Productivity Tools: Microsoft OneDrive in Teams

Overview

Microsoft OneDrive is a powerful tool for file storage and collaboration, seamlessly integrated within Microsoft Teams. It offers secure cloud access, file versioning, and sharing options to streamline your workflow. With Mines IT moving away from the Z Drive, OneDrive is a recommended solution for managing your files efficiently.

Video Training

Video Link: Productivity Tools: Microsoft OneDrive in Teams

Step-By-Step Guide

Accessing OneDrive in Microsoft Teams

  1. Open the Start Menu on your Windows computer.
  2. Launch the Microsoft Teams application.
  3. Click on the OneDrive tab located in the left-hand navigation panel of Teams.

Navigating OneDrive

  • For You Section: Displays recent files shared with you or edited by collaborators.
  • Recent Section: Lists all recently opened files, including details on who modified them and when.
  • My Files Tab: Displays your personal files and folders organized alphabetically.

Organizing Files

  • Use the column headers (e.g., Name, Modified) to sort files alphabetically or by date.
  • Customize the column layout to display more or fewer details.
  • Utilize the Filter option to find files by date, name, or collaborator.

Creating and Uploading Files

  1. Click the Add New button at the top of OneDrive.
  2. Select an option:
    • Folder: Create a new folder to organize files.
    • File Upload: Upload individual files from your device.
    • Folder Upload: Upload entire folders.
    • Office Files: Directly create Word, Excel, or PowerPoint documents.

Tip: Avoid editing local versions of uploaded files to prevent version control issues. Keep all updates in OneDrive.

Sharing Files

  1. Locate the file you want to share and click the Share icon.

  2. Choose a sharing method:

    • Share with named individuals by entering their names or email addresses.
    • Copy a shareable link to send via email or chat.

  3. Adjust permissions:

    • Set whether collaborators can view, review, or edit the file.
    • Control download access if necessary.

Exploring Shared Files

  • Use the Shared tab to view files:
    • With You: Files others have shared with you.
    • By Me: Files you have shared with others.
    • Sort and filter by name, date, or person to quickly find shared content.

Additional OneDrive Features

  • Favorites: Mark frequently accessed files and folders with a star for quick access.
  • Recycle Bin: Restore or permanently delete files you’ve removed from OneDrive.
  • Category Filters: Browse by shared people, meetings, media, or Teams groups.

Best Practices

  • Keep your Favorites list curated with frequently used files for faster access.
  • Regularly review and manage your Recycle Bin to ensure important files aren’t accidentally deleted.
  • Organize your files with clear folder structures and color coding.

Support & Resources

If you have questions or need assistance, Mines IT is here to help. Call us at 303-278-HELP (4357) or visit us at the IT Service Desk in CTLM 156.

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