OneDrive is your cloud storage space, similar to if you had a user or home drive on the server. No-one has access to these files but you, however, you can share these files and folders to people as you wish.

When you share files with someone, it will show like this:

Warning: If you install or use other cloud storage like Dropbox or iCloud, these can prompt you to back up your files. Do not select this, otherwise it will cause issues. If doubt, get in touch with ACIT and we can check it’s set correctly.

We also setup sync from your computer, so anything in your Desktops, Documents and Pictures, is synchronised to OneDrive, so you can access from anywhere, and if your computer has issues, you’re able to resume on another computer by simply signing in.

OneDrive can also synchronise SharePoint files to your computer for editing or working on copies of documents offline.

OneDrive is usually installed by default on all Windows devices. If you’re not signed in already, sign in with your account and it should connect. Left or right clicking on the icon will bring up the list showing recent files.

Most of the time OneDrive will start every time you log into your computer, but on the rare occasion it doesn’t, click on Start, type “oned” (no quotes) and click on OneDrive. Then it should start. Alternatively, a restart of the PC would also make OneDrive restart.

Here’s an explanation of the icons you’ll see by the computer clock:

When you work with files or folders on your computer, you’ll commonly see symbols on the icon or next to, maybe in an additional column. Here’s what you might see:

OneDrive is often installed by default on Android and sometimes on Apple. Otherwise, search your app store for OneDrive, make sure it’s made by the Microsoft Corporation, and install onto your device. Sign in with your account (often your email address and usual password) and you’ll be able to access your files.

Apple Store: https://apps.apple.com/nz/app/microsoft-onedrive/id477537958
Play Store: https://play.google.com/store/apps/details?id=com.microsoft.skydrive

Outlook is for managing emails, contacts, calendars and other mailboxes (email addresses). You can also book resources like meeting rooms, if they’re setup, and create Teams meeting appointments.

SharePoint is the file storage for shared company files, like the server drives you’re used to. Company files are split into libraries, based on the permissions needed, for example, warehouse, sales, marketing, admin. If you have permission to access sales, then you’ll see all files in the sales library. If you add/change/delete these files, others will see the same changes.

SharePoint allows something company drives don’t – co-authoring. This means multiple staff can work on the same document at the same time, see where someone else is in the document, and what they’re changing – real time. This experience is best through teams or online through the web.

Teams is the Microsoft collaboration software. Think of it as a hub where you can have messages between individuals, group chats, meetings and access both your OneDrive files and company files. You can also view your calendar and join meetings.