OneDrive Overview
This guide is intended to give you an overview on how to use OneDrive. PLEASE NOTE: THIS ONLY APPLIES TO CARE HOMES THAT HAVE BEEN MOVED TO THE CLOUD BY IT
General Navigation
To access OneDrive, go to https://www.office.com/ on a web browser and login. This will take you to your main 365 hub where you can access all your Office apps like Outlook, Word, etc.
Click the 9 dots in the top left to open the apps menu and select 'OneDrive'.
Along the left-hand side, you can create new files/folders with '+ Add new' and there are various navigation options...
Home - This will bring up your most recently accessed files and any shared files that have recently been modified.
My Files - This will show all the folders that belong to you, including your Desktop and Documents. Unless you have shared these files yourself, these files will be private to you (you can double check by looking at the 'Sharing' column next to any file/folder - below). Think of these as YOUR FILES.
Shared - This will show any files or folders that have been shared with you or by you (split into different sections called 'With you' and 'By you' at the top).
To access any files that your manager has shared with you, go to the 'With you' section. Remember, editing files in this section means you're editing them for everyone else who has access.
Favourites - To make it easier to navigate to files/folders that you often use, you can favourite them and they will appear here. To favourite a file, hover the mouse over it and click the star symbol that appears next to it.
Recycle bin - This works like the recycle bin on your desktop. Any file you delete on OneDrive will go here. You can restore or delete from the recycle bin. If you delete from the recycle bin, the data will go to a second-stage recycle bin that you can access from a link at the bottom of the recycle bin.
These are the main sections of OneDrive. Remember, documents on OneDrive are LIVE documents, meaning they automatically save all changes you make. Almost as soon as you make a change to a document (even typing one letter) it will save the document for you. You can rename documents at the top while you're editing them and the symbol next to it with a cloud and a tick means it has successfully saved. If you see a symbol showing arrows going in a circle, that means it is in the process of saving.
Moving/Copying Files
Due to files being automatically saved, any template files (Petty Cash, Handovers, etc) will need to be copied before they are edited rather than opening them and choosing 'Save As'. To copy or move a file, click the 3 dots next to it and choose 'Copy to' from the drop-down menu
You can then navigate to where you want to copy it to and then click 'Copy here' to do it.
You may get a notification pop up at the bottom of the screen warning that it hasn't been copied. If you get this, click 'Keep both' and it will copy it and add a number to the end of the file name. You can then edit this new version without fear of saving over the template file.
If you simply want to move a file instead of copying it, simply choose 'Move to' on the drop-down menu instead of 'Copy to'. The rest of the process is the same.
There is a separate guide you can access here if you want to learn about sharing and un-sharing files on OneDrive.