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

 

 

Use Google Drive app to export files to your Mac computer

This manual shows how to use Google Drive App to download (copy) your Google Drive files to your Mac computer.

Log in to Google Apps

  1. Log in to Google apps here.
  2. Click on the blue button Log in with Umeå University.
  3. Write your google apps e-mail adress and password (Umu-id@gapps.umu.se)

Step 1. Find Google Drive files in Finder

  1. All of your files that you have in Google Drive on your browser are located in Finder.
  2. Go to finder and search in the menu to the left for Google Drive.
  3. Click on My drive to see your saved files in your Google Drive.
  4. Click on Shared Drives to see shared files in Google Drive.
  5. If you don’t find the Google Drive map, go to the activation bar at your desktop and click on Google Drive app. (If the icon is blurry you first need to log in).
  6. Click on the icon for Settings and then Preferences.
  7. Under the file My MacBook Pro you can upload files or maps to your Google Drive from your computer.
  8. Choose Google Drive to see what files your Google drive contains.

The difference of Stream and Mirror files

  • Choose Stream files if you only want to store your files in the cloud. This means that you can’t open the files on your computer, only in a browser.
  • Choose Mirror files if you want to store your Drive-files both on your computer and in the cloud. This means that you can reach your files from Finder, and also be available offline.
  • When you’ve decided which option you will chose, choose Open in Finder to get access to the map with your Google Drive-files in Finder.

Step 2. Download files from Google Drive app to your computer

Observe, you can’t download files with Google Drive that’s created within Googles apps. If you have files that’s created within Google Apps we instead recommend you to use Google Takeout (manual is linked to the left).

  1. Go to Finder -> This computer -> Google Drive -> My unit
  2. The picture below shows how to see the difference between Google files and Microsoft files.
    Square A represent Google, Documents, Forms and Presentation. You can’t download these.
    Square B represents a PowerPoint (Microsoft), a PNG-file, (other), an Excel document (Microsoft). You can download these files.
    Square C represents a map. You can download this if it doesn’t contain files that’s created in Google.
  3. To download a document from Google Drive, drag and drop Microsofts files from your Google Drive map to a suitable place on your computer.
    Observe, when you drag and drop you copy the file. Make sure that no one changes something in the document after you’ve moved it. Also, make sure your have enough space on your computer.
    If you accidentally try to download something you’ve created in Google, you will get a message saying it’s impossible.
    Tip! Make a structure and sort when you drag and drop. Create a map on your desktop and put all of your files there.

Step 3. Upload files in OneDrive

After you have copied your files from Google Drive map to your computer it’s suitably to upload them to Microsoft OneDrive. This step shows how you easily to that. Observe, if you have information that’s sensitive or personal, you can’t upload it on OneDrive. Read more about information security here.

  1. Go to www.o365.umu.se and click on OneDrive i the menu to the left.
  2. In OneDrive under My files, click on Upload and then Map.
  3. Finder will pop up. Choose Desktop and then click on the map with your files from Google Drive, click then Upload.
  4. A security box may appear, click Upload.
  5. Your upload is now starting. Depending on how many files you have the export can take either a few minutes or hours.
  6. When all of your files are uploaded, make sure the export went well by clicking on some of the files and check if you can open them and the documents contain all the information.
  7. Go to your desktop and delete the map that you just uploaded to avoid confusion and to save space on your computer.
  8. Done!

Export Google data with Google Takeout – user guide

Follow this manual if you want to export files from Googles products to your own computer with Google Takeout, so that you later on can upload your files to a safe space. 

What is Google Takeout?

Google Takeout is a service that makes it possible for Googles users to export the data to their own computer or other cloud-space. You can export and download data from Google products like:

  • e-mails from Gmail
  • files from OneDrive
  • tasks from Calendar
  • Photos from Photo
  • Videos from YouTube

When is it appropriate to use Google Takeout?

There are several reasons for why you should use Google Takeout.

  • If you have used Googles own products like Google Documents, Presentation or Spreadsheet, Google Takeout is very useful because it converts data from Googles own form to Microsofts form. For example, a Google Document can convert to Microsoft Word. If you’ve created a lot of Google files, Google Takeout makes it possible to convert all documents in only one export.
  • If you have a large amount and different kinds of files that’s not created within Google, we recommend you to use Google Drive application. With this app you can transfer files to the destinations you’ve chosen, for example OneDrive or Protected documents depending the information classification.
  • If you have a small amount of material we recommend that you download your files from Google Drive on your browser to your own computer. Observe, you can only export one file at a time with google Drive on the browser. If you have a lot of files, chose Google Takeout to save time.

How do I use Google Takeout?

This manual consist of six steps and helps you avoid usual mistakes in the export.

Log in

  1. Log in to Google apps here.
  2. Click on the blue button Log in with Umeå University.
  3. Write your google apps e-mail adress and password (Umu-id@gapps.umu.se)

Step 1. Find Google Takeout and log in with the right account

  1. Go to Google Takeout.
  2. Chose your Gapps-account in the list. Observe, if you have several accounts it’s very important to chose the one you want to export files from.
  3. If you don’t find your account in the list, chose Use another account and log in with your Umu-id@gapps.umu.se.

Observe, if you’re already logged in to a Google account when you click on the browser to log in to Google Takeout, make sure your logged in to the right account.

  1. Click on the symbol for your Google account in the upper right corner.
  2. Make sure your logged in with your Umu-id@gapps.umu.se
  3. If you’re not, choose that adress in the list among logged out accounts.
  4. If you don’t find the right adress at all, click on Add another account and log in with Umu-id@gapps.umu.se. You will now be send to Umu-login site. Write Umu-id and password and click Sign in.
  5. Now your logged in to the right account.

Step 2. Chose which products that you want to include in the export

  1. Before you chose products, start by scrolling in the list to se which products you can export data from.
  2. Each product has a check box. Check the box at the product you want to export data from.
    Observe, make sure you only check the boxes you want to export data from. Otherwise, the export takes more time than it needs to, and you will get a lot of extra product to your computer.
    Observe, if you want to export data from Gmail, contact servicedesk.
  3. If you want to export data from all products, there is a button at the top that makes it possible to check all boxes.
  4. When you’ve chosen the products you want to export data from, click Next step.

Step 3. Chose what kind of file, frequency and next destination

The first thing you decide is how and where you want to export your files. Takeout makes you chose between a few options. We recommend – Send a link to email.

Why?

  • If you chose Add to Drive your data will disappear because we’re going to shut down Google Drive.
  • I you chose Add to Dropbox you export data from gApps to a private Dropbox account and your data will be saved in American servers and that means that you don’t follow the General Data Protection regulation.
  • If you chose Add to OneDrive you export from gApps to a private Microsoft account, you can’t export directly to your Umu Microsoft 365 account.
  • If you chose Add to Box you export data from gApps to a private Box account and your data will be saved in American servers and that means that you don’t follow the General Data Protection regulation

By choosing Send a link to email you will be send a link when the files are ready and exported, then you will have seven days to download the files.

Frequency

Then you chose how often you’d like to export. Since Google Apps will be shut down, chose to only do the export One time.

Filetype and filesize

  1. Click on the arrow. You can either choose .zip or .tgz. If you don’t know what to chose, chose .zip.
  2. Click on the arrow next to 2GB. You can either choose 1, 2, 4, 10 or 50 GB. If you don’t know, choose 2GB.
  3. When you’ve made all the choices, click Export.
  4. The export has now started. A window will pop up that explains approximately how long time it will take. It can take a few minutes or several days.

Safety control

Before the export starts you may receive and e-mail where you have to confirm your identity.

  1. Click on Check identity.
  2. Click on Yes, it was me.
  3. The export will start once you’ve accepted and a link will be sent to you once the export is done.

Step 4. Download your exported files

This step show you how to download your exported files via a link on you e-mail to your computer. Observe, depending on how much material you’ve exported it will take either a few minutes or several days to receive the email.

  1. Go to your e-mail and search for Takeout or look for a mail sent from noreply@google.com.
  2. Click on Download your files.
  3. If you click on Manage exports you will be sent to Google Takeout. If you’ve done more exports, you can see them there. You can see more information about your exports.
    Observe, you need to download within a week after you’ve received the link on e-mail.
  4. Click on the arrow to see what kind of products that were included in the export. If something went wrong and it’s not what you have in mind, no worries. Then you only need to choose different settings in the export and do it again.
  5. Click on Download and the download will start.
  6. If you use Chrome as browser, click on the Zip-file Takeout at the bottom of the browser. If you use Edge, click on Open file under Zip-file at the upper right corner.
  7. Now you have the files on your own computer.

Step 5. Manage your files on your computer

This step helps you sort your files on your computer so that you later on can upload the files on another service. Make sure you have enough space on your computer before you do this step.

  1. Go to Finder/Task Manager -> This computer -> Downloaded.
  2. Chose the zip-file that starts with Takeout.
  3. Invent your files and sort them.
  4. When you’re feeling done, drag and drop the exported map to your desktop. Observe, make sure you have enough space on your computer.
  5. A little box will pop up and show how in percentage how much of the material that is exported. Wait until it says 100 %.
  6. Tip! When it’s done, change the name of the map so you don’t get confused.

Step 6. Upload your files on OneDrive

  1. Go to www.o365.umu.se and chose OneDrive in the menu to the left.
  2. When you’re in OneDrive, click on Upload and chose Map.
  3. Finder/Task manager will pop up. Chose Desktop and your Google takeout export. Click Upload.
  4. A safety window will appear, click on Upload.
  5. Your upload is now running. When it’s done, check some of the files and make sure everything worked properly.
  6. Go to your desktop and delete the map that you uploaded.
  7. Done!

Use Google Drive to export files (Windows)

This manual shows how to use Google Drive on your windows computer to copy and download your files. Have you downloaded and installed Google Drive? If not, follow this manual.

 

Log in to Google Apps

  1. Go to google.se.
  2. In the right upper corner, click on Log in.
  3. Write your google apps e-mail adress and password.

Step 1. Find Google Drive app and your files

  1. Go to Task manager in the lower right corner, click on the arrow and then the Google Drive icon.
  2. You can’t find the icon if your not logged in. Go to the search bar in Windows Task manager and search for Google Drive.
  3. Click on the wheel and chose Preferences.
  4. Under My PC you have the option to upload files or maps from your computer to your Google Drive.
  5. Choose Google Drive to see all of your files.

The difference of Streaming and Mirror files

You can choose how you would like to handle your files. You can choose between Stream or Mirror.

  • Choose Stream files if you want to store all of your Drive-files only in the cloud. This means that you can’t open the files on your computer, you can only open in a browser.
  • Choose Mirror files if you want to store your files on both your computer and in the clouds. This means that you can reach all your Drive-files via Finder offline. You can read more here.
  • When you’ve read and chose one alternative – chose Open in Task Manager (Open in Finder if you have a mac, but the button is the same).

Step 2. Download files from Google Drive to your computer

**Observe** You can’t download files that’s created with Googles products, like Google Documents, Presentations, Spreadsheet or Forms. If you have a lot of files that are created with Googles products we recommend you to use Google Takeout.

  1. Go to Task Manager -> This computer -> Google Drive -> My unit
  2. I the picture below we show you how to see the difference between Google and Microsoft or other apps.
    Square A represents Google, Documents. Forms and Presentation. You can’t download this to your computer.
    Square B represent a PowerPoint (Microsoft), a PNG-file and a Excel document. You can download this.
    Square C represents a map. You can download maps to your computer if it doesn’t contain files from Google.
  3. To download documents from your Google Drive App, drag and drop Microsofts documents from your Google Drive map in Explorer to where you want it on your computer. The picture below shows how to drag and drop, in this example an Excel-file, from Google Drive to Desktop.

    **Observe** that when you drag and drop, you copy it. Make sure that no one works in that file after you have moved it.
    **Observe** Make sure to create a structure for how you drag and drop files. For example: create a map on your desktop called Google Drive-files.
    **Observe** If you have a lot of files, make sure that you have space on your computer before you copy.
    **Observe** If you drag and drop a file in Google form, a message like this will pop up.

Step 3. Upload files in OneDrive

After you’ve copied your files from Google Drive to your computer you can choose to upload them in Microsoft OneDrive, these apps are pretty much the same. This step shows how you easily upload files from your computer to Microsoft OneDrive.
**Observe** Do you store sensitive personal data? First up, you need to do a classification of your files before you can upload it on OneDrive.

  1. Go to www.o365.umu.se and choose OneDrive in the menu to the left.
  2. In OneDrive, under My files, click on Upload and choose Map.
  3. Your explorer will pop up. Choose Desktop and then the map where you have all the files and then klick Upload.
  4. A security box may appear, click on Upload.
  5. Your upload is now started. Depending on how many files you have it can take a few minutes or several days.
  6. When the upload is done, locate your files in OneDrive to make sure the upload was successful. Click on a few files to see if they work and contain the information you have.
  7. Go to your desktop and delete the map that you have uploaded in OneDrive.
  8. Your files are now saved in a safe space. You can always download files from your OneDrive to your computer if you like and synchronize your OneDrive to your computer.

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.