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OneDrive Quick Tips

OneDrive provides a place in the cloud where you can store, share, and sync your work files. Below you'll find quick tips to help you use OneDrive.

Table of Contents

How to set up OneDrive

As part of the migration process, we moved your personal network drive data to OneDrive and installed the OneDrive app to your device.

If you haven’t already, here’s how to easily set up your OneDrive:

  1. To begin, click the “OneDrive” application on your desktop, or search for OneDrive Desktop Application on your computer.
  2. You will be prompted to sign-in using your Commonwealth email credentials in a new window.
  3. Follow the prompts to complete the set-up. There is no need to change any of the default settings.

Your OneDrive folder should then populate with your documents. Be sure to save all future documents to your OneDrive instead of your H Drive.

For more information, click here to visit our OneDrive website. For any questions, please call your Help Desk.

AutoSave feature documents saved in OneDrive

Did you know any documents saved in OneDrive automatically save as you’re working and making changes to the document? Here’s how to save your new documents to OneDrive on your computer so that you can utilize the AutoSave feature:

  1. In your new document, click "File" > "Save As".
  2. Click “Browse” and select your “OneDrive – Commonwealth of Massachusetts” folder.
  3. You should see all your personal folders in “My Documents.” Save your document in the desired folder.

Your document is now saved to your OneDrive. The AutoSave feature should be turned on in the upper left-hand corner of your file. Any future changes you make in the document will be automatically saved.

For more information, click here to visit our OneDrive website. For any questions, please call your Help Desk.

Share documents as a link

Did you know that you can now share documents as a link instead of an attachment? This will allow you and your colleagues to edit the same document in real time all while it lives in your personal OneDrive account. Here’s how:

  1. Save any Microsoft document to your OneDrive folder.
  2. Once you save your document, click the "Share" button in the upper right corner.
  3. Type the emails of employees you’d like to share the document with and add a personal message if you'd like. Click "Send".

You can also share your documents via email.

  1. When drafting an email, click “Attach File”
  2. Select the file from your OneDrive you’d like to share.
  3. Select “Share Link.”

Now you and your colleagues can see latest updates and make edits to a document in real time.

For more information, click here to visit our OneDrive website. For any questions, please call your Help Desk.

Access your files remotely

Still using VPN to access your files and folders? Now with One Drive you can access them remotely without being connected to the network. Here’s how

  1. Go to www.office.com on any browser.
  2. Sign in with your Commonwealth email credentials.
  3. Click the OneDrive icon to access all your files.

For more information, click here to visit our OneDrive website. For any questions, please call your Help Desk.

Navigating OneDrive icons

There are several icons and functions with OneDrive that may be confusing to new users. To help explain the function of each of these icons, here is a brief guide to some of the most common ones.

A "File Synced" icon with a white check mark in the middle of a green circle.

 

 

You can choose to sync a file to the OneDrive folder on your desktop, which means the file will always be accessible to you, even when you are offline. The disadvantage is that these files will take up space in your local drive. After uploading or sharing a file to OneDrive, it will display the “File Synced” icon. For files without this designation, the “File Not Synced” icon will appear.

A "File Syncing" icon with two white arrows in a blue circle. A "New File" icon that is green and white.

 

 

You may choose to sync files to your OneDrive desktop folder in order to have complete access to them when offline. If a file is in the process of syncing to the cloud, the “File Syncing” icon will appear. Once a new file has been added to your OneDrive, the green “New File” icon will appear with it.

Picture of a "Not Shared: icon with a grey locked lock. Picture of a "Shared" icon with two people.

 

 

If you are attempting to share a file (such as a Word document or Excel sheet) with a colleague using OneDrive, the “Not Shared” and “Shared” icons will designate which individuals have access to the file.

OneDrive’s icons allow users to easily navigate and organize the information and files they have on the system. Now, with a stronger understanding of OneDrive’s basic functionality, you can navigate the system with ease.

For more information, click her to visit our OneDrive website.  For any questions, please call your Help Desk.

Use shared folders in OneDrive

You can use OneDrive to share and collaborate on shared folders with your colleagues. The folders you store in OneDrive are private until you decide to share them, and you can stop sharing at any time. See below for instructions. (Note: Shared folders added to your OneDrive do not use any of your OneDrive storage space. They only count against the folder owner’s storage space.)

Step 1: Navigate to OneDrive online. Select the folder you’d like to share and click the “Share” icon.

Step 2: Enter the email addresses of the collaborators you’d like to share the folder with.

Step 3: (optional) Click the drop-down list to change the type of link. The Details pane opens, where you can change who can access the link and whether people can edit the item you’re sharing.

Step 4: Click “Send.” Once the folder is shared, any content created in the folder will be accessible to all collaborators.

Visit www.mass.gov/o365 for videos, tutorials, and tips on how to get started with O365! If you have any questions, please call your Help Desk. 

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