polyu staff email service onedrive for business user guide...polyu staff email service - onedrive...

PolyU Staff Email Service

OneDrive for Business

User Guide

Version 1.9

Last Update: 7 October 2014

PolyU Staff Email: www.polyu.edu.hk/email

ITS HelpCentre Support: www.polyu.edu.hk/HOTS

ITS HelpCentre Support Hotline: 2766 5900

http://www.polyu.edu.hk/email

http://www.polyu.edu.hk/HOTS

PolyU Staff Email Service - OneDrive for Business - User Guide v1.9 of 17

Table of Contents

Part A. Exploring OneDrive for Business ..................................................................................... 3

a. Features .............................................................................................................................. 3

b. To access OneDrive for Business ........................................................................................ 3

i. Web browser .................................................................................................................. 3

ii. OneDrive for Business client for Windows ................................................................. 4

iii. OneDrive for Business (apps for iOS only) ................................................................. 4

Part B. Installing OneDrive for Business Client for Windows ....................................................... 5

a. Basic Requirements ............................................................................................................ 5

b. Installation .......................................................................................................................... 5

Part C. Create and work with documents ................................................................................. 12

a. To activate your OneDrive for Business ........................................................................... 12

b. To delete the preset folder............................................................................................... 12

c. To create a new document/folder ................................................................................... 12

d. To file by drag-and-drop ................................................................................................... 13

e. To edit a file (co-authoring) .............................................................................................. 13

f. To rename ........................................................................................................................ 14

g. To delete a file/folder ....................................................................................................... 14

Part D. Documents Sharing ...................................................................................................... 15

a. To share a document via a link ......................................................................................... 15

b. To share a file/folder by Email ......................................................................................... 16

c. To check who you’re sharing with .................................................................................... 16

Part E. Points to Note ............................................................................................................. 17


Part A. Exploring OneDrive for Business a. Features

OneDrive for Business (formerly SkyDrive Pro) is a component of Office 365 which provides a host of

communication and collaboration tools including email, online storage, instant messaging and web

conferencing. PolyU Connect and Staff Email use the email service component. Lync Online provides

instant messaging and web conferencing service. OneDrive for Business is a Dropbox like online

storage with the following features,

1 TB online storage

Able to access via web browser, desktop client and/or smartphone Apps

Able to upload existing files

Able to create and edit files, e.g. Word and Excel, with Office Web App via web browser

Able to share documents with anyone within/outside PolyU

Support multiple machines synchronization, e.g. Android platform, iOS, Windows desktop,

Window phone, etc.

b. To access OneDrive for Business

OneDrive for Business can be accessing by

1. Web browser

2. OneDrive for Business client

3. OneDrive for Business (apps for iOS only)

i. Web browser

You could access OneDrive for Business anywhere once connected to Internet with web browsers on your desktop, notebook and mobile devices. The supported web browsers are listed as follows. Note: You can also access OneDrive for Business on your mobile devices via web, but the experience is limited to viewing and deleting files.

Requirement

Internet Explorer 8, 9, or 10

Firefox 10.x or a later version

Safari 5

Chrome 17.x

Steps to access OneDrive for Business

1. Login to your staff email with internet browser

a. Go to http://www.polyu.edu.hk/email and click Staff Email Login on the left

panel under Quick Links

b. Enter your <NetID> and your NetPassword as PolyU NetID and NetPassword

respectively and then click Sign In

2. Click OneDrive on the top menu bar, which stands for OneDrive for Business here

http://www.polyu.edu.hk/email


ii. OneDrive for Business client for Windows

After installing OneDrive for Business client (see Installing OneDrive for Business Client for Windows for the installation steps), a local OneDrive for Business folder in Windows Explorer will be created. If you are working offline, you can save your files to this folder. When you regain connectivity, the local folder automatically syncs with your OneDrive for Business library in the cloud. Warning: If you sync with multiple devices, it is important to keep in mind that if you delete a document from any device, it will be deleted everywhere, including the cloud.

System Requirements

Operation System: Windows 7 or 8

.Net Framework version: 3.5, 4.0, or 4.5

Note: For detail, you may refer to System Requirements in http://support.microsoft.com/kb/2903984


1. Click OneDrive for Business folder which location is defined during installation.

Note: The app Microsoft Office Mobile for editing documents with simple features is available on

Android platform and iPhone now.

iii. OneDrive for Business (apps for iOS only)

After installing OneDrive for Business app on your mobile device, you could view the documents stored in OneDrive for Business.

System Requirements

iOS 6.0 or later

Compatible for iPhone, iPad and iPod touch


1. Click OneDrive for Business icon on your mobile device

http://support.microsoft.com/kb/2903984


Part B. Installing OneDrive for Business Client for Windows a. Basic Requirements

The basic requirements for installing OneDrive for Business client on your desktop or notebook are

listed as follows,

Operation System: Windows 7 or 8

.Net Framework version: 3.5, 4.0, or 4.5

Note: The following steps are for the machine with Office 2007/2010/2013 installed. You may install

OneDrive for Business (formerly SkyDrive Pro) component directly from the Office 2013 package.

b. Installation

Remarks: Click Continue when the User Account Control is shown

1. Go to http://support.microsoft.com/kb/2903984

2. Scroll down on the web page and find the OneDrive for Business (formerly SkyDrive Pro)

sync client installers section.

http://support.microsoft.com/kb/2903984


3. Select language and then a version based on the installed MS Office version 4. Click to download 5. After the download is completed, double-click on the file to execute

Office Installed on your machine File to be downloaded

Office 2007/2010/2013 in 32-bit OneDrive for Business (formerly SkyDrive Pro) x86 Office 2007/2010/2013 in 64-bit OneDrive for Business (formerly SkyDrive Pro) x64

The corresponding file will be downloaded. The following file is an example of clicking the link for downloading the OneDrive for Business (formerly SkyDrive Pro) x86 in English version.

(Wait for a while for the installation Progress. It may take a few minutes.)

6. Click Next


7. Click Next (or you may just wait until the video playing is finished)

8. Click Sign in

9. Enter your staff email <NetID>@polyu.edu.hk and then click Next


10. Enter your NetPassword and then click Sign in (wait for a while)

11. Click Next

12. Click Next if the following screen is shown


13. Click the blue text No, thanks under the Take a look button (or optionally, click Take a

look if you are going to see the what’ new.)

(Wait for a while for the installation Progress. It may take a few minutes.)

14. The following installation progress may be shown at the right bottom corner of your

screen.

15. Click All done!

16. Click Start button at the left bottom corner of your desktop and click All Programs

17. Click OneDrive for Business 2013 under Microsoft Office 2013 folder


(This illustration is captured in Windows 7)

The next step is to enter the link of the document library of your OneDrive for Business which you

want to synchornize.

To get the link,

a. Login to your staff mail (see Login to your staff email with internet browser)

b. Click OneDrive, which stands for OneDrive for Business here

c. From the address field of the browser, select the whole link (library URL) and then copy it.

e.g. https://polyuit-my.sharepoint.com/personal/<NETID>_polyu_edu_hk/Documents/Forms/All.aspx


18. Paste the link (library URL) on the field provided

19. Optionally, you may click the blue text Change to change the local library path for the

synchronization

20. Click Sync Now

(Wait for a while)

21. The setup is done. You may go to the folder location (C:\Users\admin in this example), or

click Show my files to view the synchronized files and folders if the following window is

shown.


Part C. Create and work with documents a. To activate your OneDrive for Business

1. Login to your staff email account

2. Click OneDrive on the top menu bar, which stands for OneDrive for Business here

3. Wait for around 5 minutes, your OneDrive for Business will be activated.

b. To delete the preset folder

It is recommended to remove the preset folder Share with Everyone once you activated your account.

c. To create a new document/folder

Click new and then choose the file type or folder which you want to create.


d. To file by drag-and-drop

You could simply upload files by drag-and-drop.

Hits: drop within the rectangle area marked with Drop here…

e. To edit a file (co-authoring)

1. Click … beside the file you want to edit

2. Click EDIT

OR

1. Click the document name to view the document

2. Click EDIT PRESENTASTION then select Edit in xxxx Online (Edit in PowerPoint Online in this

example)

Remarks: when a document is shared, two or more users can co-author the document or presentation at the same time. (See http://office.microsoft.com/en-us/sharepoint-server-help/document-collaboration-and-co-authoring-HA101812148.aspx#_Toc351544548 for detail)

http://office.microsoft.com/en-us/sharepoint-server-help/document-collaboration-and-co-authoring-HA101812148.aspx#_Toc351544548

http://office.microsoft.com/en-us/sharepoint-server-help/document-collaboration-and-co-authoring-HA101812148.aspx#_Toc351544548


f. To rename

1. Click … beside the file you want to rename

2. Click … in the pop-up and then select Edit Properties

g. To delete a file/folder

1. Click … beside the file you want to delete

2. Click … in the pop-up and then select Delete


Part D. Documents Sharing a. To share a document via a link

You could share your file via a link. Sign-in is not required.

Note: folder cannot be shared via a link.

1. Click … beside the file you want to share and then click SHARE

2. Click Get a link on the left panel and then click CREATE LINK. You could then copy the link

provided and send it to other for sharing. Finally, click Close.

Optionally, you could allow other to view or edit the file.

Remark: Once the link is disabled, it will never work again. You could always create a new one to

share. Click DISABLE and then Disable Link to confirm the action.


b. To share a file/folder by Email

You could share folder or files easily with your colleagues (i.e. using email [email protected]).

1. Click … beside the file you want to share and then click SHARE

2. On the default Invite people page, enter the email e.g. your colleagues’ email

Remarks: you could share with other who are not using [email protected], but the recipients must be registered as a Microsoft account. Any email could be registered as Microsoft account. (See http://windows.microsoft.com/en-hk/windows-8/microsoft-account-tutorial for detail)

It is recommended that if you are going to upload some sensitive data, please encrypt it first. (Please

refer to https://www2.polyu.edu.hk/PolyU/General_Notices/FileEncrypt7zip.pdf)

c. To check who you’re sharing with

1. Click … beside the file you want to check, you could see the sharing information.

2. For detail, you could click SHARE and then click Share with on the left panel to view.

http://windows.microsoft.com/en-hk/windows-8/microsoft-account-tutorial

https://www2.polyu.edu.hk/PolyU/General_Notices/FileEncrypt7zip.pdf


Part E. Points to Note IMPORTANT: If you sync multiple devices, it is important to keep in mind that if you delete a document

from any device, it will be deleted everywhere, including the cloud

Here are the highlighted limitation.

Max. file size 2GB in desktop version

300MB in web version

Invalid file types

files with a *.tmp or *.ds_store extension

desktop.ini, thumbs.db, or ehthumbs.db

(cannot upload OneNote files)

Invalid characters \ /:* ? " < > | # { } % ~ & NOTE: # { } % ~ & are valid characters in naming file/folder in MS Windows

Length of file name up to 128 characters

Length of folder name up to 250 characters

Length of Folder name/file name combinations up to 250 characters

Items can be synced in your OneDrive for Business library, including folders and files

up to 20,000 items

You may see the up-to-date limitation of OneDrive for Business (formerly SkyDrive Pro) at

http://support2.microsoft.com/kb/2933738

-- The End --

http://support2.microsoft.com/kb/2933738