{"id":247,"date":"2022-12-06T14:05:48","date_gmt":"2022-12-06T14:05:48","guid":{"rendered":"https:\/\/blogs.imperial.ac.uk\/office365\/?p=247"},"modified":"2022-12-06T14:05:48","modified_gmt":"2022-12-06T14:05:48","slug":"one-drive-for-business-basics","status":"publish","type":"post","link":"https:\/\/blogs.imperial.ac.uk\/office365\/2022\/12\/06\/one-drive-for-business-basics\/","title":{"rendered":"One Drive for Business &#8211; Basics"},"content":{"rendered":"<p>One Drive for Business (ODfB) is the personal storage area assigned to each user as part of their Office 365 license.<\/p>\n<p>One Drive for Business is delivered as a &#8220;personal SharePoint site&#8221;.\u00a0 You get all the great SharePoint features such as collaboration and co-authoring if you choose to share a file (see below for some guidance), but it is a personal site.<\/p>\n<p>If you look at the address for your One Drive for Business, you&#8217;ll see that it has &#8220;-my&#8221; after the tenant name but that it sits on SharePoint, and the address also contains your User Principle Name (but with the @ and . characters replaced with _).<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"91\" class=\"alignnone size-medium wp-image-263\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-ODfB-01-300x91.jpg\" alt=\"\" \/><\/p>\n<h2><span style=\"text-decoration: underline\"><strong>Quota<\/strong><\/span><\/h2>\n<p>Within Imperial College London, every user gets an initial quota of 5 Terra Bytes (5TB) of storage space.\u00a0 If you manage to fill that (and there&#8217;s no competition to try!), then we can extend your quota further should you need it.\u00a0 We can only do that once your One Drive for Business is consistently using more than 90% (4.5TB) of the quota.<\/p>\n<p>OK &#8211; so how much is 5TB really?<\/p>\n<p>85,000 CD quality MP3 tracks &#8211; roughly equivalent to 1,000,000 hours of listening, which is about 114 years of back to back listening.<\/p>\n<p>or<\/p>\n<p>1.5 million photos<\/p>\n<p>or<\/p>\n<p>2,500 DVD quality movies<\/p>\n<p>&nbsp;<\/p>\n<h2><span style=\"text-decoration: underline\"><strong>File Versioning<\/strong><\/span><\/h2>\n<p>OneDrive for Business and SharePoint both support automatic file versioning.\u00a0 So you don&#8217;t have to add version numbers onto documents any more, nor do you have to remember where you are up to.<\/p>\n<p>When you open a file from your ODfB the default is to open the current version.<\/p>\n<p>You can see all the versions of a file by clicking on the vertical dots to the right of the file name (when you hover over the file in the browser) and then choosing Version History.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"247\" class=\"alignnone size-medium wp-image-260\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-Version-History-01-300x247.jpg\" alt=\"Screenshot showing how to find version history for a file on OneDrive for Business\" \/><\/p>\n<h6>Screenshot showing how to access version history.<\/h6>\n<p>Once you have the version history open you can choose to delete a version or restore an earlier version.\u00a0 Alternatively you can open a version so that you can compare it against the current version.<br \/>\n<strong>Note<\/strong> &#8211; you can only Open the current version (you can&#8217;t restore it because it is the most up to date version and you can&#8217;t delete the current version).<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"196\" class=\"alignnone size-medium wp-image-261\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-Version-History-02-300x196.jpg\" alt=\"Screenshot showing version history for a file\" \/><\/p>\n<h6>Screenshot showing version history for a file.<\/h6>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"205\" height=\"300\" class=\"alignnone size-medium wp-image-262\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-Version-History-03-205x300.jpg\" alt=\"Screenshot showing options for a file version\" \/><\/p>\n<h6>Screenshot showing actions that can be carried out on a version of a file.<\/h6>\n<h2><span style=\"text-decoration: underline\"><strong>Recycle Bin<\/strong><\/span><\/h2>\n<p>You can delete a file or version of a file and then restore it for yourself.<\/p>\n<p>This works for 90 days, after which you will need to ask ICT for assistance, up to 180 days.<\/p>\n<p>If you deleted it more than 180 days ago, then it&#8217;s gone for good.<\/p>\n<p>Use the Recycle Bin link in the navigation bar on the left side of your ODfB to see the files and folders that you deleted.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"83\" class=\"alignnone size-medium wp-image-258\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-Recycle-Bin-01-300x83.jpg\" alt=\"Screenshot of recycle bin\" \/><\/p>\n<h6>How to access the Recycle Bin in One Drive for Business.<\/h6>\n<p>Select a file or version of a file to then be able to restore the file.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"222\" class=\"alignnone size-medium wp-image-259\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-Recycle-Bin-02-300x222.jpg\" alt=\"Screenshot showing how to restore a file or file version from the recycle bin\" \/><\/p>\n<h6>Screenshot showing how to restore a file or file version from the recycle bin<\/h6>\n<p>&nbsp;<\/p>\n<h2><span style=\"text-decoration: underline\"><strong>Sharing<\/strong><\/span><\/h2>\n<p>Do NOT share files with large numbers of people or for long term sharing.\u00a0 Use a SharePoint site for long term group access or sharing.<\/p>\n<p>Sharing from your One Drive for Business is designed for short-term, small-scale collaboration.\u00a0 It is NOT designed for you to deliver long term access or to run a group or department file share.<\/p>\n<p><span style=\"text-decoration: underline\"><strong>N.B.<\/strong><\/span><strong> If you have shared files and are leaving College then you need to give those files to someone else &#8211; when you leave College your license to access Microsoft 365 will be revoked and your personal One Drive for Business data will be deleted automatically.<\/strong><\/p>\n<p>Imperial College London do NOT allow &#8220;anyone&#8221; sharing.\u00a0 Anonymous links are dangerous and can lead to serious GDPR data breaches.<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"73\" class=\"alignnone size-medium wp-image-250\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-ODfB-Sharing-01-300x73.jpg\" alt=\"Screenshot showing how to start sharing wizard\" \/><\/p>\n<h6>Screenshot showing how to start sharing wizard<\/h6>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"247\" class=\"alignnone size-medium wp-image-251\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-ODfB-Sharing-02-300x247.jpg\" alt=\"The sharing controls\" \/><\/p>\n<h6>The sharing controls<\/h6>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"298\" class=\"alignnone size-medium wp-image-253\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-ODfB-Sharing-04-300x298.jpg\" alt=\"Advanced sharing controls\" \/><\/p>\n<h6>Advanced sharing controls<\/h6>\n<p>You can share directly with people, either by selecting them from the internal directory, or with external people by entering their email address or institution UPN.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"243\" height=\"300\" class=\"alignnone size-medium wp-image-256\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-ODfB-Sharing-07-243x300.jpg\" alt=\"Screenshot showing how to add people to sharing\" \/><\/p>\n<h6>Screenshot showing how to add people to sharing<\/h6>\n<p>When you choose to share you can control what level of access is provided (Edit, Review or Read).<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"249\" height=\"300\" class=\"alignnone size-medium wp-image-254\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-ODfB-Sharing-05-249x300.jpg\" alt=\"Sharing access levels\" \/><\/p>\n<h6>Sharing access levels<\/h6>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"248\" class=\"alignnone size-medium wp-image-255\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-ODfB-Sharing-06-300x248.jpg\" alt=\"Sharing access levels - main sharing dialogue box\" \/><\/p>\n<h6>Sharing access levels<\/h6>\n<p>&nbsp;<\/p>\n<p>You can also see what you have shared by using the Shared link in the left navigation bar in ODfB.\u00a0 You can then choose between the files that have been &#8220;Shared with you&#8221; (i.e. shared by others for you to read, review or edit) or &#8220;Shared by you&#8221; (your files which you have shared).<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"94\" class=\"alignnone size-medium wp-image-249\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-ODfB-Shared-300x94.jpg\" alt=\"Screenshot showing shared files\" \/><\/p>\n<h6>Screenshot showing shared files<\/h6>\n<p>&nbsp;<\/p>\n<p>You can control the access at any time.\u00a0 Select the file or folder and then click on the menu and choose &#8220;manage access&#8221;.\u00a0 You can stop all access by clicking on the &#8220;Stop sharing&#8221; option at the top, or you can change the access for individuals who no longer need access.<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"200\" class=\"alignnone size-medium wp-image-265\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-ODfB-Shared-manage-access-01-300x200.jpg\" alt=\"Access to manage access\" \/><\/p>\n<h6>Access to manage access<\/h6>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"198\" class=\"alignnone size-medium wp-image-266\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-06-ODfB-Shared-manage-access-02-300x198.jpg\" alt=\"Managing access\" \/><\/p>\n<h6>Managing access<\/h6>\n<p>&nbsp;<\/p>\n<h2><span style=\"text-decoration: underline\"><strong>What&#8217;s a UPN?<\/strong><\/span><\/h2>\n<p>Your UPN is your User Principle Name.\u00a0 At imperial we use username followed by the domain (which means it is different from our primary email address).\u00a0 Other institutions may well also have a UPN which is different to the primary email address.<\/p>\n<p>If you are sharing with others then ask them if they have a Microsoft 365 UPN (i.e. do they login with something other than their primary email address).<\/p>\n<p>UPNs are also used when adding people to Microsoft 365 groups to ensure that the user is correctly authenticated and access is granted appropriately.<\/p>\n<p>If you are being added to a group (Team or email group) at another institution, make sure that you have given them your UPN for seamless access.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>One Drive for Business (ODfB) is the personal storage area assigned to each user as part of their Office 365 license. One Drive for Business is delivered as a &#8220;personal SharePoint site&#8221;.\u00a0 You get all the great SharePoint features such as collaboration and co-authoring if you choose to share a file (see below for some [&hellip;]<\/p>\n","protected":false},"author":1566,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[312312],"tags":[312566,313978,314039,313980],"class_list":["post-247","post","type-post","status-publish","format-standard","hentry","category-microsoft-365-general","tag-microsoft-365","tag-onedrive-for-business","tag-sharing","tag-working-collaboratively"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>One Drive for Business - Basics - Office 365 News and Updates<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blogs.imperial.ac.uk\/office365\/2022\/12\/06\/one-drive-for-business-basics\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"One Drive for Business - Basics - Office 365 News and Updates\" \/>\n<meta property=\"og:description\" content=\"One Drive for Business (ODfB) is the personal storage area assigned to each user as part of their Office 365 license. 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