1. Managing your Personal Documents with OneDrive
Chris Evans
IT Advisor Partnership Liaison

2. Course Aims
Explore how OneDrive for Business can be used to store, manage and collaborate on personal documents effectively.

3. Session Objectives By the end of the session you should be able to:
Identify how OneDrive for Business should be used at Cardiff Met.
Recognise the benefits of using OneDrive to store documents.
Search OneDrive for Business efficiently.
Use OneDrive for Business to access, store and manage personal documents from anywhere.
Recognise when sharing through OneDrive for Business is appropriate and share documents through OneDrive.
Make use of document library features, such as real-time collaboration, version history and recycle bins to enhance the way documents are managed.

4. What is OneDrive? (and SharePoint?)
SharePoint is a web-based document management system that can be used to store, share and manage shared documents.
OneDrive for Business is a cloud storage service that can be used to store, share and manage personal documents.
Very similar, actually based on the same underlying technology. Main difference is what they should be used for. SharePoint for shared documents. OneDrive for personal. Like any good rule, there are exceptions (explore later)

5. Why OneDrive/SharePoint?
Document Collaboration
Features
Access from anywhere
Storage space
Share
Reliable
Secure
Does anyone use SharePoint to store documents at the moment?
Access from anywhere - Anywhere with web access – including mobile devices
Share – securely share documents with colleagues.
Secure – complies with GDPR –. Password protected, servers are physically secure, crucially OneDrive for Business allows us to control our data, even though it is stored by Microsoft
Recover documents – Recycle bin, 2nd stage recycle bin. Legal issues? Can recover from Microsoft.
Reliable – over 99.5% up time.
Storage stage – 1 TB.
Doc collaboration features – co-authoring and version history,
Complies with legislation
Recover documents

6. Where should I save my stuff?
Documents
The Staff Room (Portal)
SharePoint Team Sites
OneDrive for Business
Content visible and relevant to all staff
Creative Services
Shared documents. Each school and unit has a team site, visible only to their members.
Communications and Marketing
Graphic Design
Personal documents
Student Recruitment

7. Personal documents
OneDrive is the place to save all your “personal” documents:
you do not wish to share with other staff
working on privately in preparation for sharing with other staff.
Replacement for My Site

8. 1. Accessing and Saving to OneDrive for Business

9. E.g. SM98765 E.g. SM98765@cardiffmet.ac.uk
All Cardiff Met staff also have an Office 365 account. So you now have two accounts:
Your normal Cardiff Met account.  Continue to use this account to log-on to computers and access other services such as or SharePoint. Usernames for this account are usually of the form SM12345
An Office 365 account.  This account is used primarily used to access your OneDrive documents through the web, and to access other O365 services (next slide).
Username: [Cardiff Met . E.g.
E.g.

10. Office 365 Services & Apps OneDrive for Business Skype for Business
OneDrive – accessing documents from anywhere
Skype for Business – video/audio calls
Other services – Yammer, Delve.
Becoming increasingly prominent.
Office 365 Services & Apps

11. Saving to OneDrive Three ways: Uploading through the browser
Sync Client or Explorer view
Saving directly to OneDrive

12. 2. Managing Documents

13. OneDrive Recycle Bins
Items deleted from OneDrive are sent to the OneDrive Recycle Bin (accessible via web app)
Kept for 90 days
Second-stage recycle bin also available

14. 3. Searching OneDrive for Business

15. 4. Sharing with OneDrive for Business

16. Sharing with OneDrive Three scenarios: Sharing externally Large files
Occasional ad hoc sharing
e.g. exam board
E.g. video assessments for the exam board
E.g. sharing a completed SPR form. BUT even in this case SharePoint might be a better fit, as can store them all together and don’t have issues if staff member leaves.

17. 5. Document Collaboration Tools

18. Document Collaboration
Co-authoring – edit the same document in real time
Version history – view, compare and restore different versions of a document
Brief explanation of each.
Try to sell benefits, esp. version history [keeps a version every time file is saved and closed. Can compare previous versions, see changes others have made to it and restore it, if necessary]

19. Recap By the end of the session you should be able to:
Identify how OneDrive for Business should be used at Cardiff Met.
Recognise the benefits of using OneDrive to store documents.
Search OneDrive for Business efficiently.
Use OneDrive for Business to access, store and manage personal documents from anywhere.
Recognise when sharing through OneDrive for Business is appropriate and share documents through OneDrive.
Make use of document library features, such as real-time collaboration, version history and recycle bins to enhance the way documents are managed.

20. Feedback
Your feedback is valuable to us. Please help us to improve the relevance, content and delivery of our IT Training courses by completing a brief questionnaire. Please check your s for survey link Thank you for attending

21. Additional Information
Session hand outs and other resources available at:
study.cardiffmet.ac.uk/Help/Training/
Upcoming training sessions:
Revamped SharePoint training in Autumn term.

22. Contact Us training@cardiffmet.ac.uk 029 2041 7000 7000
Live Chat available on Help Centre.
Visit the IT Advisors in the Learning Centres.
Visit an IT Advisor in the Learning Centres