OneDrive - Workstation Synchronization

Office 365 Installation

To work seamlessly within OneDrive and Office 365, we must first install the Office 365 suite, and then license the software using our UofL credentials. 

Note: If you already have Office 365 installed, you can skip this step.

1. Log into UofL Webmail:

   • Open your webmail and log in with your UofL credentials.

2. Access Microsoft 365 Installation:

   • Click the 'App Launcher' (top-left corner).

   • Select 'Microsoft 365' from the menu.

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   • Click 'Install Office and More', then choose 'Install Microsoft 365 Apps'

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3. Download and Install Office 365:

   • Click 'Install Office', and the installer file will download to your 'Downloads' folder.

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   • Open the downloaded file and run the installer.

      

4. Sign Into Office 365:

   • When prompted, sign in using your full UofL email and password.

You’re now ready to begin working with Office 365 and OneDrive!

Logging Into One Drive - Microsoft 365

1. Sign in to OneDrive:

   • Access the University of Lethbridge's Microsoft 365 portal at https://go.uleth.ca/365
   • Enter your full U of L email address and password to log in
   • If you are prompted to install Copilot, click 'Skip'
   • If there is a Copilot window at the top of the screen, click the x (top right of the window) to close it.
   • Click 'OneDrive' (far left)

2. Create a Primary Folder:

   • Click 'My Files' in the left (middle) menu.

   • Click the blue '+ Add New' button and select 'Folder'

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   • Name this folder something indicative of your work files, such as '_My Files' or '_Work Files'
   • (Note: Adding an underscore (_) at the beginning of the folder name will position the folder at the top of your files list.)
   • Optionally, select a folder colour, then click 'Create'

3. Create Subfolders:

   • Double-click to open the newly created primary folder.
   • Create two new folders within this folder: 
     • Click the blue '+ Add New' button and select 'Folder'
     • Name them '_OneDrive Desktop' and '_OneDrive Documents'

By structuring our OneDrive in this way, we replicate our workstation's organization, facilitating easy access and management of our files. In the next step, we will begin adding files to these folders.

Upload Files to OneDrive

In this step, we will copy files from our local desktop and documents, and upload them to OneDrive. The original files will remain on our computer and can be moved later.

1. Open the "OneDrive Desktop" Folder

   • Navigate to OneDrive and open the 'OneDrive Desktop' folder.

2. Upload Files:

   • Click '+ Add New ' (top left) and choose 'File Upload'

   • Select 'Desktop' from the left-hand menu in the file selection window.

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   • To upload all files at once:
     • Select one file, then press 'CMD (command) + A' to select all files (folders will not be chosen).
   • Click 'Open' to begin uploading files.
   • Note: We are copying the files from your desktop - we are not moving them. The original files will remain on your destop until they are moved, archived, or removed, etc. manually by yourself. 
   • Depending on file size and internet speed, file uploads may take several seconds to start and a few minutes to complete.

Upload Folders to OneDrive

1. Upload Folders:

   • Click '+ New' (top left) and choose 'Folder Upload'
   • Locate the folder you want to upload, select it, and click 'Open'
   • When prompted to confirm the upload, click 'Upload'
   • Note: Folders must be uploaded one at a time.

2. Repeat as Needed:

   • Continue this process until all folders are uploaded to the 'OneDrive Desktop' folder.

Upload Files to "OneDrive Documents" Folder

• Repeat the steps above to upload files and folders from your documents to the 'OneDrive Documents' folder.

Once completed, our files and folders will be securely copied to OneDrive, ensuring they are backed up and accessible from anywhere.

Installing the OneDrive Application

The next step is to install the OneDrive application to enable file syncing:

1. Download OneDrive:

   • Visit OneDrive Application Download to download the installer.

2. Run the Installer:

   • Locate the downloaded file in your 'Downloads' folder and double-click to open it.
   • Follow the prompts by clicking 'Continue', 'Continue', and then 'Install'
   • Enter your computer password when prompted.

3. Manage Prompts:

   • Select 'Don't Allow' if asked to allow access to your Downloads folder.
   • If prompted to allow access to data from other apps, click 'Don’t Allow'

4. Complete Installation:

   • The installation is now complete.

Our OneDrive application is ready to begin syncing files!

Logging Into the OneDrive Application

Next, we will log into the OneDrive application to enable access to our files saved in OneDrive:

1. Open OneDrive:

   • Locate and open 'OneDrive' from your Applications folder.

2. Sign In:

   • Use your UofL email and password to sign in.

3. Set Up Folder Location:

   • When prompted about your OneDrive folder location, click 'Next'

4. Complete Setup:

   • Click 'Next' on each prompt to complete the setup.
   • When prompted about syncing files, click 'OK'.

5. Mobile App Prompt:

   • When you reach the "Get Mobile App" screen, select 'Later'

6. Open OneDrive:

   • Click 'Open OneDrive' to complete the process.

Files will begin to sync, but this process may take several minutes to complete.

Working with Files in OneDrive

With our files now accessible in OneDrive, we can effortlessly open, edit, and save files, while working directly within OneDrive.

Opening an Existing File:

1. Access OneDrive:

   • Click the 'Finder' icon on your dock.
   • In the Finder sidebar, select 'OneDrive'

2. Locate Your File:

   • Open '_My Files', then navigate to '_OneDrive Desktop' or '_OneDrive Documents'
   • Double-click the file you want to edit.

3. Edit and Save:

   • The file will open in its default application (e.g., Word, Excel).
   • Make your changes.
   • Edits are saved automatically with each keystroke, thanks to OneDrive’s real-time syncing.

Creating and Saving a New File

Create and save new files directly from local applications like Word to OneDrive, ensuring seamless syncing and automatic saving.

1. Open an Application:

   • Launch your desired program (e.g., Word, PowerPoint, Excel).

2. Create and Save:

   • Click File > Save As.
   • Save the empty file first to enable automatic syncing before you start working.
   • In the save dialogue box, click 'Online Locations' 
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     • Navigate to OneDrive - University of Lethbridge (left), then choose the appropriate folder (e.g., "_My Files," then "_OneDrive Documents" or "_OneDrive Desktop")
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• Assign a file name and click Save.

Compose Your File:

• Begin working on your document as needed. Once saved to OneDrive, all changes are automatically synced with each keystroke. This ensures our work is securely saved and accessible from anywhere!

Creating an Alias (shortcut)

• Click 'Finder'  (bottom left)
• Scroll down and click 'OneDrive'
• Open '_My Files' (or whatever you named your root folder)
• Right-click '_OneDrive Desktop' and select 'Make Alias'
• Right-click '_OneDrive Documents' and select 'Make Alias'

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• Drag the newly created '_OneDrive Desktop alias' and drop it right onto your desktop for quick access. 
  • Now, whenever you want to work on files, simply open the _OneDrive Desktop alias'  from your desktop
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Creating Sidebar Shortcuts

Another timesaving feature is to create sidebar shortcuts. These shortcuts will be visible anytime you are in Finder (aka any time you open a folder, any folder, regardless of where it is on your computer)

• Click 'Finder'  (bottom left)
• Scroll down and click 'OneDrive'
• Open '_My Files' (or whatever you named your root folder)

• Scroll up to the top

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• {Click+hold+drag} the '_OneDrive Desktop alias' and place it under your Favourites list

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• If you make a mistake, {click+hold+drag} the alias and move it where you want it in your favourite list
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