Microsoft OneDrive for Business Created: July, 2015 Updated: January 2018

What is OneDrive for Business? OneDrive for Business is a cloud based file storage area which allows you to store and sync Office files across multiple devices and share files with other users using 2016 or Office Online.

Available Save Options for supported Microsoft Office file types: This table helps you decide the best location in which to save for your files.

Save Location Description Benefits Drawbacks Types of Files to Save OneDrive for  Provided by  Backed up  Sharing is by  Files you want to Business Microsoft as a  Secure individual user access from location to save  Remote access from (not a group) multiple devices Microsoft Office multiple devices  Shared users lose  Files you want to files  Share a file (no access to files if access remotely  Located in a Access Request file owner leaves  Files you will not “cloud” required) organization share  1TB of file space  Restore deleted and  Limited to MS  Files you wish to previous versions Office supported share with yourself (time limit) file types individuals WellSpan  On WellSpan  Backed up  Must submit  Files you wish to Shares or Network  Secure Access Request to share with a file WellSpan  Created to share  Easily share a file add/remove users share group or Portal files with groups with a group for sharing and to portal group (i.e., department  Deleted and restore previous or project team previous versions versions and of more than 5 can be restored deleted files users.) (time limit) C Drive (My  Files are saved on NOT RECOMMENDED  No back up NOT RECOMMENDED Documents a specific  Not secure and Desktop) computer

Microsoft Office Save As/Open screen: (screen shown is Save As ‐ same options are available in Open screen)

1. OneDrive – Double click to save or open files in OneDrive for Business. You can also access network file share from this location. 2. Computer – Double click to save or open files in 3 network file share. 1 3. Recent Folders –

 Save As screen displays recent locations to which you saved files. (Your Name’s) 2 OneDrive @ WellSpan Health jumps to OneDrive for Business and WellSpan Health Team Site jumps to network file shares.  Open screen displays recent documents that you had open. Microsoft OneDrive for Business

Using OneDrive for Business for the First Time:

Sync Files to OneDrive for Business: OneDrive for Business Document Libraries: You must sync to manage files on OneDrive for If you see the Document Libraries screen (shown); Click Business. Documents to access your files.  Click Start  Click All programs  Click OneDrive for Business  Click Sync Now button

Methods to Manage OneDrive for Business Files: Listed here are the three methods from which to manage files on OneDrive for Business and the best use of each. Use whichever method is available to you. NOTE: Some functionality is not available in all methods. 1. Microsoft Office Application – Available through any device with Office 2016 installed 2. Microsoft Online – Option when using a device that does not have Office 2016 installed 3. Windows Explorer – Only available at WellSpan device that has been Synced (see Sync Files to OneDrive for Business)

Open the Desired Method: *CAUTION: Files saved in Shared with Everyone folder Office Application: are shared with all WellSpan employees. Typically you 1. Click Start and then desired Microsoft Office Icon will NOT save to this folder. 2. If you do not see the application name, begin typing Open a file the name to search and click it in results menu. Office Application: 1. Click File… Open Microsoft Online: 2. If desired file is located in Recent Documents list, click 1. Open INET…Business Apps Tab OR filename, double click WellSpan Health, OR OneDrive. Open www.wellspan.org... Remote Access 2. Click Office 365/Email link 3. Navigate to desired folder and double click filename 3. Log in with WellSpan email address and password* Microsoft Online: 4. Outlook Web will open 1. Navigate to folder and click filename 5. Click OneDrive tile 2. File opens in Microsoft “Web App” view mode *NOTE: From a WellSpan device, no password needed. 3. This view offers print and share options. To edit You must be user logged on to device. file, click EDIT DOCUMENT; two options appear:  Edit in (App Name) Web App – does not install Windows Explorer: application; uses internet connection to run the 1. Right click Start application. It has limited editing capabilities. 2. Click Open Windows Explorer Important: Files are saved automatically. To close a file, click File… Exit. (Close button Save a file will close connection to Microsoft Online). Office Application:  Edit in (App Name) –opens file in Office 2016 (if 1. Click File… Save As installed). If not installed, opens in “Click to 2. Double click WellSpan Health (for a site) or OneDrive Run” which temporarily installs the application. 3. Navigate to desired folder These options offer full functionality. 4. Click File name field and type a title Caution: Click to Run will take a while to open 5. Click Save the file – use only when Edit in Web App does not offer the functionality required.

Windows Explorer: Microsoft OneDrive for Business

1. Click OneDrive @ WellSpan Health in left pane 1. Open folder where you wish to place file 2. Navigate to folder where file is saved 2. Click new document link 3. Double click filename 3. Click UPLOAD EXISTING FILE from pop up menu. Share a File *note - files/folders cannot be shared externally. 4. Click Browse and locate the file From Office Application: 5. Click Open and then click OK 1. With file open, click File…Share 2. In Type names… begin typing last name of user Windows Explorer: 3. Locate match in results list and click to add 1. Locate file you wish to copy 4. Repeat if you wish to share with multiple individuals 2. Hold down CTRL key on keyboard 5. Click drop down in Can edit field to set access level 3. Click and drag filename to OneDrive @ WellSpan in 6. Click Share left pane 7. An email invitation will be sent to shared users NOTE: This places file in Documents folder. To move 8. If desired, click Include a personal message… field file see Move Files and Folders. to type a message in the email sent to shared user. 9. Click Share Create a Folder Office Application: From Microsoft Online: 1. Click File…Save As or File…Open 2. Double click OneDrive - WellSpan Health 1. Click Sharing Icon or (depending on 3. Click New Folder option (upper left) current sharing status) next to a filename or folder* 2. Click Invite people (left pane) Microsoft Online: 3. Click Enter names…; begin typing user’s last name 1. Click new document link 4. Locate match in results list and click to add 2. Click New folder from pop up menu 5. Click drop down in Can edit field to set access level 3. Type desired name of folder and press Enter 6. An email invitation is sent to shared users; click Show Options and uncheck if you do not wish to Windows Explorer: send an email. 1. Click OneDrive @ WellSpan Health (left pane) 7. If sending an invitation, click Include a personal 2. Click New Folder option (upper left) message… to add a message to the email invitation. 3. Type desired name of folder and press Enter 8. Click Share *NOTE: Sharing a folder, allows users to access all files Move a File or Folder current and future files saved to the folder. NOTE: You cannot move a file that is currently open. Access a File That Was Shared With You Office Application: Microsoft Online: Must be in application which matches application type 1. Click Shared with Me (left menu) of the file you wish to move. 2. Locate file name and double click it 1. Click File…Open 2. Double click OneDrive - WellSpan Health Copy a file to OneDrive for Business 3. Locate file or folder you wish to move NOTE: Creates a copy and does not sync network file. 4. Click and drag file or folder name to desired folder Office Application: Microsoft Online: 1. Open desired file 1. Locate file or folder you wish to move 2. Click File… Save As 2. Click and drag file or folder name to desired folder 3. Double click OneDrive - WellSpan Health 4. Navigate to desired folder Windows Explorer: 5. Click File name field and type a title 1. Click OneDrive @ WellSpan Health (left pane) 6. Click Save 2. Locate file or folder you wish to move Microsoft Online: Microsoft OneDrive for Business

3. Click and drag file or folder title to desired folder 2. Double click OneDrive - WellSpan Health 3. Right click filename and select Delete Rename a File or Folder 4. Confirm the action NOTE: You cannot rename a file that is currently open. Microsoft Online: Office Application: 1. Click Open Menu Icon next to file name Must be in application which matches application type 2. Click Open Menu Icon in document detail window of a file you wish to rename. 3. Click Delete and confirm the action 1. Click File…Open 2. Double click OneDrive - WellSpan Health Windows Explorer: 3. Locate file or folder you wish to rename 1. Click OneDrive @ WellSpan Health (left pane) 4. Right click filename and select Rename 2. Locate file you wish to delete 5. Type new name and press Enter 3. Right click filename and select Delete 4. Click Yes to confirm deletion Microsoft Online: 1. Click Open Menu Icon next to file name Restore a Deleted File 2. Click Open Menu Icon in document detail window Microsoft Online: 3. Click Rename 1. Click Settings (upper right) and Site Contents 4. Rename the file in Name field and click Save 2. Click 3. Place a checkmark in front of desired file name(s) Windows Explorer: 1. Click OneDrive @ WellSpan Health (left pane) 4. Click 2. Locate file or folder you wish to rename NOTE: Files are available in recycle bin for 90 days. 3. Right click filename and select Rename 4. Type new name and press Enter Restore a Previous Version of a File Microsoft Online: Delete a file 1. Click Open Menu Icon next to filename NOTE: You cannot delete a file that is currently open. 2. Click Open Menu icon again in file detail window 3. Select Version History Office Application: 4. Point to version date you wish to restore Must be in application which matches application type 5. Click drop down arrow and click Restore in pop up of a file you wish to rename. 6. Confirm action 1. Click File… Save As or Open

NOTES REGARDING MOBILE AND PERSONAL DEVICES:  There is a OneDrive for Business and a Mobile Office app for mobile devices that will allow you to access your OneDrive for Business files. The apps are primarily for accessing One Drive Pro files only and not accessing WellSpan portal files.  If you have a personal windows device running or higher, the OneDrive that you see listed in Windows Explorer and elsewhere on the device is your personal OneDrive not the OneDrive for Business connected to WellSpan. To access your WellSpan OneDrive for Business, you must use the Microsoft Online method.  The WellSpan IS Help Desk will offer best effort support in the configuration of personal mobile devices as they pertain to business practices. We will provide approved configuration to obtain connectivity to WellSpan email (Activesync) however we cannot guarantee full functionality on all devices. Please remember that the WellSpan IS Help Desk does not provide full support for personal devices, and may direct you back to your service provider for additional support.