation.
Click Share.
Share a
file from an Office desktop app
With the file open in Word, Excel, PowerPoint, or
another Office app, click File > Share > Share with
People.
Type the name of each person you want to share the
file with. As you type each name, suggestions appear that match your contacts.
When you see the name you want, select it to add it to the invitation list.
Select the permission in the list that you want to
grant people.
You can change the permission later for any person.
If you want, type a message you want to send to all
the people you're inviting.
The email message sends a link to the shared
document.
Click Share.
Work on
files with others at the same time
When you store and share your files in OneDrive for
Business, you can work with others at the same and avoid reconciling multiple
versions of your files. Work together from either the online or the desktop
versions of Word, PowerPoint, or OneNote. For workbooks, use Excel Online. If
someone opens the workbook in the Excel desktop application, the workbook can’t
be edited in Excel Online until it’s closed again in desktop Excel.
Here are
a few details to keep in mind as you work with others:
In the desktop programs, co-authoring works best in
the most recent version of Office (Mac and Windows), but is also supported in
Office 2010.
There's no special co-authoring mode and no command
to begin working together on a document. Just open the file for editing and
start working.
As you edit, the Office app tells you when other
people are working too. In Word, you'll even see which paragraph they’re
working on.
Updates are handled differently in some programs
from others. For example, OneNote notebooks and Excel Online workbooks show
updates immediately. In Word documents, save the document to share your updates
and to see others’ updates.
