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Microsoft 365 cloud storage: You need to know this

Microsoft 365 cloud storage: You need to know this

With OneDrive for Business, Microsoft provides personal cloud storage in Microsoft 365 (formerly Office 365). Here you can learn how to optimally use the tool in daily work. […]

OneDrive for Business provides Microsoft 365 users with personal cloud storage. We answer the most important questions about the Microsoft tool (c) Microsoft

OneDrive Business is your personal memory in Microsoft 365. It provides you 1000 GB of storage for your data. In the first place you only have access to it, unless you are editing individual files. A well-known competitor product is Dropbox. OneDrive for Business saves your files in the . format ZipperLike everything in Office 365. You can access it from anywhere.

OneDrive (Personal) and OneDrive for Business are not related to each other. While free OneDrive (Personal) is often an offer for private customers, OneDrive for Business is only available on Business and Enterprise plans. Microsoft Includes.

This is the previous MySite from SharePoint. A separate site collection is created for each user, where the user is the administrator of the web site collection. used with OneDrive For business only, the Documents library from this site collection. Each user receives 1 TB of storage, which can be restricted or expanded by the administrator. The storage space that users use does not matter what “SharePoint unit” is available to an Office 365 tenant. Basically, a user can share their files with anyone internal or external. The sharing functionality of file sharing can also be restricted by the administrator.

New files can be saved in the . format OneDrive Works either by using the “Upload” button at the top of the menu bar or by using drag and drop (see Figure 1).

Figure 1: To add files to OneDrive, all you have to do is upload them or drag and drop them into the window or into a target folder There (c) Thomas Maier/Microsoft screenshot

OneDrive But it is also available directly at MicrosoftOffice applications available. Click “File”, “Save”, you will see the entry “OneDrive”. You then have the option to simply set a file name and click Save, the file is automatically saved to OneDrive for Business (see Figure 2).

Figure 2: Microsoft Office applications such as Word or Excel automatically present OneDrive as a potential storage location (c) Thomas Maier/Microsoft screenshot

Profile Overview OneDrive You receive files saved directly in your browser. It can be displayed as a list or you can select the width of the tile in the top right (see Figure 3).

Figure 3: User can choose between list view or tile to view files stored in OneDrive (c) Thomas Maier/Microsoft screenshot

In the left bar of the file OneDrive For business, you’ll see files you’ve used recently and files you’ve shared alongside yours. You will also find the Recycle Bin here. Below you can access the various SharePoint sites and the document libraries they contain. You can access it directly from here. These are no longer your personal documents, but documents within different SharePoint teams and sites.

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The best way to find a file quickly is to use the search function. Here you have a complete choice OneDrive to browse. This means that you are not only searching through file names, but also through file contents (see Figure 4).

Figure 4: OneDrive search function searches not only file names but also content (c) IDG screenshot Thomas Maier / Microsoft

To edit a file directly in the browser, it is not necessary to download it locally. Changes directly in Zipper Maybe. To return from editing in an Office app OneDrive To go back, simply click on “Documents” above the title bar of the application.

OneDrive for Business always creates a version history for files saved in the background. This can be called by clicking the right mouse button in the context menu. Previous versions of the file can also be opened, edited, or deleted (see Figure 5).

Figure 5: Previous versions of a file can also be edited in OneDrive for Business via version history (c) Thomas Maier / Microsoft screenshot

Like in Sharepoint or Teams group apps, you can use your own profile OneDrive for Business stored with other people and thus work together. The release is made either directly via the Share button or via the Share command at the top of the menu bar. Typical Office access rights can also be set here for a file (see Figure 6). This procedure only works with files from Office applications (Word, Excel, and PowerPoint).

Figure 6: Shared files in OneDrive can be edited together (c) Thomas Maier / Microsoft . screenshot

If the joint processing is to be limited to a certain period of time, the release can also be restricted to an end date. If the release is offered via a release link, that link will expire on the date specified. Moreover, in the mask there is an option to block a file download. People can only view the file in their browser, but not download it. Once you share a file with others, this will also appear in the “Sharing” column. “Private” means that only you can access it. “Shared” means that you have shared this file with others (see Figure 7).

Figure 7: Whether a file has been released to other people can be seen in the “Version” column (c) screenshot Thomas Maier / Microsoft

When you click on it, the Manage Access sidebar will automatically appear. You will then see who you have shared this file with. Here you can also review a version by clicking “Remove Link”. After closing the right sidebar, the file is shown as “Private” again.

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Files are currently only in File Zipper. If you want to access it when you don’t have an internet connection, you have to set file sync. You will find the entry “Sync” in the menu bar. This will automatically establish a connection to your computer. The files will then be downloaded to your computer. There are several options here (see Figure 8):

  • The files with a green flag are located directly on your computer. The cloud indicates that this file is displayed but not yet downloaded. This means that you can access it directly, but provided you have an internet connection.
  • If you want to access the file on your computer at all times – also offline – right-click “Always keep on this device”
Figure 8: To be able to edit files in Microsoft OneDrive offline, they must be synced (c) Thomas Maier / Microsoft screenshot

Synced files do not take up any storage space on your computer as long as the cloud is displayed. A green check mark indicates that the file has been downloaded and is therefore consuming local storage.

For mobile use via smartphone or tablet OneDrive Business is available for download in the following app stores:

You can also use the mobile apps to view the most recently used and shared files. You can easily access document libraries by touching “Websites” and you can also use this to open and edit a file directly.

Microsoft OnDrive Mobile App (c) screenshot Thomas Maier / Microsoft

*Thomas Mayer heads up 365 Academy and serves in this position as a consultant and trainer on Microsoft 365, Collaboration, and SharePoint. “Work more productively – this topic drives me. Both in a SharePoint environment and in Microsoft 365”, the author says. The expert’s goal is that users can make better use of Microsoft 365 and thus increase productivity in the company.

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