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T E C H N O L O G Y . O L A T H E S C H O O L S . C O M

MICROSOFTONEDRIVE

O P S T E C H 2 3 3 G U I D E T O :

GENERAL INSTRUCTIONSINSTALLING THE SYNC CLIENT

FILE MIGRATIONBACKING UP YOUR LOCAL DRIVE

OPS Tech 233 Guide to Microsoft OneDrive

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OVERVIEW

What is OneDrive for Business? OneDrive is a cloud‐based storage solution from Microsoft, and it syncs with your desktop and mobile device. If you are familiar with Dropbox, you already know how OneDrive for Business works (including seeing OneDrive in your folder list *requires setting up the sync client). With 5 terabytes of storage, you’ll always have plenty of room to store even the largest files.

What steps should we take? Start migrating files from your H, S, and T drives/Dropbox account to your OneDrive for Business storage.

Contents

Accessing your OneDrive .............................................................................................................................. 2

OneDrive Web App Basics ............................................................................................................................. 2

Sharing a file or folder in OneDrive............................................................................................................... 3

Installing the OneDrive Sync Client ............................................................................................................... 4

Syncing Shared Network Files to OneDrive .................................................................................................. 5

File Migration ................................................................................................................................................ 6

Migrating Synced Dropbox files to OneDrive for Business ....................................................................... 6

Migrating personal OneDrive to OneDrive for Business ......................................................................... 12

Migrating your H: drive to OneDrive for Business .................................................................................. 15

Setting OneDrive – Olathe Public Schools as a “Save As” location ............................................................. 18

Back up your Documents, Pictures, and Desktop folders with OneDrive................................................... 19


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Accessing your OneDrive

1. Open a web browser (Chrome, IE, etc) and go to www.office.com.

a. Log in with your username including @olatheschools.org and your network password. b. Click > Sign In.

2. From this page, click on the OneDrive (clouds) icon to go to your OneDrive page.

OneDrive Web App Basics

If you haven’t used OneDrive before the only folder you’ll see is Attachments. This default folder

stores email attachments that you save directly to your OneDrive page from Outlook on the web.

From here you can either drag files/folders from your computer to the blank space below the

Attachments folder or you can use the Upload button to select local files stored on your hard drive.

You can also create new documents or folders by clicking the New button.

To view files that have been shared to you, click the Shared link.

The Recycle bin will store files for up to 30 days after they’ve been deleted.

Sync will update your files in the cloud with the files on your desktop or device and vice versa.


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Sharing a file or folder in OneDrive

1. From your OneDrive main page, select the file/folder you want to share. Then click the Share button

along the top of the page.

2. By default, it will select “Only people in the Olathe Public Schools with the link can view and edit”.

You’ll want to click on this drop down and change it to “Specific People”. As you can see you have a

checkbox for granting editing rights. Leave this box unchecked if you only want users to view-only.

3. Click Apply. From here you can type in the users you want to share the file/folder with in the “Enter

a name or email address” field. When you’re finished click Send. Those users should then receive an

automated email with a link to the file/folder which you have just shared. They can also view these

files by clicking the Shared with me link from their main OneDrive page.


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Installing the OneDrive Sync Client

1. Open a web browser (Chrome, IE, etc) and go to www.office.com. a. Log in with your username including @olatheschools.org and your network password. b. Click > Sign In.

2. From this page, click on the OneDrive (clouds) icon to go to your OneDrive page.

3. From OneDrive, click > Get the OneDrive apps > Start OneDrive > Open Microsoft OneDrive

(bottom left-hand corner)

4. Enter your Olathe Public Schools email address and follow the setup process.

5. Open File Explorer from your taskbar

6. Ensure that OneDrive for Business appears as follows:


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Syncing Shared Network Files to OneDrive

1. Click the Windows start button, then click on your building’s File

Share link (this will appear alphabetically according to your

school name)

2. You may be prompted to sign in, then redirected to your school’s SharePoint site.

3. Click on the folder you would like to access.

4. From within the cloud shared drive folder, click on the Sync button that is now visible in the ribbon.

Do this for each drive you need to access.

5. Open File Explorer from your taskbar

6. Ensure that your shared drives appear

beneath the tower icon:


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File Migration

Migrating Synced Dropbox files to OneDrive for Business

If you currently sync your Dropbox files to your computer or device, follow these instructions. If not,

jump to here.

1. Open File Explorer (yellow folder icon) and

click the Dropbox link to view your

Dropbox files.

2. Open a web browser and go to www.office.com.

3. Login with your network username (including @olatheschools.org) and password. (If it happens to

ask if you’re using a “Work or school account” or “Microsoft account” select “Work or school

account”.

http://www.office.com/


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4. Click on the OneDrive icon to access your file folders.

5. With the Dropbox files folder open, click on the Dropbox folder shortcut, hold down the ctrl key and

type a (this will select all of your files and folders). You’ll then drag the synced Dropbox files/folders

over to the OneDrive for Business page. (Make sure to drag and drop them below the other folders

so that it doesn’t store them inside another folder.)

6. Your Dropbox files have now been migrated to your OneDrive for Business.


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If you don’t sync or haven’t synced your Dropbox files to your computer or device, follow these

instructions:

1. Open a web browser and go to www.dropbox.com

2. Sign into your Dropbox account.

3. Click just to the left of Name to select all of your files and folders

4. Click > Download

5. This will download all of your Dropbox files as a single zipped folder.

6. Click the zipped folder once it’s done downloading to open (it should appear at the bottom of the

web page in the lower left hand corner)

7. You don’t want to drag the zipped folder into OneDrive because you’ll want the files and folders

separated. So next you’ll create a new folder on your desktop by right clicking on your desktop >

New > New folder.

http://www.dropbox.com/


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8. With the zipped folder open, drag its contents to the new folder you just created. (If you have a

bunch of files/folders, hold down the ctrl key and press a to select everything at once)

9. Open a web browser and go to www.office.com

10. Login with your network username (including @olatheschools.org) and password. (If it happens to

ask if you’re using a “Work or school account” or “Microsoft account” select “Work or school

account”.



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11. Click on the OneDrive tile to access your file folders

12. With the newly created Dropbox files folder open (the one created from step 7) and your OneDrive

for Business files page open, click on the Dropbox folder shortcut, hold down the ctrl key and type a

(this will select all of your files and folders). You’ll then drag the Dropbox files/folders over to the

OneDrive for Business page. (Make sure to drag and drop them below the other folders so that it

doesn’t store them inside another folder.)

NOTE: If OneDrive is already installed on your device, you can also achieve this by opening the File

Explorer and dropping your files into OneDrive.


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13. Your Dropbox files have now been migrated to your OneDrive for Business page.


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Migrating personal OneDrive to OneDrive for Business

1. Open a browser window and go to www.onedrive.com and login with your old credentials that are

tied to your Skydrive (OneDrive personal) account.

2. Select all the files/folders you want to transfer.

3. Select Download. (NOTE: Empty folders will not transfer. If you select all your files/folders and the

Download button isn’t visible, this is most likely the reason.) By default it will download a zip folder

to your Downloads folder.

4. Click the little down arrow next to the zip folder and select Show in folder. This will take you to the

folder where the zip file is located.

http://www.onedrive.com/


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5. Click to open the folder, select Extract, then click Extract All. By default, your downloads will be

dropped into a Download folder, however for convenience, click the Browse button, choose

Desktop, then click the Make New Folder button. Name the new folder something like “Personal

OneDrive” then click OK.

*If you already have the OneDrive desktop app installed, the easiest way to achieve this is to select

your OneDrive – Olathe Public Schools and drop them directly here.

Click the Extract button once you have selected the desired file destination.


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6. Navigate to the folder where you just extracted the files/folders.

7. Open Office 365 in a browser.

a. Launch Chrome or Internet Explorer and enter: www.office.com

b. Enter your complete Olathe Schools email address – this is your current organizational account.

c. Enter your network password. Click > Sign In.

11. When your account opens, Click the OneDrive icon to access your business account (blue cloud).

12. With your extracted folder of OneDrive personal (Skydrive) files/folders open and your OneDrive for

Business page open, drag and drop all of your OneDrive personal files over to your OneDrive for

Business page.

13. Alternatively, you can open OneDrive for business in a separate File Explorer window (yellow folder

icon) and drag and drop from one folder to the next.



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Migrating your H: drive to OneDrive for Business

To migrate your H: drive to OneDrive for Business, you must first ensure the OneDrive sync client is

installed on your computer or device. The sync client enables access to your files via the File Explorer

without having to log into OneDrive online and will also save your changes across multiple devices.

Once your H: drive files have been migrated to OneDrive for Business, they will be accessible from the

File Explorer and anywhere you have internet access via Office 365. In order to save and sync the latest

version of your files, work from your files saved in OneDrive for Business rather than the H: drive.

Verify OneDrive for Business Sync Client Installation

1. Open a web browser (Chrome, IE, Edge) and go to www.office.com

a. Log in with your username including @olatheschools.org and your network password.

b. Click > Sign In.

2. From here, click on the OneDrive icon (clouds) to access your OneDrive.

3. From OneDrive, click > Sync (on the ribbon at the top of your drive).

4. If the sync client is already installed, you will be asked to open OneDrive. Continue to the next page

of this document if the sync client is installed.

5. If it is not installed, you may be asked to confirm navigation away from the page, click > Yes.



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6. A dialog box will appear prompting you to set

up OneDrive. Follow the steps provided in the

setup wizard to complete installation.

7. The File Explorer should open automatically, if

it doesn’t, open it from your taskbar

8. Ensure that OneDrive for Business appears as

one of your available drives:

Migrating your H: Drive

7. Open File Explorer (yellow folder icon)

and click OneDrive – Olathe Public

Schools.

8. Right-click on your H: drive, then select

Open in new window.

This will open a separate window

displaying your H: drive folders.

9. From your H: drive, select all of the contents by pressing ctrl + a.


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10. Drag and drop the selected items to your OneDrive.

NOTE: Be sure not to a drag your contents into a folder unless you are intentionally organizing your

files.


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Setting OneDrive – Olathe Public Schools as a “Save As” location

The default Save As location in Word/Excel/PowerPoint shows up as simply “OneDrive”, which points to

a personal OneDrive. If you click on it and try to sign in, you’ll reach an error screen that says your

username isn’t valid or not found.

To add the correction “OneDrive – Olathe Public Schools” location, you will first need to check for your

name in the top right-hand corner of the app (Word, Excel, PowerPoint). If it shows “sign in” instead of

your name, click sign in and follow the prompts.

After you sign in you should see two additional Save As choices in Word. The one you will want to use is

“OneDrive – Olathe Public Schools”.

If your name appears in the top right-hand corner of Word/Excel/PowerPoint and you don’t see the

“OneDrive – Olathe Public Schools” Save As location, you will need to click:

File > Save As > Add a Place > OneDrive for Business

Follow the prompts to enter your

email and password.

“OneDrive – Olathe Public

Schools” should appear as a Save

As location.

After you add this location in

Word, Excel, or PowerPoint, it

should be visible across all Office

365 applications. You should

only have to complete these

steps once.


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Back up your Documents, Pictures, and Desktop folders with OneDrive

You can back up your important folders (your Desktop, Documents, and Pictures folders) on your Windows PC with OneDrive PC folder backup, so they're protected and available on other devices. If you haven't already set up OneDrive on your computer, see Installing the OneDrive Sync Client.

Set up PC folder backup

1. Right click on the blue cloud icon in the Windows notification area (lower right-hand corner of your screen), select More > Settings, then Backup > Manage backup.

2. In the Back up your folders dialog box, make sure the folders that you want to back up are selected.

3. Select Start backup.


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4. You can close the dialog box while your files sync to OneDrive. Or, to watch your files sync, select View upload progress. If you already closed the dialog box, select the white or blue cloud in the notification area to open the OneDrive activity center.

When the files finish syncing to OneDrive, they're backed up and you can access them from anywhere in Documents, Desktop, or Pictures. When you back up your Desktop folder, the items on your desktop roam with you to your other PC desktops where you're running OneDrive.