As part of the Office 365 service provided by Microsoft for your university account, you are provided with 1TB of online file storage via the OneDrive cloud service. This can be accessed from any device with an internet connection.
Important note - you will lose access to this drive once you graduate or leave the university. Please back up all data before this time.
Launch Office 365 (Email)
How to access your OneDrive
Logging in to your OneDrive
- Click the button at the top of this page to launch the Office 365 website.
- Enter your login details in the below format:
- Students - firstname.lastname@example.org
- Staff - email@example.com
- You will be taken to a login page for St Mary's where you can enter your password.
- Once logged in, click on the OneDrive icon to access your files.
To work on a file
- Find the file you want to open in your OneDrive.
- Click on the name of the file.
- This will open it in another tab using Office 365 (e.g. Word Online, PowerPoint Online, etc.)
- The changes will be automatically saved, but if you want to make sure you can press File > Save As… to manually save your changes.
If you want to download and edit a file
- If you download a file from your OneDrive, it may have protection automatically so you cannot edit it.
- To get access to this file, go to the location on your device you have saved the file.
- Right click on the file and click Properties.
- At the bottom of this window you will see an Unblock button.
- Click this button, click Apply, then click OK.
- Remember – if you want to save changes you make to a downloaded file, you will need to go back to your OneDrive online and upload the file.
Finding previous versions of documents in OneDrive
If you have accidentally overwritten a file, or have opened a file to find that data is missing, OneDrive offers the functionality to view previous versions of a file and restore the file to the earlier state:
- Log into Office 365 using the button at the top of this page and navigate to your OneDrive.
- Find the file that you want to check, click on the three vertical dots next to the file name, and select Version History
- A menu will open on the right of the screen showing all previous versions that have been recorded.
- You can select any of these versions and click the three vertical dots to the right of the Modified Date. There are three options to choose from:
- Restore - this will replace the currently document with the version you have selected.
- Open File - this will allow you to open and view the version to see if it is the correct one you need.
- Delete Versions - this will remove the backup version from the list and you will be unable to open this.
How to share a OneDrive file/folder with another person
OneDrive files and folders can be shared with colleagues, and can be collaboratively edited by multiple users. To share a file/folder:
- Log into Office 365 using the button at the top of this page and navigate to your OneDrive
- Find the file or folder that you want to share
- Click the three vertical dots next to the file/folder name and click Share
- A Send Link box will pop up. Select the level of permissions you want others to have over the file/folder by clicking the Anyone with the link can edit box.
- There are multiple settings you can change:
- You can allow anyone with the link to be able to access the file/folder, or you can restrict this to just within St Mary's, or even to specific people.
- You can choose whether to allow others to edit the file/folder, or just have read-access.
- You can set an expiration date, on which access to the file/folder will be removed.
- You can set a password that will need to be entered by the recipient before accessing.
- You can remove any download buttons preventing others from downloading the shared files.
- You can then send the invitation/link to recipients in one of the following ways:
- Enter recipients' names/email addresses in the Enter a name field, and then click Send. This will send each person a link to access the file/folder.
- Click the Copy Link button - this will create a link with the settings you have specified, which you can then send to anyone that requires the link.
Accessing OneDrive on Staff PCs
Your OneDrive will be automatically mapped to the Z drive on a desktop PC when you log in. This is done by a piece of software called Cloud Drive Mapper.
Any files you edit or save into this drive will automatically be uploaded into the cloud to your OneDrive account, which is tied to your staff Office 365 account.
Occasionally, this drive may disappear or become inaccessible. To resolve this, double click on the Restart Cloud Drive Mapper icon on your desktop. After a few seconds the drive should reappear in your Windows File Explorer.
Staff laptops using VPN should also have the Cloud Drive Mapper software installed. Laptops that do not use VPN and Apple Macbooks will require you to log in to Office 365 via the web to access your OneDrive.