Find your shared files in OneDrive

In this manual, we’ll show you how to find the files you share with others through OneDrive, as well as which files are shared to you to your OneDrive.

  1. Go to www.O365.umu.se and log in with your UmU ID.
  2. In the search box, type OneDrive and klick on OneDrive.
    Office portalen sök onedrive välj onedrive
  3. In the left menu, click Shared.
  4. At first you are in the Shared with you – Here you will see files/folders that others share with you.
    Find your shared files in onedrive - shared tab choose shared with you
  5. Select Shared by you – Here you will see files/folders that you share with others.
    Find your shared files in onedrive - shared tab choose shared by you

Manage notifications in OneDrive

In this manual, we’ll show you how to manage your notifications in OneDrive. For example, if you want to turn off notifications if someone is typing in a Word document, etc.

  1. Log in with your umuID via O365.umu.se. Next, open OneDrive in the left menu.
  2. OneDrive in the web now opens up in your browser. Click the settings icon the upper right corner.
  3.  Click on OneDrive Settings
    mange your Onedrive notifications - settings icon - choose onedrive settings
  4. You’ll now get your notification settings options menue. The default settings are that everyone is checked. Click off the notifications you no longer want to apply.
    mange your Onedrive notifications - notifications settings

    1. Click off missed email sharing reminders if you want a notification if you fail to share your document (recommended to be on).
    2. Click off email when OneDrive detects that many files are deleted at once if you don’t want to receive email notification if many files from your OneDrive are deleted at once (recommended to be on).
    3. If you don’t want an email notification, click off email notification when others reply to your comments
    4.  Click off email when others comment on my documents if you don’t want email notification if others comment on your documents.
    5. Click off email notification when the link in a sharing message you sent has been clicked if you don’t want notification if someone has clicked on your link (file) as
    6. If you don’t want email notification if others upload files to your shared folder, click off email when others upload files to your shared folder.

Syncronize files from OneDrive, Teams or SharePoint to your computer

You can sync folders, files, and entire libraries from Office 365 to your computer. This means that you can work with the same files you have in Teams, SharePoint or OneDrive. In this manual, we will show you how to sync files from your OneDrive, Team, Team Channel, and a shared SharePoint library. Our recommendation is that you do not sync too many files.

Sync my own files from OneDrive to your computer

  1. Go to O365 and select OneDrive
  2. Click My Files, and then click Sync.
    sync files from onedrive to your computer - select my files and sync
  3. Security box appears, click Open. OneDrive app opens.
  4. Click the box next to “Sync all files and folders in OneDrive” to sync all your files from OneDrive to your computer.
  5. Click white box next to folder name to select specific folders to sync to your computer.
  6. Don’t forget to scroll down.
  7. When you are done, click Start sync
    sync files from onedrive to your computer - Onedrive app starts - choose folders to sync
  8. Syncing from your OneDrive is now complete. A new tab is created in your Explorer/Finder – “OneDrive – Umeå University”. You can now work with these files from your computer. Note that these are the same files that are on OneDrive for the web. It’s just another way of working from the computer.
    sync files from onedrive to your computer - Explorer view

Sync files from an entire Team to your computer

  1. Select the Team you want to sync files from to your computer.
  2. Select a Team channel and click on Files
    sync files from Team to computer - select files
  3. Click on Document
    sync files from Team to computer - select documents
  4. Now you will be able to access all files associated with the Team. Then click Sync.
    sync files from Team to computer - select sync
  5. The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
    sync files from Team to computer - OneDrive app opens - select files to sync - click start sync
  6. Synchronization from an entire team is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your explorer. Note that these are the same files that are in the team. It’s just another way of working from the computer.
    sync files from entire Team to computer - explorer view

Sync files from a specific channel in a Team

  1. Choose the Team you want to sync files from to your computer.
  2. Click the channel from which you want to sync files to your computer. For example, the Education channel that the picture shows.
    sync files from specific Team channel to computer - choose team channel
  3. Click on Files
    sync files from specific Team channel to computer - select files tab
  4. Click on Sync
    sync files from specific Team channel to computer - click sync
  5. OneDrive app starts. Make sure the correct files are selected (as you can see, these are the same folders as the image in step 4). When your are done, click Start Sync.
    sync files from specific Team channel to computer - OneDrive app opens - control if right folders are included in the sync - click sync
  6. Synchronization from a specific Team Channel is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your explorer. Note that these are the same files that are in the Team Channel. It’s just another way of working from the computer.
    sync files from specific team channel to computer - Explorer view

Sync your files from a shared SharePoint library

  1. Go to the shared library. The easiest way to do this is by using your OneDrive via: O365.
  2. Choose the shared library from the list that you want to sync (for example, as shown in the pircture – Team Arbetsgrupp).
  3. Select Go to Site.
    sync files from shareed sharepoint liberar - select team - click go to site
  4. In the menue on the left, click Documents.
    sync files from shareed sharepoint liberar - select documents
  5. Click on Sync
    sync files from shareed sharepoint liberar - click on sync
  6. The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
    sync files from Team to computer - OneDrive app opens - select files to sync - click start sync
  7. Synchronization from a shared document library is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your Computer. Note that these are the same files that are in SharePoint. It’s just another way of working from the explorer.
    sync files from entire Team to computer - explorer view

 

 

Frequently asked questions about OneDrive

Onedrive FAQ

How do I transfer files to OneDrive?

You can either upload files directly from OneDrive in the portal (o365.umu.se) or in OneDrive in windows explorer on your computer by dragging and dropping the files in the folder OneDrive – Umeå University.

Files in OneDrive

Can I create folders in OneDrive?

Yes, you can create folders in OneDrive. Either directly in windows explorer or in OneDrive on the portal (o365.umu.se).

Can I give a colleague access to a file in my OneDrive?

Yes, you can share files or folders with a colleague. If you share a document, the colleague will have access to the latest version. This means that if you change the document, the colleague will also see it without you having to send the document again.

You can choose whether the colleague should be able to edit the document or just read it. If you choose to edit it, you will also be able to edit the document at the same time.

Share files and folders

Can I see which files I have shared with others?

Yes, in OneDrive on the portal (o365.umu.se) you can see which files you have shared.

See files you shared in OneDrive

Can I see which files others have shared with me?

Yes, in addition to receiving an email when someone has shared a file with you, you can see in OneDrive on the portal (o365.umu.se) which files others have shared with you.

See files shared with you in OneDrive

Can I stop sharing a document?

Yes, in OneDrive on the portal (o365.umu.se) you can stop sharing a document.

Stop sharing files in OneDrive

What happens if I accidentally delete a file in my OneDrive?

If you accidentally delete files in your OneDrive, it is possible to restore them. The files can be restored from the OneDrive trash via the portal (o365.umu.se) for 30 days. In the instruction below you can find information about how to restore your files.

Restore deleted files or folders in OneDrive

After 30 days, the files are placed in a secondary trash can for 60 days before disappearing. You can find a link to your secondary trash at the bottom of the page of your OneDrive trash.

Your files are stored in the recycle bin for a total of 90 days. The same applies to files in teams or shared libraries.

Where are the files physically stored?

The files you store in OneDrive are stored in Microsoft Datacenter. Umeå University has decided that all data will be stored within Europe.

Can I use OneDrive if I use a Mac?

Yes, you can use OneDrive if you use a Mac.

Configuration of OneDrive

OneDrive comes as part of the o365 package for Umeå University.
In the installation of o365 to your computers, you After installation of OneDrive to your computer, you will have a local folder where you will find everything, and that synchronizes automatically to OneDrive in the cloud environment.

1.  Login to o365.umu.se with your UmU-ID and click on OneDrive

2.  Install OneDrive from o365.umu.se

3.  Once you have installed the OneDrive, login with your UmU-ID Umu-id@ad.umu.se.

 

4.  Now that OneDrive is installed in your computer you can access it via Windows Explorer

 

5.  Synchronization is done automatically everytime you change a file that is in your OneDrive folder.  If you see a blue circle with arrow on the folder, that means the folder/file is currently synchronizing.  If you see a green checkmark, it means that the file/folder is synchronized up to OneDrive.