The attached Quick Reference Guide covers the following topics for OneDrive which is utilised by all staff with system access as councils central repository for working files, before they are registered in to ECM.


  • Setting up your OneDrive - Computer setup and Mobile Device setup
  • Save and Open Files - from your Office apps, from File Explorer and from your browser
  • Moving your files to OneDrive
  • Selecting what to do with a file
  • Inviting others to work/collaborate on your documents (co-authoring)
  • How to stop sharing a file
  • Files on demand

Frequently asked Questions

I received a File Conversion message when attempting to open a file in the online version of word and excel, what does this mean?

The online version of the Microsoft Apps only support the most recent document types such as .docx and .xlsx. If you attempt to open and work on an older file type such as .doc and .xls, you will be prompted to convert the file to a new file type or to open it in the desktop version of the app which supports older file types. If you choose to convert the file, a new copy of the document will be created in the newest file format.


I receive a message stating "File in Use: File is locked for editing by another user" when trying to co-author/work on a document simultaneously that was shared to me. What does this mean?


This message will be received if you attempt to work on an old file format simultaneously such as a .doc or .xls file. The older file formats do not support co-authoring in Office 365. To be able to co-author a document the file needs to be saved in the new file format such as .docx and .xlsx. Microsoft support article available here. 


Can i have files and folders that are shared to me synced to my desktop so i can access it through file explorer?


Unfortunately this functionality is not currently supported. To access files or folders that are shared to you, you will need to navigate to the online version. This can be done by clicking on the blue cloud in the system tray and choosing, view online, then navigate to sharing and shared with me.


Some of my OneDrive functions are missing? (status column, sharing options, cloud icon missing, files aren't syncing)


On occasions the OneDrive client may stop working and will need to be manually restarted (opened from the start menu). If you experience any of the following symptoms it can be because the OneDrive client that provides access to all of these on you desktop has stopped working and needs to be restarted.


Symptoms:

  • The blue cloud icon near the clock (bottom right hand corner of the screen) is missing
  • The status column with the cloud and tick icons is blank of missing
  • When you right click a file in windows explorer the options to share a file are missing
  • New files that are created and saved on your desktop are not syncing up to the cloud


Resolution:

Search and find OneDrive in your start menu and select it to restart OneDrive. You should see a cloud icon appear down near the clock (bottom right hand corner of your screen). Once the cloud has come back all functions for OneDrive should start to restore themselves. If this does not work, try a restart of your computer and perform this step again. If this still isn't working, contact your IT team for further support.