Employee Resources
microsoft onedrive

Microsoft OneDrive

OneDrive is here!

The new tool will make it easy to collaborate, manage, and share your documents from anywhere.

OneDrive gives you: 

– Reliable file sync, backup and recovery

– Access to your files at any time, from anywhere, on your favorite devices 

– A fast, intuitive browser experience 

– Easy co-authoring without the hassle of versioning 

– Seamless integration with your favorite Office apps 

– Trusted security features you can rely on 

One Terabyte of storage for each employee (more space available upon request)

It is the smarter online storage system that makes it simple to create, upload, and edit files from your desktop, favorite browser, or your mobile devices.  

What to expect.

You can expect to see this message appear on your computer. If you choose to opt-in, then simply follow the prompts and the listed folders will be re-directed to your OneDrive space.  If you choose to cancel the process by closing the pop-up, then a reminder message will appear in the Windows action center. You will never be forced to start protection, you may still use OneDrive for Business without these features.

OneDrive Notification message

If you currently use OneDrive and are synching folders, your existing folders and files will not be overwritten. For example, if you are currently synching Documents, then the Desktop and Pictures folders will be added (as pictured in the image image above).

Staff Development will provide additional tips and tricks to get the most out of using your JCCC OneDrive for Business storage. Contact Rachel Haynes, JCCC Technical Training Coordinator (rhayne12@jccc.edu ext. 3848) for tips to get started with OneDrive or to schedule group training. OneDrive classes are also available through the Staff Development class search.

Frequently Asked Questions

What is OneDrive for Business?
OneDrive for Business is an online service that provides resources for file storage, collaboration, and communication. It provides file versioning and backups for all your files including: photos, videos and documents.

How can I benefit from using OneDrive for Business?
Here are a number of ways you can benefit from using OneDrive for Business:

  • Automatically save of your files
  • Access your files from anywhere
  • Easily switch between different devices
  • Share files with other JCCC employees – whenever you want

How much space do I get in my OneDrive for Business storage area? 
1 TB by default, more is available upon request

Can I use OneDrive for Business at home, work or while traveling?  
Yes. OneDrive for Business is available anywhere.

What file types cannot be uploaded to OneDrive for Business? 
Notably .exe and .shtm. For a complete list from Microsoft, see Blocked file types for SharePoint Online. 

Who do I contact if I am having trouble logging into OneDrive for Business? 
If you are having trouble logging into OneDrive for Business, please contact the Technical Support Center ext. 4357

Are the  files in OneDrive for Business only available when I’m online, and how can I make them available offline?
You can choose when/how each file or directory is available through the feature Files OnDemand, which has been enable on your computer.  With OneDrive Files On-Demand, you can:

  • Save space on your device by making files online only
  • Set files and folders to be always available locally on your device
  • See important information about files, such as whether they are shared
  • See thumbnails of over 300 different file types even if you don’t have the required application installed to open it

Your files will have these statuses in File Explorer:

 Online Only
Online-only files
Online-only files don’t take up space on your computer. You see a cloud icon for each online-only file in File Explorer, but the file doesn’t download to your device until you open it. You can’t open online-only files when your device isn’t connected to the Internet.
 Locally available
Locally available files
When you open an online-only file, it downloads to your device and becomes a locally available file. You can open a locally available file anytime, even without Internet access. If you need more space, you can change the file back to online only. Just right-click the file and select “Free up space.”
 Always available
Always available files
Only files that you mark as “Always keep on this device” have the green circle with the white check mark. These always available files download to your device and take up space, but they’re always there for you even when you’re offline.

Is there a size limit on the files that can be uploaded?
15 GB per file

Are there characters I should avoid in the file or folder names?
Yes. Click here for a complete list of invalid characters

Can I recover deleted files in OneDrive for Business?
When you delete a file, it goes to the Recycling Bin for 3 days. After 30 days, it gets deleted permanently. To recover a deleted file, login to OneDrive using a browser, from the Recycle Bin there or permanently delete a file. For assistance contact the Technical Support Center

How can I view versions of a document in my OneDrive for Business account?
You must use access OneDrive using a web browser. You can view a previous version of a file or item on your site as long as versioning was turned on for the library or list where the file or item was saved.

To view a version of a document:

  1. Select the file or item that you want to view history for.
  2. Click Files
  3. Select Version History.
  4. In the Version History dialog box select the version of the file or item you need.

How can I restore a previous document version?
To restore a document previous version:

  1. Select the document for which you want to restore an earlier version.
  2. Click Files.
  3. Select Version History.
  4. Open the drop-down menu for the document version you want to restore.
  5. Click Restore.
  6. Click OK.

How can I check to see how much space I have left on my OneDrive for Business account?
There are two ways you can check how much space you have left on your OneDrive for Business account. 

Option 1: Viewing through your OneDrive for Business account 

  1. Click Settings.
  2. Click Site Settings.
  3. In Site Collection Administration click Storage Metrics.

Option 2: Viewing through your Windows notification area

  1. Right click the OneDrive for Business icon in the Windows notification area, and then select Manage storage. 
  2. Select View OneDrive for Business storage. 

How can I share my files and folders in OneDrive for Business?
You can share your files and folders in OneDrive for Business by either:

Invite: This option lets you give specific individuals or groups permission to items, so that you can remove individual permissions later if you need to. Another benefit of sharing items this way is that recipients can quickly access them from their Shared view on the OneDrive for Business website. 

  1. Select the document you wish to share.
  2. Select the Files tab.
  3. Click Share.
  4. Click Invite people.
  5. Enter the email addresses of the people you want to share with, click Add people to pick people from the People app.
  6. Add a note to recipients if you want.
  7. To change the permission level, click Recipients can edit files or Recipients can view files.
  8. Click Send to save the permission settings and send a message with a link to the item.

Get a Link: Choose this option to share items with lots of people you might not even know personally. For example, you can use these links to post to Facebook, Twitter, or LinkedIn. You can also use them to share in email or IM, but you won’t have as much control over individual permissions.

  1. Select the document you wish to share.
  2. Select the Files tab.
  3. Click Share.
  4. Choose the type of link you want. The permissions for the item are automatically updated when you create the link.
  5. Click Create link.
  6. Paste the link into an email, IM, document, or wherever you want to share it. Or, click Share to. This selects the Share charm so that you can share the link using another app.
View only Edit Public
When you share items with this type of link, people can view your items without signing in. They can also forward the link to other people. When you share items with this type of link, people can view your items and use Office Online programs to edit Office documents, all without signing in. To make other edits, like adding or deleting files in a folder, people need to sign in with a Microsoft account. People can forward an edit link to other people, and anyone who receives the link will also be able to edit the items. A public link is like a View only link, but it also allows anyone to find the shared item by searching.  If you choose this option, people will be able to access the item you’re sharing even if you don’t publish the link you get.

OneDrive for Business Mac FAQ’s 

What does the OneDrive folder do?
When you install the OneDrive app for Mac, a copy of your OneDrive is downloaded to your Mac and put in the OneDrive folder. This folder is kept in sync with OneDrive. If you add, change, or delete a file or folder on the OneDrive website, the file or folder is added, changed, or deleted in your OneDrive folder and vice versa.

To upload files to OneDrive automatically, just copy or move the files to your OneDrive folder using the Finder, or save them in your OneDrive folder from an app. Files you upload this way can be up to 2 GB in size. If you installed the OneDrive app on other computers, the files will automatically be added to the OneDrive folders on them, too.

You can also use the Finder to rename and delete files, create new folders, and move files around in your OneDrive folder. The changes will automatically be made in OneDrive and your other computers that have the OneDrive app installed.

Do I have to install the OneDrive app on all my computers?
No. If you don’t want to keep all the files in your OneDrive on a computer, you can still work with your OneDrive on that computer by going to the OneDrive website.

Can I use OneDrive to get to files and folders on my Mac that aren’t saved in my OneDrive folder?
No, the Fetch files feature is available only on PCs. This also means you can’t stream videos that are on a Mac from the OneDrive website.

Can I choose folders in my OneDrive that I don’t want to sync on my Mac?
Yes. When you first set up OneDrive, click Choose folders to sync. If you didn’t do this when you set up OneDrive, you can do it in Preferences:

  1. Click the OneDrive icon in the menu bar.
  2. Click Preferences, click the Choose Folders tab, and then click Choose Folders.

For each folder, you can choose to sync everything in the folder, individual folders within the folder, and files that aren’t in any subfolders within the folder. If you choose to sync only some items, new items you add to the OneDrive folder on your Mac will sync to OneDrive, but items you add to OneDrive from the website or other devices won’t be synced to your Mac unless they’re in the folders you chose to sync. If you choose to stop syncing folders on your Mac, they’ll be deleted from the OneDrive folder on that computer, but they’ll remain in OneDrive.

Note: You can’t choose individual files you want to sync, and you can’t choose to sync files or folders shared with you.

Get the OneDrive apps
Get the Android™ app
Get the iOS™ app
Learn more about OneDrive