OneDrive for

Business
Instructor Guide

[Your Company Name]

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© 2019 by CustomGuide, Inc. 3387 Brownlow Avenue, Suite 200; Saint Louis Park, MN 55426
This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication
may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language
or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical,
manual, or otherwise, without the prior written permission of CustomGuide, Inc.
We make a sincere effort to ensure the accuracy of the material described herein; however, CustomGuide
makes no warranty, expressed or implied, with respect to the quality, correctness, reliability, accuracy, or
freedom from error of this document or the products it describes. Data used in examples and sample data
files are intended to be fictional. Any resemblance to real persons or companies is entirely coincidental.
The names of software products referred to in this manual are claimed as trademarks of their respective
companies. CustomGuide is a registered trademark of CustomGuide, Inc.
 Contents

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OneDrive for Business................................................................................................................................... 5
OneDrive for Business Basics ...........................................................................................................................6
OneDrive for Business vs. OneDrive ............................................................................................................6

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Sign In ...........................................................................................................................................................7
The Toolbar ............................................................................................................................................... 10
The Navigation Pane ................................................................................................................................. 11
Create a New File .......................................................................................................................................... 12
Folders........................................................................................................................................................... 14

N T Create a Folder .......................................................................................................................................... 14

Add Files to a Folder.................................................................................................................................. 15
Move a File to Another Folder .................................................................................................................. 16
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Open a File .................................................................................................................................................... 17
Preview a File ............................................................................................................................................ 17
Open in Office Online................................................................................................................................ 18
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Download a Copy ...................................................................................................................................... 19
Upload Files................................................................................................................................................... 20
Upload a Single File ................................................................................................................................... 20
Upload Files with Drag and Drop .............................................................................................................. 21
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Save from Office............................................................................................................................................ 22

Save an Office File to OneDrive ................................................................................................................ 22
Delete and Restore Files ............................................................................................................................... 23
Delete an Item........................................................................................................................................... 23
Restore an Item......................................................................................................................................... 24
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Search............................................................................................................................................................ 25
Search OneDrive ....................................................................................................................................... 25
Share Files ..................................................................................................................................................... 27
Share a File ................................................................................................................................................ 27
Manage Access to Shared Files ................................................................................................................. 28
Shared Libraries ............................................................................................................................................ 29
View a Shared Library’s Files ..................................................................................................................... 29
Create a Shared Library............................................................................................................................. 30
Version History.............................................................................................................................................. 33
View Version History ................................................................................................................................. 33

© 2019 CustomGuide, Inc. iii

 Restore a Previous Version ........................................................................................................................ 35
Sort and Filter ................................................................................................................................................ 36
Sort ............................................................................................................................................................ 36

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Filter........................................................................................................................................................... 36
Clear a Filter............................................................................................................................................... 37
Sync with Your Computer .............................................................................................................................. 38
Choose Which Folders to Sync .................................................................................................................. 38

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Show the OneDrive for Business Folder .................................................................................................... 39
Help ............................................................................................................................................................... 40
Search for Help .......................................................................................................................................... 40

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 OneDrive for Business

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OneDrive for Business makes file storage, file
management, file protection, and file sharing a breeze. Objectives
You can use OneDrive for Business to keep your OneDrive for Business Basics
business files tidy and centrally located. The sharing
Create a New File

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features make it possible for teams and the entire
organization to collaborate on files. Or, if you don’t Folders
want others making changes to a final version, you can
Open a File
distribute files to an audience with read-only
permissions. Upload Files
Save from Office
OneDrive for Business also makes it easy to locate files
Delete and Restore Files

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with searching, sorting, and filtering options. With
OneDrive, you can edit files with ease because previous
versions of a file are stored and can be resurrected
using version history.
Search
Share Files
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Shared Libraries
This course provides an overview of the most Version History
important and useful features available in OneDrive for
Business. Sort and Filter
Sync with Your Computer
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Help
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OneDrive for Business Basics Commented [IG1]:
Make sure the OneDrive for Business account you are using
to demo to students contains several sample folders and
files of different types. Upload files from the Practice Files
folder associated to this course, as needed.
OneDrive for Business is a cloud service that allows you to store and share your work-related documents,

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while still protecting files that don't belong in a public a location.

OneDrive for Business vs. OneDrive

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OneDrive for Business is not the same as OneDrive. The standard OneDrive is for individual users to store
files online when they want to have access to them from anywhere. It is used with a personal email address
and not a work email. OneDrive for Business is exactly what the name implies—a tool used for work
purposes.

OneDrive for Business OneDrive

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• Store work-related files in a secure 1 TB • Store personal files in a secure, private 5
space online GB space online
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• Advanced versioning and document history • Simple versioning and document history

• Tied to SharePoint and accessed with work • Accessed with a personal email
email
• Basic access is free, but upgrades are
• Easily share with coworkers available for purchase
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• Auditing, reporting, and advanced

administration tools

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 Sign In Commented [IG2]:
1. Type www.office.com in your web browser and press
OneDrive for Business can be accessed two ways. You can either log in to your Office 365 account and Enter.
navigate to OneDrive for Business or navigate to it from SharePoint. Either way, you're accessing your
organization’s OneDrive for Business storage. 2. Click Sign in.

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3. Type your email address in the Address field and click
Open the Office 365 Sign in Next.
window on any browser and
click Sign in. 4. Type your password in the Password field.

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Type your email address in the 5. If you have multiple Office 365 accounts, select an
Address field and click Next. account.

6. Click Sign in.

7. Click Yes.

8. Click the OneDrive icon on the Office 365 home page.

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 Type your password in the
Password field.
If you have multiple Office 365
accounts, select the account

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you want to use.
Click Sign in.
A dialog box appears asking if
you want to stay signed into

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OneDrive for Business.
Click Yes.

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 On the Office 365 home page,
click OneDrive.

OneDrive for Business opens and you

see all of the documents that are

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currently stored here.

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The Toolbar Commented [IG3]:
1. Click in the row for the file or folder you want to select.
Some commands you’ll use for working with your documents appear on the toolbar. You can create new
files and folders, or upload files from your computer. These commands will change when you have a file or 2. Click the ellipsis button for the selected file or folder.
folder selected.

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3. Click outside of the menu that appears.

Select a file by clicking

anywhere in its row.
And it’s selected. New

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commands will appear on the
toolbar to open the file, share
it, or download it.
Additional commands will be
available in the menus on the
toolbar and on a selected file,

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called an ellipsis.
Click the ellipsis button for the
selected file or folder.
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A menu with actions you can
perform with the folder or file
appear.
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Click outside of a menu to close
it.
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 The Navigation Pane Commented [IG4]:
1. Expand the Navigation Pane.
Finally, let’s look at the Navigation Pane. If your browser window is big enough, it will always appear on the
left. When you're working with a large quantity of files, the navigation pane comes in handy to check out 2. Select a folder in the Navigation Pane.
files you've recently used, see just the items that are shared with you, view the files you're following, check

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out the site folders, and see what's in the recycle bin.

If necessary, show the

Navigation Pane by clicking the
button in the upper-left that

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appears as three bars.
Select a folder in the
Navigation Pane.
You can now view all of the
files in the folder you selected.

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Now that we've covered the basics,
you're ready to jump into everything
else OneDrive for Business has to offer!
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Create a New File Commented [IG5]:
1. Click the New button.

2. Select Excel workbook.

If you need to create a new file from scratch, you can do it from right within OneDrive for Business.

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3. Populate the Excel workbook that opens with some
data.
Click the New button.
4. Click the Name in the title bar.
Select a file type.
A new file appears and is ready 5. Type "Mileage."

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to populate. 6. Close the Excel workbook.
Add content to the new file.
Click the Name in the title bar.

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 Type a file name.
The changes you make in any
of the Office Online apps are
automatically saved.

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Close the file.

The new file is added to the library,

and you know it's new because of the

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little green icon next to the name.

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Folders
Folders are an easy way to organize your documents and keep similar items together in one location.

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Create a Folder Commented [IG6]:
1. Click the New button.
Click the New button.

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2. Select Folder.
Select Folder.
3. Type "Employee Forms."
Type a unique name for the
folder. 4. Click Create.
Click Create.

The new folder is created and shows

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up with all your other files in the
Documents library.
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 Add Files to a Folder Commented [IG7]:
1. Click a file from your documents library and drag it
Now you can begin to add files to your new folder. onto a folder.

Click and drag a file onto a

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folder.

The file is added to the folder.

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Move a File to Another Folder Commented [IG8]:
1. Select a file.
You can also move a file from one folder to another, even if you can’t see both the file and the folder at the
same time. 2. Click the file's ellipsis button.

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3. Select Move to.
Select a file.
Click the file’s ellipsis button. 4. Select a folder in the Move Pane.

Select Move to. 5. Click Move here.

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The Move Pane opens on the
right, listing the folders on
your OneDrive.
Select a folder.
Click Move here.

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The file is moved to the selected
folder.
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 Open a File
When you're ready to view the files you've saved in OneDrive for Business, you can either open them in the

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browser or use the full program installed on your computer.

Preview a File Commented [IG9]:

1. Select a file from the Documents library and click its

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Before opening a file, you may want to preview it to make sure it's the correct one. ellipsis button.

Click a file’s ellipsis button. 2. Select Preview.

Select Preview. 3. Click the Next arrow.

A preview of the file opens as it 4. Click the Close button.

takes over the window.

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arrows to move through the
file.
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Click a navigation arrow to
preview other pages.
Once you're finished viewing
the preview, you can close it.
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Click the Close button.
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Open in Office Online Commented [IG10]:
1. Double-click a file name.
Double-click a file name.
2. Make some edits to the file.
The file opens in a new

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browser tab and you can edit 3. Click the Close button.
it.
Edit the file as needed.
The changes you make in the

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Office Online files save
automatically, so there’s no
need to save it manually.
Click the Close button.

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 Download a Copy Commented [IG11]:
1. Select a file.
If you want a separate copy of the file to save locally on your computer, just download it.
2. Click the Download button on the toolbar.
Select a file.

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3. Click Save. (This step will vary depending on the
Click the Download button on browser you are using).
the toolbar.
4. Click Open. (This step will vary depending on the
Click Save. browser you are using).

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Once it’s done downloading,
you can open it.
Click Open.

A new copy of the file opens on your

desktop and can be modified and
saved in whichever location you need

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it.
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Upload Files
In addition to creating new files in OneDrive for business, you can also upload existing ones.

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Upload a Single File Commented [IG12]:
1. Click the Upload button.
Click the Upload button.

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2. Select Files
A menu appears that lets you
choose whether you want to 3. Navigate to and select a file, then click Open.
upload specific files or upload
an entire folder.
Select Files or Folder.
Navigate to and select a file,

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The file is uploaded to the Documents

library.
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 Upload Files with Drag and Drop Commented [IG13]:
1. Open File Explorer.
If you have multiple files to upload at once, it’s easier to drag and drop them into OneDrive for Business.
2. Select the files you want to upload.
Open File Explorer from the

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3. Drag the files into the Documents library.
Windows taskbar.
Select the desired files.
Drag the files into the
Documents library.

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Your files are all uploaded at the same
time.

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Save from Office
Save an Office File to OneDrive Commented [IG14]:

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1. Open a Microsoft Word document that’s saved to your
Open a file in any Office computer.
application.
2. Click the File tab.
Click the File tab.

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3. Click Save As.
Click Save As.
4. Select your OneDrive for Business location.
Tip: Remember, OneDrive
personal is something 5. Click Save.
different. If you haven't saved
to OneDrive for Business from
Office before, you find it in

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Select your OneDrive for
Business location.
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Here you see all the files and
folders from your OneDrive for
Business account.
If needed, you could change
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your file name here.
Click Save.

You see an upload notification while

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the file is saving, and once it's done,

the file is saved in OneDrive for
Business.
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 Delete and Restore Files
If you have an item you no longer need in OneDrive for Business, delete it. Deleted files can be restored if

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you change your mind later.

Delete an Item Commented [IG15]:

1. Select a file to delete.

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Select the file you want to
delete. 2. Click the Delete button on the toolbar.

Click the Delete button on the 3. Click Delete in the confirmation dialog box.
toolbar.
A dialog box appears asking
you if you’re sure you want to

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Click Delete in the
confirmation dialog box.
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It may take a few seconds, but the file
is transferred to the Recycle bin.
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Restore an Item Commented [IG16]:
1. Display the Navigation Pane.
If you have deleted an item and later realize that deleting that item was a mistake, you can retrieve it from
the Recycle bin. 2. Click Recycle bin.

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3. Select the file you want to restore and click Restore.
If necessary, click the button in
the upper-left to display the
Navigation Pane.
Click Recycle bin.

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Select the file you want to
restore and click the Restore
button.

The file is restored to the Documents

library.

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 Search
If you have a lot of files saved in OneDrive for Business, you can search through all your content to find just

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what you need.

Search OneDrive Commented [IG17]:

1. Click in the Search field.

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Click in the Search field.
2. Type a search item and press Enter.
Type a search term and press
Enter. 3. Select an item from the list to open it.

Any matches appear in a list of 4. Close the browser tab once you're finished.
results.
If you don't see what you need,

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Select an item from the list.
The file opens in a new tab in
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the browser.
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 Once you are finished with the
file, close the tab.

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 Share Files
When you have a file or folder stored in OneDrive for Business that you need other people to have access to,

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share it.

Share a File Commented [IG18]:

1. Select a file.

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Sharing files with OneDrive prevents the need to email attachments back and forth while trying to keep
track of the current version. 2. Click Share.

3. Enter the names of the users who need access to the

Select a file.
document.
Click Share.
4. Click the Link Settings list arrow.
The Share menu lets you send

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you can send to other people
through email, while changing
the file’s sharing settings to
5. Select Specific people and uncheck the Allow editing
check box.

6. Click Apply.
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give them access. 7. Click Send.

Enter the names of the users

who need access to the
document.
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Click the Link Settings list
arrow.
Customize the link permissions
settings.
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There are four options for who

you can share the file with:
• Anyone
• People in your organization
• People with existing access
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• Specific people
You can also choose whether
the people you are sharing the
file with can edit it by checking
or unchecking the Allow
editing check box.
Click Apply.

© 2019 CustomGuide, Inc. 27

 (Optional) Add a message.
If you just want to copy the
link, click the Copy Link button.
If you’d rather compose the

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email in Outlook, click the
Outlook button.
Click Send.

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A notification appears, letting you
know the document is shared, and the
recipients are sent an email with a
direct link to the item.

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Manage Access to Shared Files Commented [IG19]:
1. Select a shared document.
After you've started sharing things with others, it may be tricky to remember who has access to what.
2. Click the Details button.
Select a shared document.
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3. Click Manage access.
Click the Details button.
The Details Pane opens,
showing information about the
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selected file.
Under the Has Access header,
you can see a summary of who
this file has been shared with.
Click Manage access.

Now you can see everyone who has

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access to the document, and whether

they have editing or view only
permissions.

From here, you can copy a link to the

document or stop sharing the
document. You could also click Grant
Access to invite additional people to
view the file.

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 Shared Libraries
When you're collaborating on multiple files with a team, use shared libraries to keep everything in one

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central location.

View a Shared Library’s Files Commented [IG20]:

1. Expand the Navigation Pane.

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A shared library includes other features, such as a group calendar, task list, and discussion board.
2. Select s shared library.
If necessary, expand the
Navigation Pane.
Below your files and locations,
underneath the name of your
organization, is a list of the

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part of.
Select a shared library.
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That shared library opens, displaying its
files.
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Create a Shared Library Commented [IG21]:
1. Expand the Navigation Pane.
You can also create a new shared library.
2. Click Create new below the shared libraries.
Expand the Navigation Pane.

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3. Click in the Site name field and type "Employee Forms."
Click Create new below the
shared libraries. 4. Click in the Site description field and type
"Collaboration for all required employee forms."
A new window appears where
you can begin setting up the 5. Click Next.

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shared library site.
6. Click Finish.
Click in the Site name field and
type a name.
Each shared library needs to
have a unique name, so it’s
checked as you type.

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ready to move on.
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 Click in the Site description
field and type a description.
(Optional) Select a privacy
option.

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• Public: This is the default
option in which everyone in
the organization can see
what's in the folder.

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However, members of the
shared library can make
edits.
• Private: By setting the
privacy level to private, only
members of the shared

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library can see the folder.
Click Next.
Now it’s time to add additional
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group owners and members.
Invite owners and members by
entering their email addresses.
Owners of a group have special
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permissions to edit a group’s
settings, as well as invite and
remove members of private
groups.
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 Click Finish.

The new shared library is created and

now serves as a central repository for
group members to hold conversations

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and store files.

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 Version History
When working with files in an Office 365 site’s shared document library, you can see not only the current

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version of a file, but all the previous versions as well.

View Version History Commented [IG22]:

1. Select a file.

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Select a file.
2. Click the file's ellipsis button.
Click file’s ellipsis button.
3. Select Version history.
Select Version history.
The dialog box shows all major 4. Click the date or time for a version.
and minor versions of the file,
5. Close the file after you're finished viewing it.
when they were created, and

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aren’t overwritten, so you can
quickly see older versions.
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Click the date/time for a
version.
That version of the file opens
in the program that it was
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created in. You can’t make
changes to this version, but
you can see how it looks and
compare it to the current
version.
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 Close the file when you’re
finished viewing it.

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 Restore a Previous Version Commented [IG23]:
1. View a file's version history by following Steps 1-3 in
If the most recent version of a file isn’t working out, you can restore a previous version to use instead. the previous section.

View a file’s version history. 2. Click the ellipsis button next to a version's date and

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time.
Click the ellipsis button next to
a version’s date and time. 3. Select Restore.

Select Restore.

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A copy of the selected version is
created with a newer version number.

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Sort and Filter
Sort Commented [IG24]:

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1. Click the Modified column header.
Using the Sort feature makes it easier to locate information and keep related information together.
2. Select Newer to older.
Click the column header for the
column you want to sort.

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Select a sort option.

The files are now sorted as you

specified. An arrow icon also appears
by the column header showing that the
column is being used to sort the view.

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Filter Commented [IG25]:
1. Click the Modified column header.
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If your library contains a lot of items, you can quickly find what you need by filtering.
2. Select Filter by.
Click a column header.
3. Select the options that you want to filter by.
Select Filter by.
A list appears for the possible
filter options for the column.
Select a filter option.
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The column is filtered by the option

you selected.

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 Clear a Filter Commented [IG26]:
1. Click the Modified column header.
When you're done using a filter, clear it to show all the files again.
2. Select Clear filters.
Click a filtered column header.

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Select Clear filters.

The filter is cleared and all the files are

displayed.

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Sync with Your Computer
When you want the files saved in OneDrive for Business to be accessible from your computer without

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logging in with a web browser, sync the library to your computer. This requires you to install the OneDrive
for Business app on your computer.

Choose Which Folders to Sync Commented [IG27]:

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1. Click the Sync button.
When you install the OneDrive for Business app, you will automatically sync your entire OneDrive for
Business library to your computer. You can instead select certain folders to sync while leaving other folders 2. Click Open OneDrive.
unsynced.
3. Select the folders to sync.

Click the Sync button. 4. Click Start sync.

Click Open OneDrive.

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opens and shows all the folders
and files that are ready to sync.
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Anything that is being synced
will be checked, which by
default is everything.
It also shows where the
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OneDrive for Business folder is
found on your computer and
how much storage space is
available.
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Select the folders to sync.

Click Start sync.

The folder sync settings are updated.

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 Show the OneDrive for Business Folder Commented [IG28]:
1. In Windows, click the OneDrive for Business icon in the
If the location of your OneDrive for Business folder on your computer is difficult to remember, or if you just system tray.
want to get to it quickly, you can jump right there using the OneDrive for Business app.
2. Click Open folder.

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Click the OneDrive for
Business icon in the system
tray.
A small window opens,

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showing recently added and
modified files.
Tip: Click the More button to
access OneDrive settings,
pause syncing, or manage your
storage.

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OneDrive for Business opens in File

Explorer. All the files from folders you
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have synced appear here.

The green check means the file is

synced and exactly the same as in
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OneDrive for Business.
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Help
When you don't know how to do something in OneDrive for Business, you can use the Help feature to find

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answers.

Search for Help Commented [IG29]:

1. Click the Help (?) icon.

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Click the Help (?) icon.
2. Click in the Search help field and type "sharing."
The Help Pane appears on the
right side of the window. 3. Click the Search button.

Click in the Search help field 4. Select Share OneDrive folders and files.
and type what you're looking
for.

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The Help Pane shows you any
items related to the search
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phrase, as well as relevant help
files.
Select a help topic.
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The Help Pane displays instructions on
how to complete the task.
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