Category Archives: OneDrive

Sharing Files Securely Using OneDrive

OneDrive provides an easy way to share files and folders with others:

  1. Create a “share link” for a file or folder.
  2. Email or paste the link into a web page, shared document, Moodle course, chat, etc.
  3. Other people click that link to access the file or folder.

By default, settings for share links are not secure: anyone who has access to the link will have full editing and sharing permissions for the file or folder.

However, you can customize the sharing settings and increase security by:

  • Limiting who can use a share link.
  • Limiting how long a share link works.
  • Requiring a password for access.
  • Giving recipients view-only access with the link.

Create a Share Link with Secure Settings

  1. Upload or create a file or folder in OneDrive.
  2. Hover over it and click the (share).
  3. Click the sharing settings (outlined in red in the image below) at the top of the Send link window to customize them.

  1. In the Link Settings window (shown below), under “Who would you like this link to work for?” choose:
    • Anyone with the link (least secure): if you share this link with someone and they share forward it to others, everyone will be able to access the file or folder.
    • People in your organization with the link: limits access to current Bryn Mawr students and employees, users must log into their Bryn Mawr College e-mail/Office365 account to open the file or folder.
    • People with existing access: use to create a direct link to a file or folder that only works for people it has already been shared with. For example, if you are discussing a shared document with people in a web conference and want a direct link to it that you can paste into the chat.
    • Specific people — most secure option: creates a link that only works for individuals with email addresses you specify (can be internal (brynmawr.edu) or external. You will add the email addresses after clicking Apply.

  1. Under Other settings, set additional parameters:
    • Allow editing: If checked, people who click the share link can edit files, change sharing permissions, and share with others. If you are sharing a folder, they can edit, rename, move, copy, delete, and add files in that folder. Uncheck to allow people to view files, but prevent them from making changes or sharing them.
For Word documents only: when Allow editing is checked, there is an additional option to Open in review mode only. This option turns on Track changes so that people who click the share link can add comments and suggest edits, but not alter content directly.
    • Set expiration date – specify a date when the share link stops working.
    • Set password specify a password that people need to enter before they can access the file or folder. This can increase security, but only if a) you use a strong password and b) you share the password and the link separately. If you email the link to someone, don’t include the password in an email; if you post the link on a public web page, don’t post the password, too. Have people contact you for the password and/or send it by a more secure means.
    • Block download (Office365 files only) – when turned on, people who access a file through the share link can edit it within online versions Office365 apps but cannot download it or edit it in the desktop versions.
  1. Click Apply to save your settings.
  2. If you chose to share with Specific people, give those people access by adding their names or email addresses in the To: line and clicking Send. OneDrive will send them an email with a link to the item and it will show up on their Shared with me page in OneDrive.
WARNING: Entering names or email address ONLY limits access IF sharing is set to Specific people. For all other sharing settings, adding names and email addresses to the To: line only determines who receives an email with the share link. If they forward the email, anyone in the sharing category you chose (e.g. “anyone” or “anyone at brynmawr.edu”) will be able to use the link.

Check or Change Who Can Access a File or Folder

  1. Hover over the filename, click the , and choose Manage access.
  2. On the Manage Access pane:
    • Links giving access lists any share links you’ve created for the item. Click … (More options) next to a link to edit or remove it; or Share at the top of the list to create a new one.
    • Direct Access lists the groups and individuals who have permission to access the file. Click the arrow next to a name to change a person or group’s access level (view or edit) or to remove access or click the + to add a group or person to the list.

Graduating Students – Account Access

When a student graduates, access to a variety of College accounts and online services changes. Please be mindful of the following timelines when moving data and setting up post-graduation accounts.

Office 365: Email and OneDrive
  • Ninety (90) days after you graduate, you will lose access to your college Office 365, email and OneDrive account. If you’d like to save anything from Office 365, email, and OneDrive, you must do so before the end of this 90-day period. LITS cannot restore Office365 access or recover email or files for individuals who have lost access.
  • Bryn Mawr does provide an email forwarding service, which lets you forward e-mail received at your brynmawr.edu to another e-mail address. Please note:
    • You will not be able to set up alumnae/i e-mail forwarding more than 30 days before you graduate.
    • Once you set up this service, emails will begin forwarding within approximately 24 hours (even while you still have access to your Bryn Mawr email account).
  • Alums who are hired to work at the College (including the summer after graduation) will have alumnae forwarding disabled, as access to their full Bryn Mawr College email account will be re-enabled. Please remember to re-set up alumnae/i forwarding after your job at Bryn Mawr ends to ensure mail forwards from your Bryn Mawr College email address to the personal account of your choice.
  • Our agreement with Microsoft does not allow us to offer Microsoft Office to alums free of charge.
H: Drive
  • You will also lose access to your H: drive 90 days after graduation. Please move any files you wish to save. If you had access to other file shares for a campus job, access will end 90 days after graduation or earlier if your supervisor cancels your access.
Moodle
  • 90 days after graduation, you will no longer have access to Moodle or any of the files you have stored there. Please download and save any files you feel you may need in the future, as well as any personal work you may want to publish/showcase.
Domain of One’s Own
  • 90 days after graduation you will no longer be able to log in to manage your Domain of One’s Own website. See our Tech Doc for more information on migrating your domain.
Library Borrowing
  • Graduating students’ library accounts expire on the last day of finals week. In the Spring, graduating seniors who have returned all materials and paid all fines automatically get their accounts extended through the last day of Senior Week.
  • Alumnae/i borrowing is available
BIONIC

See the Server Accounts and Access policy for more information.

Sharing Files and Folders in OneDrive

All folders and sub-folders in OneDrive inherit the permissions of their parent folder. The share settings of individual items within the folder cannot be edited to differ from the folder. The guide below will help ensure that you are only sharing the materials you intend to share and securely deleting them if they need to be deleted.

Uploading and Sharing in OneDrive

  1. Confirm that the files you intend to share adhere to our Data Handling Policy
  2. Upload your files and determine what you would like to share
    • When sharing multiple files with the same people, it is best to group them in a folder
  3. Determine the type of permission you’d like to grant with your collaborators and then share your files and/or folders

Revoking Permissions and Deleting Shared Files in OneDrive

It is crucial to revoke sharing permissions before deleting a file or folder in OneDrive so that deleted files and folders do not end you in your collaborators’ recycle bins where they would be able to restore the files.

To revoke permissions and/or delete only specific files within a shared folder:

  1. move the file out of the shared folder since all files within that folder will automatically inherit the sharing permissions of the folder.
  2. Revoke sharing permissions
  3. Once the permissions have been revoked, you can delete your file(s) and folder(s)
    • If you have accidentally deleted a file you can restore it from the recycling bin

To revoke permissions and/or delete a whole shared folder:

  1. Revoke sharing permissions
  2. Once the permissions have been revoked, you can delete your folder(s)
    • If you have accidentally deleted a file you can restore it from the recycling bin

Share Large Files in OneDrive and Link on Moodle

Whether you’d like to share a film clip, an outside link, or upload a class recording, there are several ways to add/share video on Moodle. In this Tech Doc, you’ll find the most-common ways to share video on Moodle based on where the video is originally stored/hosted.

The first step to sharing video stored on your computer/device is to upload it to a platform that offers sufficient storage space for large video files. For the Bryn Mawr community, the easiest way to do this is by uploading your video to OneDrive or Panopto. This article provides instructions for uploading your file to OneDrive (see this article for uploading videos to Panopto and linking on Moodle).

Uploading a video to OneDrive

  1. On your browser, visit webmail.brynmawr.edu and log into your account.
  2. On the blue toolbar near the top of your browser, navigate to your Office 365 apps by clicking on the Apps icon.
  3. From the menu that appears, choose OneDrive. A new page will appear showing your OneDrive page.
  4. On this new page, locate and click Upload button near the blue toolbar. From the dropdown menu, select Files.
  5. A new window will appear showing files stored on your device. Find the video file you wish to upload and click Open.
  6. When the video has been uploaded, you will see a box indicating that the upload is complete and asking you to share a link to your file. Use the option Share Link to create a link for your video.
  7. A small window will appear in which you can set your sharing preferences. Click on Anyone with the link can edit to start changing your preferences.
  8. In the Link Settings window, set your sharing preferences. If you’re sharing this link with anyone outside the Bryn Mawr community (such as Haverford students), click on Anyone with the link.
  9. In Other Settings, choose whether the group you selected above can edit the document by checking/unchecking the box Allow Editing. This box is checked by default, so if you do not want users to edit the document, you will need to uncheck the box.

  10. When you’re finished setting up your preferences, click Apply.
  11. From the window that appears next, click on the icon Copy Link. Yet another new window will appear showing you the URL and indicating that you have copied the link. You can click on Copy Link once again if you need to get the link back on your clipboard.

After you’ve uploaded your video to OneDrive and created a shareable link, navigate to Moodle to share the video:

  1. Turn editing on in your course (use the button located at the top right of your course’s main page).
  2. Locate where you would like to place the link and select +Add an activity or resource.

  3. From the menu that comes up, choose the URL activity and then click Add.
  4. In the new window that appears, you will be able to give your URL a Name. The name is the text that will be displayed linking to your video. For example, you can title your link “Film clip for Week 1.”
  5. Next, paste your link into the External URL.
  6. Click Save and return to course. Your video is now available through this link to all users on your Moodle course page.
  7. To confirm your link is working correctly, open your link in a new incognito tab or browser.

 

Departing Faculty and Staff

When a faculty or staff member leaves Bryn Mawr College, access to a variety of College accounts and services changes. Please be mindful of the account access timelines as described in the documentation when moving data because LITS is unable to perform email or file restores in Office 365.

BIONIC

BIONIC access will end on your final day at the College. If you are a faculty member who is teaching courses the semester of your departure, then your BiONiC access will end 30 days after your date of your departure to allow you to submit grades.

Office 365: Email and OneDrive

You will lose access to your College Office 365 account (which includes email, calendars, OneDrive, and downloaded copies of Microsoft Office) on your final day at the College. If you are a faculty member who is teaching courses in the semester of your departure, you will retain access to your Office 365 account for 30 days after your date of departure.

You may want to set up an automatic reply that provides instructions to people who email you after your departure. Please note: for the first 30 days after you lose access to your account, it will be disabled but not deleted. During this time, senders will not receive an automatic reply unless you set one up. Only after the account is deleted will the sender receive an automated message indicating that the address they are writing to cannot be found.

Please back up any information you may want to keep and transfer ownership of shared OneDrive files to someone in your group if the file is still needed. You can find instructions for backing up your email account and OneDrive here: http://techdocs.blogs.brynmawr.edu/5691

If you have downloaded Microsoft Office from your College Office 365 account to your personal computer, you will be able to keep that copy of Microsoft Office but will need personally renew your subscription of Office 365 to reactivate Microsoft Office.

Moodle

You will lose access to Moodle on your final day at the College. If you are a faculty member who is teaching courses in the semester of your departure, then you will retain access for 30 days after your departure. Once you lose access to Moodle, you will no longer have access any of the files you have stored there. Please download and save any files you feel you may need in the future.

Note: All changes to account access are automatic and based on your departure date. LITS is not able to manually reopen any College accounts.

Network Storage

You will loose access to your personal and departmental network storage (H: and S: drives) on your last day at the College. If you are a departing faculty member teaching courses in the semester of your departure, you will retain access to your network storage for 30 days after your final day. Please back up any information you may need. You can access
these drives from off campus by visiting http://ingress.brynmawr.edu/

Data

Personal data from your College computer and H: drive can be backed up to an external hard drive, a flash drive, or an online data storage service. Please speak with your technician regarding which method is best for you. Before you back up any personal data you wish to keep, discuss with your department to make sure they have any information
they’ll need from the account.

Note: Some data may be subject to legal & ethical restraints and may be a violation to take with you. This data can include student/class data and data related to College processes. If you are unsure what information is permissible to take with you as you depart, please consult with your department and Human Resources and see the Data Handling
Policy at http://www.brynmawr.edu/computing/policies/DataHandlingPolicy.htm

Library Borrowing

All library borrowing privileges end on your final day at the College. If you are also a graduate of Bryn Mawr College, you may request alumni borrowing privileges on the Library web site here: https://brynmawr.wufoo.com/forms/borrowing-privileges/ More information about Bryn Mawr College borrowing policies can be found here: http://www.brynmawr.edu/library/BorrowingPolicies.html

Domain of One’s Own

Domain of One’s Own access will end on your final day at the College. For information on migrating your data, please see http://techdocs.blogs.brynmawr.edu/7430

Voicemail

After your departure, your voicemail is emptied and all settings are reset. The phone extension is then assigned to another employee.

Building Access

OneCard door access ends on your final day at the College. You will still have access to any public buildings on campus, but will not be able to access secured spaces.

See the Server Accounts and Access policy for more information.

Viewing & Restoring Previous Versions of OneDrive Files

Whenever a change is made to a document stored on OneDrive, a new version of the file is automatically created. OneDrive’s Version history feature allows you to view older versions of an Office Online document. If you find a version you want, you can then restore it, moving it to the top of the list as the latest version of the file.

 

screen shot of the ellipsis that corresponds with the desired file

To view the version history of a file, click on the ellipsis that corresponds with the desired file OR right-click on the file.

Select Version History from the menu
screen shot of selecting version history from the menu

The Version History window will open, displaying all versions of the file.

Clicking on the Modified date will open up that version of the file in its application (e.g. Excel files will open up in Excel).

screen shot of clicking on the modified date

screen shot of a file opening in its native application

If you’d like to restore a previous version (effectively making it the current version of the file), hover over the Modified date and click on the drop down arrow. Select Restore from the menu. You’ll be asked to confirm the restoration of the previous version.

screen shot of selecting Restore from the menu

A new version of the file will be created.

screen shot of file listed with new modified date

Please note: anyone you share a file with can access its version history, but those without editing permissions will not be able to do more than view previous versions.

Syncing OneDrive With Your Computer

One of the most useful features of your Bryn Mawr College OneDrive is that you can use your College credentials to easily sync all or select folders on your College- or personally-owned computer. People with a lot of data on their computer may want to be selective about what to folders to sync. See the College’s Data Handling Policy for guidance on safely storing College data.

For a quick tour of OneDrive take a look at this video; a syncing how-to begins at 2:09.

OneDrive Basics Video (mobile-friendly version)

 

More information on how and why to use OneDrive

How to Sync: College-owned Computers

Windows 10

The OneDrive desktop app is pre-installed. Use the start menu to locate and open the program, then follow on-screen instructions to sign in and sync.

Mac (latest software package)

The OneDrive desktop app is pre-installed. Locate and open the program, then follow on-screen instructions to sign in and sync. Be sure to check the open at login box.

Windows 7

Begin by opening OneDrive in a web browser using the app launcher in Office 365. Click Sync and follow on-screen instructions to download the OneDrive app and sync.

Mac (older software packages)

Download OneDrive from Software Center and follow on-screen instructions to sign in and sync.

How to Sync: Personal Computers

Windows

Begin by opening OneDrive in a web browser using the app launcher in Office 365. Click Sync and follow on-screen instructions to download the OneDrive app and sync.

Mac

Download the OneDrive for Business app from Apple’s App Store, then follow on-screen instructions to sign in and sync.

Information on OneDrive for mobile devices

Microsoft Office Mobile Apps

Microsoft offers mobile apps for iOS, Android and Windows Mobile to maximize your Office 365 experience while you’re on the go.  You can download these apps from your device’s app store and log in using your Bryn Mawr College email address and password. For instructions on how to set up a mail & calendar sync, please see our post on Accessing Your College Email & Calendar on Mobile Devices.

There are many apps available.  Read the advice below carefully as some of the similar names can be confusing.  Additionally, depending on the app, you may find differences between the Android and iOS versions of each app, as well as between the phone and tablet versions even on a single platform.

OneDrive for Business

Allows you to…

  • open documents with the associated Office Mobile app (Word, Excel, PowerPoint, OneNote).
  • create new folders within your Drive.
  • upload photos and videos from your mobile device.
  • share files from your Drive when away from your computer.

Please note:  “OneDrive” and “OneDrive for Business” are different services despite the similar names.  On mobile, one unified app is available, and you will need to choose a login from a school or work account.  In other cases, you may specifically need to use OneDrive for Business applications.

Office 2016 apps

  • Download mobile versions of the Word, Excel, PowerPoint, and OneNote apps, which allow you to create and edit documents when away from your computer.  When you first login to Office 365, download links are available at the bottom of the screen, or you can find the official Microsoft apps in your app store.
  • Set up Office apps on iOS devices (iPhone, iPad, etc.) using Microsoft’s instructions.
  • Set up Office apps on an Android phone using Microsoft’s instructions.
  • Set up Office apps on an Android tablet using Microsoft’s instructions.
  • Each of these apps will allow you to access some—but not all—of the features present in the corresponding full desktop application, and they have a cohesive look, feel, and navigation with the desktop and online versions.

Using OneDrive

OneDrive for Business is Office 365’s cloud storage platform, providing a place in the cloud where you can store, share, and sync your work files. You can update and share your files from any device with OneDrive for Business. You can even work on Office documents with others at the same time. This post provides an overview of commonly used functions to help you get started with OneDrive. When considering uploading files to OneDrive, please reference the Data Handling Policy to ensure the file is appropriate to store on OneDrive.

Below are instructions for uploading files to OneDrive for Business within Office 365. For uploading files from your desktop using the OneDrive Sync Client, see Syncing OneDrive With Your Computer. We’ve also included a quick syncing how-to in this OneDrive overview:


OneDrive Basics Video (mobile-friendly version)

The Basics

What is OneDrive for Business?

Uploading Files

Upload Documents to OneDrive for Business [VIDEO]

Log in to Office 365 and select the OneDrive app from the App Launcher.

1 - app launcher

Locate the file(s) or folder(s) you wish to upload to OneDrive. Select and drag the file(s) or folder(s) to the OneDrive app within your browser in the space where it says Drag files here to upload.

2 - drag here to upload
Upload by drag and drop

OR

From the OneDrive app, click the Upload button. Select the file(s) or folder(s) you wish to upload to OneDrive. Click Open.

3 - use upload button
Use the upload button

Creating & Using Folders

To create a folder in OneDrive, click on the New Button in the upper-left. Then click on Folder.

6 - creating folders

Name your folder and press Create.

7 - naming folders

Moving Files into Folders

Click on the target file(s) and drag them to the target folder.

8- drag files to folder

OR

Select files and choose a folder by clicking on the checkmark to the left of the file.

9 - choose a folder

A contextual menu will appear at the top of the page. Click on the Move to button.

10 - move to button

A menu will appear on the right sidebar. Select the folder to which you’d like to move your file(s). Clicking on the chevron will show any sub-folders. Click on the Move button to complete the move.

11 - finishing moving

Note: When working within sub-folders, you can click and drag files into a parent folder.

12 - moving files to parent folder

Sharing Files & Folders

Files uploaded to your OneDrive can be shared with others within the BMC community and beyond. You can also share folders with others, allowing you to permit access to all files within the shared folder.

Additional Features

Viewing and Restoring Previous Versions of OneDrive Files

Changing Views

By default, your files in OneDrive will be viewed in a list format. To view your files as tiles, click on the view button (shown below) in the upper-right corner. Click again to change back to list view.

4 - changing views

Sorting Files

To quickly sort your OneDrive files by modified, modified by, file size, ascending, or descending, click on the Sort button in the upper-right corner.

5 - sorting files

Add an attachment in the Outlook Web App

Offline Use

Once your computer is synced with OneDrive, you’ll be able to access your OneDrive files even when you aren’t connected to the internet. When syncing your computer with OneDrive, you’ll be asked to choose which OneDrive folder(s) you’d like to sync to your computer. Any folders that are synced will be available when you’re offline.

Furthermore, any changes made to OneDrive files when you’re offline will be saved to OneDrive the next time your computer is connected to the internet.

Haven’t synced your computer with OneDrive yet? See the Synching OneDrive With Your Computer tech doc: http://techdocs.blogs.brynmawr.edu/5989

OneDrive for Mobile Devices

Did you know there’s a OneDrive app for your mobile devices? With the OneDrive app, you can access your OneDrive files and save files to OneDrive directly from your mobile device.

For more information about the OneDrive mobile app and other Microsoft Office mobile apps, see the MS Mobile Apps tech doc: http://techdocs.blogs.brynmawr.edu/5988

Using Office Online

Office 365 gives you the ability to create, edit, share, and collaborate on Word, Excel, and PowerPoint and OneNote files via Office Online.

Office Online offers the ability to create and edit documents within your browser, anytime and anywhere with an internet connection. Though the online versions of Office software not contain all of the advanced features of the desktop versions, you’ll be able to accomplish most common tasks in each application.

Office Online also allows you to share documents and work collaboratively online with multiple colleagues and classmates within the Bryn Mawr College community, the Tri-co, and beyond. Files you work on in Office Online apps are securely saved to your OneDrive.

The Basics

Additional Features

By sharing files with others and granting them edit permissions, you’ll be able to co-author the file in real-time, or separately.   Files created in Office Online are automatically saved to your OneDrive. Changes are auto-saved.

Creating Files from the App Launcher

Click on the app launcher to view all available apps.

1 - App launcher

Select Word, Excel, or PowerPoint to launch the app.

Creating Files from OneDrive

Click on the New button, then select Word document, Excel workbook, or PowerPoint presentation.

2 - creating files from onedrive

Sharing Office Online Files

There are two ways to share Office Online files with others:

  • Inviting people (current Bryn Mawr College community members)
  • Sending a link to the file (non-Bryn Mawr College community members)

By inviting people, you’ll be able to better track who you have shared a file with, as well as what kind of permissions they have. Sending a link to the file is most useful for quick sharing and for sharing with people outside of the Bryn Mawr College community.

To invite people at Bryn Mawr College to share a file from within the Office Online app, click the Share button in the upper right corner of the screen.

3 - share within office online

The Share dialog box will appear. From the Invite people tab, type the names or email addresses of people you want to share the file with.

4 - share dialog box

Select the desired permission setting. You also have the option of including a personal message (optional), requiring sign-in, and sending an email invitation to alert the person of the share.

OR

To send a file link to someone outside of Bryn Mawr College, click the Share button in the upper right corner of the screen. The Share dialog box will appear. From the Get a link tab, click on the downward arrow to display more options. Select either View link or Edit link (depending on the sharing permissions you’d like to grant).

5 - get a link

A link will be generated which can be shared with others. You also have the option to set the link to expire after a set amount of time.

6 - expiration and mobile

Note: Clicking Open this link on a phone (highlighted above) will generate a QR code to scan with your mobile device.

You can also share Office Online files and other types of files directly from your OneDrive: Share documents or folders in Office 365