This is the transcript of the 'How to set up my new cloud drive' video.
Speaker 1:
Hi there. In this video we will discover some of the features of OneDrive.
To access your OneDrive, open the staff portal and select Microsoft Office 365. If the tile doesn't appear in your Essentials, simply click Add new essential and search for Microsoft Office 365. Click Add to add it to your Essentials. Then when you return to the portal home page, you will see the tile appear. Click the waffle icon on the top left-hand corner of the Microsoft 365 homepage and select OneDrive.
On the left-hand side of the screen, you will see some navigational options for OneDrive. Home is where you can access all your recently opened files. My files is the folder and file structure of your OneDrive where you can create and upload new files. The Shared tab enables you to access all the files that have been created by other people and shared with you. And the Recycle bin is your recently deleted files. Files are automatically removed from here 93 days after they were initially deleted. Beneath this is a list of shared file locations or teams that you may be a part of for quick access.
One of the first things you will need to do is set up your My files folders. Folders appear at the top of your My file space with individual files located below. To add a folder to your My files, simply click on the + Add new button in the top left-hand corner of the screen and select Folder. Give it a name, choose the colour of the folder, and click Create. It's a really good idea to organise your cloud storage s-pace before you begin to migrate your data. Take some time to create some folders in a hierarchy that is right for you.
To change the way you view your files and folders, click the drop-down arrow next to Details in the top right-hand corner of the screen and choose whether you want a list, compact list, or tile views. You can also sort your files by clicking the Sort drop-down arrow at the top right-hand corner of the screen, or use the drop-down arrows above each column while in list view.
By right clicking on a folder, you can easily share it with somebody, copy a link, manage the access, download or delete the folder, as well as move, copy, and rename the folder. When you right-click on a file, you have some additional options, including opening in either the browser or desktop app, previewing it, or accessing the version history. Alternatively, you can access the same options by clicking the small ellipsis button on the right-hand side of your file name or clicking the Share icon. See the videos on sharing files for best practise methods of allowing others access to your files and folders.
To select multiple files, click the circle next to each file or folder. The number of selected files or folders is noted in the top right-hand corner. You can deselect these by clicking the X. When multiple files have been selected, you will see some options appear at the top of your My file section. Use these for moving, deleting, or copying multiple files.
Files can also be clicked and dragged into other destinations. If you would like to see the details of your files, select the file, then click the word Details in the top right-hand corner of your screen. When you do this, a pop-up menu will appear and you can check things like file type and size as well as any activity that has occurred.
You can store almost any type of file in your OneDrive. Some files can be opened and worked on by clicking on the file name. Others may need to be downloaded first in order to make edits and then re-upload them. Like any file storage space, it can be easy to forget where you put files, so use the Search bar at the top of the screen to find what you need quickly.
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