OneDrive @ University of Wyoming

Table of Contents

Summary

Cloud storage is an Internet-based service that allows storage of files at offsite locations and access to those files from Internet-connected devices.  Examples of popular cloud storage solutions include OneDrive, DropBox, Google Drive, iCloud Drive, and Box. 

OneDrive for Business is Microsoft’s cloud storage solution for organizations.  It provides online storage that can be accessed from nearly anywhere, and enables collaboration through file sharing with others.

OneDrive can be used to…

  • Store files in a centralized, secure, easy-to-access online location
  • Collaborate with others through file sharing
  • Synchronize files across multiple devices so that files can be quickly accessed, even when not connected to the Internet
Two OneDrive entries in a digital interface: one labeled "OneDrive - University of Wyoming" with a green checkmark and the other labeled "OneDrive."Note that OneDrive (personal) and OneDrive - University of Wyoming are not the same services.  Use UW’s OneDrive for securely storing campus files and sharing them with co-workers.  (This document specifically covers the University’s OneDrive for Business service.)

Cloud Storage Comparison

While DropBox and other cloud storage services offer useful services, OneDrive for Business at the University of Wyoming provides some benefits, including:

  • Free storage space (see this article for more details)
  • Direct integration with the newest versions of MS Office applications and Office 365
  • Ease of collaborating with anyone that has a University account (and the ability to share files with non-university accounts)

Access to OneDrive at the University of Wyoming is limited to current employees and students, as well as retirees (board retirement only) and is intended for personal file storage.  For those leaving the University, it is recommended that personal files be immediately moved to another location.  If you require cloud storage for departmental files, please consider using a UW departmental SharePoint site.

Cloud Storage Security

With OneDrive for Business at the University of Wyoming, files are stored in Microsoft facilities using multiple levels of security, including encryption of files while being transferred and while stored.  Users can apply the following methods to greatly increase security:

  • Always use a strong password
  • Use multi-factor authentication (such as the University’s Duo two-factor system)
  • When accessing files from a public or shared computer, use an on-screen keyboard to enter your password
  • Apply sharing permissions with care (apply appropriate permissions to specific people)
  • Remove sharing when no longer required for collaboration
  • Limit syncing to secure devices

 

Accessing OneDrive

There are multiple methods of accessing OneDrive at the University of Wyoming.

Method 1: directly through the web OneDrive login portal

Method 2: through installed Microsoft 365 applications

  • Options for where to save your files within an Office application.Open a file or save a file directly to OneDrive through Office applications like Word, Excel, or PowerPoint.  (File tab > Open or Save As > select OneDrive – University of Wyoming)
  • In Office 2016, options to work in the cloud and share content are now more accessible and easier to use.
  • If an Office application does not list OneDrive - University of Wyoming as an option, you may need to add it.  From within an Office application, File tab > Account > Connected Services section> Add a service button > Storage > select OneDrive and enter your credentials

 

 

 

Method 3: through the OneDrive application

  • Click the Windows Key and type OneDrive into the search bar.
  • Click the application and either your OneDrive folder will open in File Explorer or you will be prompted to add an account for OneDrive to connect with.
  • If you're prompted to input an email to connect to OneDrive, do so and then follow the setup process to choose what folders you wish to sync to the cloud.
  • Note: this option will install the sync client. If you are not sure whether you wish to do this, consult the section below titled Install the Sync Client.

 

Synchronization

With standard cloud storage, files are stored only in the cloud (Internet-based servers) and are accessible by Internet-connected devices (see Figure 1).  With file synchronization, copies of files are created on each synced device, allowing for quick access to files as well as access when a system is not online (see Figure 2).  As files are added or edited on a local computer, those changes cascade to the cloud and other synced devices.  If a system is offline, once Internet access is available, synchronization will occur.   

Representation of how standard cloud storage works.          Representation of how file syncronization works.

 

Notes on file synchronization:

  • Only install the sync client onto secure devices that have sufficient disk space.
    • Depending on configuration, other users may be able to access a synced folder.  (Ask UWIT whether folders under your profile have limited access on specific systems.)
    • Mobile devices may not have sufficient space.
  • Once installed, the sync client will appear as a blue cloud in your system tray.  This icon allows access to the local folder.  Double-click to open.    A user interface with three icons: an upward arrow, overlapping blue circles, and a computer monitor with a speaker icon, set against a light beige background.
  • This folder functions like other folders on your computer.  Copy or drag files into it to sync those files into the OneDrive cloud (and other synced devices).
  • File synchronization is automatic.  Any changes that occur to a file located in the local OneDrive folder or in the OneDrive cloud will be updated to ALL connected sync locations.
  • When a computer is not connected to the Internet, files in the sync folder can still be modified, but syncing will not occur until Internet access has been restored.
  • *Open files cannot be synced.  Always close files when editing is complete so that changes can be synced to other locations. Leaving a file open in one location will not sync changes to other locations, often leading to multiple different copies of files! 

 

Install the Sync Client

To enable synchronization, the OneDrive for Business sync client must first be installed and configured.

IMPORTANT!!  The sync client should not be setup on public computers or in UW computer labs.  Sync clients are available for systems running Windows or Mac; and mobile devices running iOS, Android or Windows.  Microsoft does not currently offer a client for Linux.

While there are multiple ways to install and configure the OneDrive sync client, such as through Windows 11 or by selecting Sync from the OneDrive cloud, we recommend using the following steps.  

The OneDrive application comes pre-installed on all Windows 10 and Windows 11 devices. You should be able to locate OneDrive by clicking the Windows Key and typing OneDrive into the search bar. If you do see the OneDrive app and can access it, then start at step #4. If you do not see the OneDrive app after doing this, then you will need to follow the instructions starting at step #2. If you are for whatever reason still using the previous standard OneDrive client, then start at step #1.

  1. If the previous standard client is installed, it is recommended that you first manually remove syncing.  To stop syncing right-click on the OneDrive sync app > Settings > Account tab > Stop sync.  This cuts the link between the folder and the cloud, and changes will no longer be synced.  Then remove OneDrive from Programs and Features. (Microsoft reports that the transition from old to new client should be seamless, though UWIT has experienced some issues during the upgrade and thus recommend removal.)
  1. Download the Next Generation client installation file:
    1. Make sure to select the client for your specific operating system (Windows, Mac, Android, etc.)
    2. https://onedrive.live.com/about/en-us/download/
  2. Run the client installation.  (There may be pauses during the installation process.)
  3. Connect your UW account: Enter your UW email address when prompted, followed by your UW username and password. (If not prompted, use configuration steps below to add your UW account.)
    • Click on the crossed out blue cloud to get the sign in prompt.  Windows taskbar icons showcasing the OneDrive icon when it is not setup yet with an account to access for syncing.
    • Click Sign In in the resulting pop-up from your taskbar. 
  • In the new pop-up, enter UW email address and click Sign In.  If you are asked about it being a personal account or work account, select a work or school account.

Sign in page with a text box to enter your email address for OneDrive syncing to the device.

  1. Select which files and folders to sync: (If not prompted, use configuration steps below to choose folders.) OneDrive setup page for choosing which folders on your user profile you wish to sync with OneDrive.
  2. Follow the remaining prompts by clicking Next. The client should install and sync the selected files.  The cloud icon should now be available on your system. When you have finished the setup, click Open My OneDrive Folder.

 

Client Configuration

  1. Right-click on the cloud icon to access the OneDrive sync client menu.
  2. Select the Settings option.
  3. Add accounts to the sync client through Add an account.
  4. Remove accounts by clicking Unlink this PC.
  5. Adjust the content that you would like to sync through Choose folders.  

OneDrive settings page for accounts that are set up on the user profile to sync files with these accounts.

Unsync a Computer

To remove syncing from a computer:

  1. Stop the sync process: Right-click on the OneDrive sync app > Settings > Account tab > Stop sync.  This cuts the link between the folder and the cloud, and changes will no longer be synced.  The local folder can be re-synced to the cloud at a later time. 
  2. Remove the sync folder: In some instances you will want to also remove the local folder.  The default Windows location of the OneDrive sync library is: “C:\Users\<<username>>\OneDrive – University of Wyoming” 

*This can be deleted without affecting your files in the cloud but only if you have stopped the sync process before deleting the folder. Otherwise, this will also delete the files in the cloud as well.

 

OneDrive Tools and Options

OneDrive webpage showcasing the left-hand menu for tools and options.To utilize OneDrive tools, access OneDrive directly through the OneDrive webpage linked at the beginning of this article. 

The navigation pane (left):

  • My Files lists all files and folders located in your cloud storage area.
  • Shared with me lists all of the files and folders that others have shared with you.
  • Recycle bin contains objects that have been deleted from OneDrive. You can restore files that haven't been permanently deleted from here yet. 

 

Toolbar options:

  • Folder is used to create folders (directories) and online documents, spreadsheets, forms and other content.Drop-down menu for the Create and upload button on the OneDrive webpage.
  • Files and Folder Upload allows files or folders to be selected and copied to the OneDrive cloud.  (Uploads can also be initiated by dragging files onto the OneDrive window.)  There is a size limit of 250 GB per individual file.
  • There are additional options as well for creating a new Word document, PowerPoint presentation, etc. that will open to a new page to create the type of document you're looking for.

 

 

 

 

 

 

 

 

 

Once a file or folder is selected, additional toolbar options are available.  Options depend on the type of object selected (files and folders have different options).List of option once a file has been selected in the OneDrive webpage.

 

List of more options once a file is selected.

  • Share is used to give others access to selected content.
  • Copy link is a quick (and unsecure) way to share content by providing a link.
  • Download allows selected content to be copied from the cloud to a local device.
  • … contains additional options, such as Version History. Clicking the … next to a file or folder also provides a list of options.

 Click on the dots to view an object’s access permissions, recent activity, and other details.

 

 

Upload files or folders from your computer to OneDrive

A listing of blocked file types can be found on the Microsoft Types of files that cannot be added to a list or library web page under the listing "Blocked file types for SharePoint Online."

Method 1: use the Upload tool option

  1. In OneDrive, open the destination folder.
  2. Click Upload.
  3. Select File or Folders.
  4. From the pop-up window, select the files/folder that you want to upload. (Use the CTRL key to select multiple files.)
  5. Click Open.
  6. Files/folder will now be copied to OneDrive.

Method 2: drag the files/Folder into the OneDrive window

  1. In OneDrive, open the destination folder.
  2. Drag the files/folder from the source (computer) to the OneDrive window.
  3. Files/folder will now be copied to OneDrive.

Download files or folders from OneDrive to your computer

  1. In OneDrive, select the desired file or folder.
  2. Click Download (or … then Download).
  3. The file will be copied to your computer. Folders are downloaded as zipped folders. (On a Windows computer, downloaded objects will be located in your Downloads folder.)

 

File Sharing

Using OneDrive, files and folders can be easily shared with others, but care should be taken to limit access to specific people. 

IMPORTANT! If you share a folder, all objects located in or added to that parent folder will also be shared with the same permissions.

Method 1: Directly through OneDrive

  1. In OneDrive, select the file or folder to be shared by checking next to the object’s name.
  2. Click Share in the toolbar.
  3. Click on the current permission settings  (#1 in the figure) to configure share permissions.

The default setting is to share via a link.  This setting will allow anyone with a link to edit the file, and all collaboration will be anonymous!  We recommend changing this.

 

Share with UW Collaborators:

Link settings when you try to share a file with someone.

  1. Set access to People you choose.
  2. Configure the level of access under More settings.
    1. Allow editing
    2. View only (uncheck allow editing)
  3. Set an expiration date to the link your sending if you wish.
  4. Click Apply
  5. In the new window, add a name, email address, or group name
  6. Add more people if needed
  7. Add a message (a notification will be emailed)
  8. Click Send

The recipient will be able to access the shared content through the provided link or through the OneDrive “Shared with me” area.

 

 

Page to share a file to others. You can select the users here and include any comments before submitting an invitation.

 

 

 

 

 

 

 

 

 

Share with External (non-UW) Collaborators: Example of a pop-up warning that occurs when you try to add someone who isn't a part of your organization.

Follow the same steps as above, except you will be adding an email address from someone not in your organization.  OneDrive will alert you!  

When sending secure links to recipients outside of your organization, those recipients will be sent an email message with a link to the shared file.

When co-authoring, the external collaborator’s email address will be shown.

 

 

 

 

 

Share with Anyone Through an Open Link:

  1. Set access to Anyone.Example of how to set link settings for when you choose People you choose.
  2. Configure the level of access. 
    1. Allow editing
    2. View only (uncheck allow editing)
  3. Set an expiration date for the link (optional).
  4. Set a password (optional).

Emailing a link will not prevent collaborators from sharing the link and access with others.

External collaborators will be listed as “Guest Contributors” and editing will only be tracked as completed by a “guest.”

IMPORTANT!!

While this is a useful way to quickly allow others to view files, it is not secure and is not HIPAA or FERPA compliant!

Indicator that a file is shared to someone.

Once a file/folder has been shared, you can examine the sharing column (far-right) and click on Shared (or click on the information icon).  This will allow you to review, edit, and remove access permissions and review recent activity by collaborators.Example for how to find if a file is shared to someone.

 

Method 2: through an Office 365 online application

After logging in to Office 365 and opening OneDrive…

  1. Open a Word, Excel, or PowerPoint file (online).
  2. Click Share from within the application.
  3. Follow the directions above.

 

Method 3: through an Office desktop application

From within Microsoft Office applications, such as Word, Excel or PowerPoint, you can immediately share a file that has been previously saved to OneDrive. Example to show where to locate the Share option in an Office application.

  1. In OneDrive, open the file using the full version of Word (or Excel or PowerPoint.
  2. Click Share (upper-right corner).
  3. Follow the directions above.

 

Co-author with Shared Files

Simultaneous co-authoring on shared Microsoft Word, Excel, and PowerPoint files is available in the cloud.  Co-authoring in Word and PowerPoint can be performed by using either the Office 365 online or Office 2016 desktop applications.  **In Excel, if any collaborators open the shared spreadsheet in the full desktop version or Excel, it will be locked in a read-only state for everyone else until the file is closed.  Because of this, co-author spreadsheets using Excel Online when possible.  When the full features of the desktop version are required, make sure to close the spreadsheet as soon as editing is complete so that others may access the file. 

 

Remove/Adjust File Sharing

  1. Example image for how to manage access to file sharing.In OneDrive, select the shared file or folder.
  2. Click the information icon or within the shared column (far-right).
  3. Click on Manage access.

 

 

 

 

  1. Remove all sharing immediately by clicking on Stop sharing at the top of the window (#1).Example for how to stop sharing access to a file.
  2. Share with others by link (#2).
  3. Share with others through direct access (#3).
  4. Review/modify direct access permissions. 
    1. UW collaborators are shown individually.
    2. Restricted links will show links that only work with specific non-UW accounts. 

Example for how to change permissions given for a file that has been shared.

 

 

 

 

Accessing Shared Files

When someone from the same organization shares a file or folder with you, it will appear in the Shared with me section of OneDrive.  (External collaborators will not have access to a “Shared with me” area and will only be able to access the shared content via the link provided in email.)Example to show how to locate the Shared with me files.

 

 

 

Version History

As files are edited, a version history list is recorded, including date/time and editor’s name.  Multiple versions are automatically saved.

Example showing version history listing for a specific file.

To access the version history list:

Select the … next to the file > Version History (or right-click on the file and select Version history)

Previous versions can be viewed, compared with the newest version, and restored.  Start by clicking on a date to view the version.

 


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