Work Smart by Microsoft IT

Save and share files in the cloud

by using OneDrive for Business
Customization note: This document contains guidance and/or step-by-step installation
instructions that can be reused, customized, or deleted entirely if they do not apply to your
organization’s environment or installation scenarios. The text marked by yellow highlight
indicates either customization guidance or organization-specific variables. All of the
highlighted text in this document should either be deleted or replaced prior to distribution.

Microsoft OneDrive for Business is your professional document library—the business

version of the OneDrive consumer service. OneDrive for Business uses Microsoft Office 365
hosted productivity software (Microsoft SharePoint Online) to store and organize your work
files in the cloud.

When you store your files in the cloud, it’s easy to share them with your coworkers so that
they can review or edit the content. Sharing files this way is much more efficient than
attaching them to email messages. OneDrive for Business also makes it easy to access and
sync your files from anywhere and from multiple devices, even when you’re not on the
corporate network.

Topics in this guide include:

Creating and working Sharing files on Accessing OneDrive for

with files on OneDrive OneDrive for Business Business from
for Business Microsoft Office

Accessing OneDrive for Accessing OneDrive for For more information

Business from Windows Business from a
Phone 8 Windows RT–based
device
2 | Save and share files in the cloud by using OneDrive for Business

Creating and working with files on

OneDrive for Business
The following graphic shows the various parts of the OneDrive for Business page. This
information will be helpful as you create and work with files.

CAUTION: Do not use the consumer version of OneDrive to store business files. Be sure to use
OneDrive for Business for business files.

Signing in
To create and work with files on OneDrive for Business, you first need to sign in to
Office 365.

To sign in:

1. If your computer is connected to the corporate network, go to internal URL. Otherwise,

go to external URL.
2. On the Office 365 sign-in page, tap or click Sign in.
3. Type your user name in the form of [email protected], type your network
password, and then tap or click Sign in.
4. The OneDrive for Business (OneDrive @ Company) page appears.

Creating a new file from OneDrive for Business

By default, any file or folder that you create on OneDrive for Business is private to you
(invisible to everyone else). After you create a file, you can make it available to selected
individuals. Or if you want to make a file public to everyone in your organization, you can
add it to (or create it in) the Shared with Everyone folder. For more information about
sharing files, see ”Sharing files on OneDrive for Business” later in this guide.
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Note: You must be using a Microsoft Office 2013 client application to create a new file from
OneDrive for Business.

To create a new file:

1. On the OneDrive for Business page, tap or click new document.

2. In the create a new file callout, tap or click the type of file (Microsoft Word document,
Microsoft Excel workbook or survey, Microsoft PowerPoint presentation, or Microsoft
OneNote notebook) that you want to create.
3. In the Create a new document dialog box, type a name for the file, and then tap or
click OK. The web app for the type of file that you selected starts.
4. In the web app, create the file. To use the Office application instead of the web app, tap
or click the application name. For example, if it’s a Word document, tap or click OPEN
IN WORD.

Uploading an existing file to OneDrive for Business

To upload an existing file to OneDrive for Business, click upload.

Note: If you are using an Office 2013 client application or a modern browser you can drag a file
on to the browser page to upload it.

Opening a recently used file on OneDrive for Business

On the left side of the screen, under Recent Documents, tap or click the file that you want
to open.

Tip: This is a great way to open a recently used file from your Windows Phone or other
device. For example, create a file on your work computer, go to OneDrive for Business on
your mobile device, and then select the file under Recent Documents.
4 | Save and share files in the cloud by using OneDrive for Business

Taking your work with you by syncing online files to your local device
After you save files on OneDrive for Business, if you’re using Microsoft Office Professional
Plus 2013, you can create a local cache of the files for offline usage by clicking the Sync
button. This creates a local OneDrive for Business folder in File Explorer/Windows Explorer.
If you’re 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.

To create a sync folder:

1. On the OneDrive for Business Pro page, tap or click SYNC.

2. In the Microsoft OneDrive for Business dialog box, tap or click Sync Now.

3. Follow the instructions in the wizard. The wizard creates a OneDrive for Business folder
(OneDrive @ Company) in File Explorer/Windows Explorer.
Note: If you’re using the Windows 8 operating system, the wizard also places a OneDrive for
Business tile on your Windows 8 Start screen. To quickly open the local OneDrive for Business
folder in File Explorer/Windows Explorer, tap or click the OneDrive for Business tile.

4. Save your files to the OneDrive for Business folder on your computer. If you’re offline,
as soon as you connect to the Internet, your files will be synced to OneDrive for
Business.
Caution: If you sync multiple devices, it’s important to keep in mind that if you delete a file
from any device, it will be deleted everywhere, including the cloud.

Editing a file
When you tap or click a file in your OneDrive for Business library, the contents of the file are
displayed in your browser. If you want to edit the file, you can choose to edit the file in the
web app or in the Office application. If you edit a file in the Office application, other people
can edit the file at the same time if you’re using Word or PowerPoint.
5 | Save and share files in the cloud by using OneDrive for Business

To edit a file:

1. Tap or click the appropriate EDIT command. For example, if you’re viewing an Excel
spreadsheet in your browser, tap or click EDIT WORKBOOK.

2. Tap or click the appropriate command, based on whether you want to use the Office
application or the web app to make your edits.

Note: If you don’t want others to be able to edit a file when you have it open, check out the file.
To check out a file, on the OneDrive for Business page, tap or click the ellipsis ( ) button next
to the file name. Tap or click the button at the bottom of the file callout, and then tap or
click Check Out.

Deleting a file
To delete a file:

1. Select the file that you want to delete by tapping or clicking to the left of the file name.

2. Tap or click FILES, and then tap or click the Delete Document ( ) button on the
ribbon.

Creating a folder
To create a folder:

1. On the OneDrive for Business page, tap or click new

document.
2. In the create a new file callout, tap or click New Folder.
3. In the Create a new folder dialog box, type the name of
the folder, and then tap or click Save.
6 | Save and share files in the cloud by using OneDrive for Business

Sharing files on OneDrive for Business

After you create or upload a file, you may want to share it. By default, any file or folder that
you create on OneDrive for Business is invisible to everyone unless you create it in the
Shared with Everyone folder.

Sharing a file
When you share a file, you can optionally choose to start following the file. When you
follow a file, you get updates in your SharePoint Online newsfeed when other people edit
the file. People with whom you’ve shared the file can also choose to follow it.

To share a file:

1. Tap or click the button next to the file that you want to share,
and then tap or click SHARE in the file callout.
Note: If you want to follow the file, tap or click FOLLOW.

2. In the Share dialog box, enter the names or email addresses of the
people that you want to share with, specify permissions (view or edit), and then type a
personal message (optional).

3. If you don’t want to send an email invitation (you can always send an email later), tap
or click SHOW OPTIONS, and then clear the Send an email invitation check box.
4. Tap or click Share.

Sharing a folder
When you share a folder, you automatically share all items that you place in that folder.
Sharing a folder saves you the trouble of sharing the files one at a time.

Caution: After you share a folder, every item that you add to it is automatically shared with the
people that you’re sharing the folder with. If you don’t want to expose a particular file, be careful
about which shared folder you add it to.
7 | Save and share files in the cloud by using OneDrive for Business

You must share a folder if you want people to be able to access it when they visit your
library. For example, let’s say that you create a new folder, and then add and share a file in
this folder. If you want people to be able to access the new folder to see the file, you must
also share the folder. To provide access to shared files in a folder without sharing the folder,
copy a shortcut to the file, paste it as a link, and then send it in email or an instant message.

Sharing a file or folder with everyone

You may have files that you want to make available to everyone in your organization.
Typically, you provide view-only access for these types of files. A key benefit of sharing a
file with everyone is that people can discover it by searching.

To share a file or folder with everyone, drag the file or folder to the Shared with Everyone
folder.

Seeing which people you’re sharing with

In the Sharing column, tap or click the Sharing ( ) icon that’s associated with the file or
folder. In the Shared With dialog box, you’ll see a list of people that you’re sharing with.

Changing permissions of people that you’re sharing with

To change permissions for a file or folder:

1. Select the file or folder.

2. In the Sharing column, tap or click the Sharing ( ) icon.

8 | Save and share files in the cloud by using OneDrive for Business

3. In the Shared With dialog box, tap or click the arrow to change the permissions to Can
edit, Can view, or Stop sharing.

Sending email to all the people that you’re sharing with

You can quickly send email to all the people that you’re sharing with. You might do this if
you want them to understand particular details about the file or folder, or if you want to
remind them that you’ve shared a file with them.

To send email to everyone that you're sharing with:

1. Select the file or folder.

2. In the Sharing column, tap or click the Sharing ( ) icon.

3. In the Shared With dialog box, tap or click EMAIL EVERYONE.
4. Compose and send the email.

Getting an alert when something changes

You can set up an alert for a library, folder, or file so that you’re notified when something
changes. For example, you might want to set up an alert for a folder so that you know if a
coworker adds a file to the folder or modifies an existing file.

You can set up alerts for different types of changes, ranging from all changes to only
changes that occur to the files that you created.

To set up an alert:

1. Select the file or folder that you want to create an alert for.
2. Tap or click the FILES tab, tap or click Alert Me on the ribbon, and then tap or click Set
alert on this document.
9 | Save and share files in the cloud by using OneDrive for Business

3. In the Documents: New Alert dialog box, select the appropriate options for the alert.

Note: To manage your alerts, tap or click the FILES tab, tap or click Alert Me on the ribbon, and
then tap or click Manage My Alerts.

Accessing OneDrive for Business from

Microsoft Office
You can save, open, and share files in OneDrive for Business directly from the Office
applications, including Microsoft Word 2013, Microsoft Excel 2013, Microsoft
PowerPoint 2013, and Microsoft OneNote 2013. For sharing, you can set permissions (view
or edit) directly from the Office applications.

If you’re using Microsoft Office Professional Plus 2010, you can’t save, open, or share
directly from Office applications. If you open a file on OneDrive for Business, however,
OneDrive for Business offers you the choice of opening the application in the appropriate
web app or the appropriate Office 2010 application.

To save a file from an Office application:

1. In Word 2013, Excel 2013, PowerPoint 2013, or OneNote 2013, open the file that you
want to save.
2. Tap or click File, and then tap or click Save As.
3. On the left side of the screen, tap or click OneDrive for Business portal name.
10 | Save and share files in the cloud by using OneDrive for Business

4. On the right side of the screen, under OneDrive for Business portal name, tap or click
Documents.
5. In the Save As dialog box, enter a file name, and then tap or click Save.
6. If necessary, sign in to Office 365.
To open a file from an Office application:

1. In Word 2013, Excel 2013, PowerPoint 2013, or OneNote 2013, tap or click File, and
then tap or click Open.
2. On the left side of the screen, tap or click OneDrive for Business portal name.
3. On the right side of the screen, under OneDrive for Business portal name, select the
appropriate folder.
4. If necessary, sign in to Office 365.
To share a file from an Office application:

1. In Word 2013, Excel 2013, PowerPoint 2013, or OneNote 2013, open the file that you
want to share.
2. Tap or click File, and then tap or click Share.
3. On the left side of the screen, tap or click Invite People.
4. On the right side of the screen, under Invite People:
 Enter the names or email addresses of the people that you want to invite.
 Specify permissions (Can edit or Can view).
 Type an invitation message (optional).

5. Tap or click Share.

The people that you share with are added under Shared with at the bottom of the
screen.

Note: If you haven’t saved the file before you start this procedure, the Office application walks
you through the process of saving to OneDrive for Business before you invite people.
11 | Save and share files in the cloud by using OneDrive for Business

Accessing OneDrive for Business from

Windows Phone 8
OneDrive for Business makes it easy to access your work files when you’re on the go. You
can start working on a file on your computer, and then continue on your Windows Phone 8.
Or you can do it the other way around.

Note: You can also access OneDrive for Business on your Windows Phone 7, but the experience
is limited to viewing and deleting files, and you can’t open OneNote notebooks.

Before you can use your Windows Phone 8 to access OneDrive for Business, you need to
migrate your files and set up your Microsoft Exchange account on your phone. For more
information, see the “Extend your productivity (and have fun) by using Windows Phone 8”
Work Smart guide at http://aka.ms/customerworksmart.

If you have already migrated your files and if your email account has been migrated to
Office 365 (Microsoft Exchange Online), you don’t have to do anything more to set up
OneDrive for Business on your Windows Phone 8.

If your email account has not been migrated to Office 365, you can use the following
procedure to configure the Office Hub on your Windows Phone so that a link to your
OneDrive for Business account appears in Places. This makes it easy to open the OneDrive
for Business page from your phone.

To add a OneDrive for Business link to Places in the Office Hub:

1. On your computer, go to URL, and then sign in.

2. Copy the OneDrive for Business URL (URL), and then email it to yourself.
3. On your phone, open the email, and then copy the URL. To do this, tap and hold the
URL, and then tap copy link.

4. Go to the Office Hub, flick to Places, and then tap New ( ).

5. Tap the URL box, and then delete https://.

6. Tap Paste to paste the URL into the box, and then tap Go ( ) on the on-screen
keyboard. If you’re prompted, type your email address (in the form of
[email protected]).
Your Documents folder opens in OneDrive for Business.

7. A link to your OneDrive for Business account is added to Places in the Office Hub. Tap
the link to access files in your OneDrive for Business account.
Tip: For easy access, you can also pin the OneDrive for Business page to your phone’s Start
screen. To do this, tap and hold the link, and then tap pin to start.
12 | Save and share files in the cloud by using OneDrive for Business

To open a file that’s stored on OneDrive for Business:

1. In the app list, tap Office ( ) to go to the Office Hub.

2. Do one of the following:
 Flick to Places, tap the link to your OneDrive for Business account to go to the
OneDrive for Business page, and then tap the file that you want to open.
 Flick to Recent, and then tap a file that you’ve recently opened on your computer
or another device (including your phone).

3. If you don’t see the file that you’re looking for, tap Search ( ), and then start typing
the file name.
4. To search for a particular OneNote note:
a. Flick to Places, tap the link to your OneDrive for Business account, and then tap a
notebook to open it in Microsoft OneNote Mobile.

b. Tap Search ( ), and then type a notebook name, a section name, a page title, or a
word or two that might appear in a note.
c. Tap Enter ( ), and then tap a notebook, section, or page to open it.
Notes:

 On OneDrive for Business, you can access both your own Office files and those that
other people have shared with you.
 When you save changes to a file on OneDrive for Business, the changes are saved to
OneDrive for Business.
 OneNote notebooks larger than 50 megabytes (MB) cannot be synced to OneDrive for
Business.
To save an existing file that’s stored on your phone to OneDrive for Business:

1. In the Office Hub, flick to Places, and then open the file.
2. Tap More ( ), tap Save to, and then tap the link to your OneDrive for Business
account.
To save a new file to OneDrive for Business:

1. In the Office Hub, flick to Documents, tap New ( ), and then tap Word or Excel.
2. Add the content that you want in Word or Excel, tap More ( ), and then tap Save.
3. Type a name in the File name box, tap the Save to list, tap the link to your OneDrive
for Business account, and then tap Save.
13 | Save and share files in the cloud by using OneDrive for Business

Accessing OneDrive for Business from a

Windows RT–based device
You can’t access the corporate network by using a device that's running the Windows RT
operating system. But because OneDrive for Business is built on SharePoint Online, you can
access it through the web. If you can access OneDrive for Business on your work computer,
you should be able to access OneDrive for Business on your Windows RT–based device.

To access OneDrive for Business from a Windows RT–based device:

1. Go to URL.
2. On the sign-in screen, enter your corporate email address in the form of
[email protected], and then tap or click Sign in.
3. You’re notified that you must sign in at portal name. Tap or click the Sign in link.
4. When you’re prompted, type your corporate credentials, and then tap or click Sign in.
5. You should see the OneDrive for Business page.

NOTE: OneDrive for Business operates mostly the same way on a Windows RT–based device as
it does on your work computer. The difference is that at this time, you can’t click the Sync button
to create an offline cache of files that are stored on OneDrive for Business. You can, however,
manually download files to your Windows RT–based device. To download a file, tap or click the
button next to the file that you want to download. At the bottom of the file callout, tap or
click the button, and then tap or click Download a Copy to download the file to your
Downloads folder.
14 | Save and share files in the cloud by using OneDrive for Business

For more information

What is OneDrive for Business?
http://office.microsoft.com/en-us/sharepoint-server-help/what-is-skydrive-
pro-HA102822076.aspx

How to install the OneDrive for Business (formerly SkyDrive Pro) sync client
for SharePoint 2013 and SharePoint Online
http://support.microsoft.com/kb/2903984

Overview of OneDrive for Business in SharePoint Server 2013

http://technet.microsoft.com/en-us/library/dn167720.aspx

Work Smart by Microsoft IT

http://aka.ms/customerworksmart

Modern IT Experience featuring IT Showcase

http://microsoft.com/microsoft-http://microsoft.com/microsoft-IT

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR
STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. © 2014 Microsoft Corporation. All rights reserved.