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Onedrive for Business FAQ

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Onedrive for Business FAQ OneDrive for Business FAQ What is OneDrive Useful for? OneDrive is useful for accessing your data from anywhere you have an internet connection as well as from various mobile devices. OneDrive offers 1TB of storage as well as real-time collaboration. How do I access my OneDrive account? To access your OneDrive account, login to the County’s O365 portal and sign-in with your userID and password. You will see a tab for OneDrive. What does it mean to Sync data to my local computer? Syncing your data means that you will have a copy on a local computer as well as in the cloud. You can easily save documents directly into your local folder. The data is then "copied up" to the cloud. This currently only works on Windows machines. Can I put sensitive data on OneDrive? OneDrive is an off-premise cloud based solution. What that means is that your files are stored in a data center off-campus. Office 365 can help the County’s HIPAA compliance status, provided it is used in conjunction with the County’s compliance program and internal processes. You need to be cautious about putting sensitive data in the cloud. If you have the need to share sensitive data, talk to your supervisor and turn on auditing. This will give you (and the County) a way to track what happened if there is a problem. A better solution would be to use your network drive, but if you must share sensitive data, auditing will give you an added layer of protection. If you put ePHI, PII or other sensitive data online, the following data locations are suitable: Email Body Email Attachment SharePoint Site Content Information in the body of a SharePoint File 1 OneDrive for Business FAQ Lync presentation file body IM conversation The Following locations are NOT suitable for the inclusion of ePHI, PII or other confidential data: Email headers, including To, From or Subject Line Any file names, including attachments or uploaded documents on any O365 service URLs or any public SharePoint website Information in the body of a SharePoint File User Global Address List or address book data Support Ticket information How do I turn on auditing? To turn auditing on, go to the "gear" icon (upper right hand corner) and select Site Settings. Under Site Collection Administration, go to Site Collection Audit Settings and specify which things to audit. ITS recommends you check all of the boxes under "Documents and Items" and "Lists, Libraries, and Sites". How do I create a new folder? From a web browser, click on Files in the upper left hand corner. Click on "New Folder". If you have installed the sync client, you can create a new folder just like you normally would on your local computer. How do I upload a file? You can upload a document by logging on to your account with a browser, and dragging/dropping a document into your document depository in the area where it says "drag files here". You can also install the sync client. Once you have done that, it is just like a document library on your local computer currently called OneDrive. You can save directly from all Office products (e.g. Word, Excel) by clicking “Save As” and selecting your local synced folders. If you put a file or folder in the sync area on your local computer, it will automatically sync to the cloud. 2 OneDrive for Business FAQ Be thoughtful about the data you put in your sync area. OneDrive is always available through any web browser from any computer, anywhere with internet access. You may find that you don’t need to sync files from your desktop. How to I share a file? To share a file, click on the 3 dots next to the folder name (…) or click on the "lock" symbol. Select "Invite Others". To add County users, type in the user's last name and select from the directory. To add users outside of the County, type in their email address. If you want to share a file anonymously, open your document and go to Sharing. Select "Get a Link". You can create a "read only" or "edit" link to send to anyone via email. Just remember, anyone you send this link to can forward the email to anyone they choose. There is no tracking of who made changes to your document if you made an "edit" link. How do I share a folder? To share a folder, click on the 3 dots next to the folder name (…) or click on the "lock" symbol. Select "Invite Others". To add County usres, type in the user's last name and select from the directory. To add non-County users, type in their email address. Please note: To share an entire folder, all users must have a Microsoft account. If the user is not a County user, they should setup a personal Microsoft account. To create a personal Microsoft account, please go here: Microsoft Account Sign-Up How do I tell who I have shared a document with? 3 OneDrive for Business FAQ Highlight the file name and select the "group" symbol (looks like 3 users). You can see who you have shared a file with from here. You can also click the 3 dots next to the file name and it will open up "Share with" section. Can OneDrive do real-time online collaboration? Yes, OneDrive can do real-time online collaboration. You have to open the document in Office Web Apps. In the upper right hand corner, you will see when someone is also editing the file. You will see a flag while the other person is typing. Can I create a new document in the browser? Yes, you can create a new document by clicking on "new document" in the main area of your document repository. It will automatically use Office Web Apps to create the document. You can switch to using your "full" Office application (e.g. Word) by going to the File menu and click on "open in Word". This will give you the full functionality of your local Office apps. What happens when I delete a file? Can I get it back? When you delete a file, it goes into the Recycle Bin for 90 days. After 90 days, it gets deleted permanently. To get a file back from the recycle bin, go to the "gear" in the upper right hand corner and select "Site Contents". The Recycle Bin is on the right. You may restore a file from there or permanently delete a file. How to I install the desktop sync client for Windows? If you have Office 2013, you do NOT need to install the client. It is already installed for you. What apps are there for OneDrive? Currently, there is a Windows desktop sync client and an iOS client for the iPhone and iPad. Windows Phone 8 has OneDrive access built in. When will a Mac sync client be available? We expect a Mac desktop sync client to be announced soon. Meanwhile, Mac users can connect to their account by opening a browser. 4 OneDrive for Business FAQ Is this replacing any services? OneDrive should replace all unofficial file share/syncing services like Drop Box, box.net, etc.. How do I login using the iOS OneDrive for Business app? Once you start the app it will ask you for credentials. Use the following format as your user name and your password. 5 .
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