office365

office365

  • Last updated: 04-10-2018

    Most users will know Outlook for its email capabilties and will probably use it day to day for email. If you are new to using Outlook, this guide will give you a very quick overview of Outlook on the web.

    More training content for Outlook on the web can be found using the links below. They will take you to Microsoft's training website.

    If you're looking for some guidance in using the Outlook Desktop client with Office 365, please see the following official Microsoft training. This will open in a new window.

  • What is Delve?

    Have you ever wanted to find all the documents around a particular subject? Or is there a member of staff you are about to have a meeting with, and you need to get up to speed on what they have been working on recently? Delve can help. It intelligently discovers and organises information from across all of your school's Office 365, and then displays it to you making everything easy to find and understand. Find work by particular people or search on a keyword or subject. And you'll only ever see the content you have access to. Finding content has never been so easy.

  • GDPR is looming large on the horizon, and it has probably got you reviewing how you handle personal data, in particular how you can better protect it from being lost or falling into the wrong hands. The risk of data being lost increases greatly when data is copied onto laptops or memory sticks and is then taken outside of the school. And if those laptops or memory sticks are not encrypted, then the chances of the data falling into the wrong hands increases as well. So what can you do to protect against such a disaster?

  • Last Updated: 03-10-2018

    Open your web browser and go to https://portal.office.com. Sign in with your Office 365 username and password.

    Sign In to Office 365

     

    Click on the Cog Wheel in the top right hand corner to access your Settings.

    office 365 settings

     

    Click on Mail under Your App Settings

    Mail Settings

     

    Select Email signature under Mail > Layout in Options

    email signature

     

    Create your signature in the box. Select any of the options about automatically including your signature as required. When you are happy with your signature click Save
    Now test sending some e-mails to check your signature looks as it should

    outlook email signature 05

     

    Tip

     If you want to create a signature with a relatively complex layout including pictures then you will be best to create a table to hold the different parts of the signature and allow you to format them independently of each other.

    add a table to a signature

     

    If you want to stop the gridlines of a table from showing, right click within the table to access more options. Then select Style > Clear

    set table style

  • Last Updated: 29-09-2018

    If you want to attach a file to an e-mail using Outlook in Office 365, and the file that you want to attach is stored in a classic SharePoint library, then you may find that it is not possible to attach directly from within the Office 365 Outlook web client. As you can see from the screen shot, there is no option to select a classic SharePoint site. So how can you send a file to someone by e-mail? Below are some suggested solutions.

    Attaching a file in Outlook Office 365

     

     

     

     

     

     

     

     

     

    1. Share the File Directly from SharePoint

    You can share the file directly from within SharePoint, entering a message directly if you want, or copying a link, or opening Outlook to compose a longer e-mail. Please see How to Share a File or Folder Directly from SharePoint or OneDrive for step-by-step instructions on how to do this.

    Sharing a file directly from SharePoint

    Pros

    • No need to download any files or go to Outlook – share directly from SharePoint or OneDrive
    • Great from a revision standpoint. Even after you email the file and then make a change to it the recipient will still get the latest version, as the link will stay the same 
    • If you need to share multiple files you can share a whole folder and all of its contents in the same fashion 
    • When sharing, you can specify whether you want to grant the recipient just the ability to view or also the ability to edit a file. 
    • Security - You can share with specific people, so only they will have access. If they forward the link on it will not work for other people, as you never granted those other people access to the file.

    Cons

    • Need to share multiple times if content being shared is not located in the same library
    • Some people like to originate their emails from within the Outlook client and not via Sharing screen

     

    2. Download the File, and Add as an Attachment

    This is the method that we are all used to. When writing an e-mail, choose to add an attachment and browse for file you want to attach on your local computer. The obvious disadvantage of this method when you are wanting to attach files that are stored in SharePoint is that you will have to download them on to your local computer first of all.

    First of all select the file, or files, you want to attach and download them to your computer

    Download a file from SharePoint

     

    Create a new e-mail in outlook. Click Attach and choose Computer. Browse your computer to find the files you downloaded and attach them to your e-mail.

    Attach a file from computer in Outlook

     

    Pros

    It is the same method that you are probably already familiar with

    Cons

    You have to download the file before you can attach it
    It creates extra copies of the file

     

    3. Use the Outlook Desktop Client

    If you have the Office Desktop applications installed on your computer (e.g. Office 2016 or Office 365 Pro Plus), then you can use the Outlook Desktop Client to attach files from a classic SharePoint library to your e-mails. However this method does require you to have browsed to the SharePoint library beforehand in a different Office 365 connected application such as Word. 

    In the Outlook Client click on Attach File Attach File in Outlook Client
    From the drop down menu, move your mouse cursor over Browse Web Locations > Sites - Organisation Name attach file email classic sharepoint 06

    Another menu will appear showing you recent folders you have accessed on your SharePoint site.

    Click on the Document Library folder that contains the files you want to attach

    Recent Folders

    The document library will open in File Explorer and you can browse your files and folders in SharePoint to find the file that you want to attach.

    Select the file you want to attach and click Insert

    Browse Document Library in Outlook Client

    Choose how you want to 'attach' the file. You can either Share Link or Attach as Copy.

    Share Link will just send a link to the file so that the recipient can access it directly from your SharePoint. This has the advantage that the recipient will always see the latest copy of the file and you can revoke access if needs be. However, they may have to go through some kind of verification process to gain access. See How to Share a File or Folder Directly from SharePoint or OneDrive for more details.

    Attach as Copy will mean that you are just sending each recipient an individual copy of the file. This is the classic method of attaching files to an e-mail. You may find this best when sharing finished documents to external partners or customers.

    Select Type of Attachment

    You can now finish typing your e-mail and send it.

    Repeat the above steps if you need to add more attachments

    Send e-mail in Oultook Client

    Pros

    You can attach files directly from SharePoint to an e-mail

    You have the familiarity of using the Outlook client and attaching files in a traditional manner

    Cons

    You need to have already browsed to the SharePoint Library you want to access within another Office 365 connected application such as Word

     You need the Outlook Desktop client installed, either from Office 2016 or Office 365 Pro Plus

     

  • What is Microsoft Planner?

    o365 planner tileMicrosoft Planner provides a simple and highly visual way to organize teamwork. Planner makes it easy for your team to create new plans, organize and assign tasks, share files, chat about what you’re working on, and get updates on progress. Planner can be used to manage a marketing event, brainstorm new product ideas, track a school project, prepare for a customer visit, or just organize your team more effectively.

    Microsoft Planner is included as part of your school's Office 365 subscription. Launch Planner from the Office 365 app launcher with a single click. You can then create a new plan, build a team, assign tasks, and update status—in a few easy steps.

  • What is Microsoft Stream?

    Microsoft Stream is an Enterprise Video service where people in your organization can upload, view, and share videos securely. In plain English? Think of it as YouTube for your school, where the videos that you upload can only be viewed by other members of the school that have an Office 365 login. And you can restrict exactly who can view videos based on groups; for example a staff only group. But sharing the videos is easy, and because it is part of Office 365, you get excellent compatibility with other tools like OneNote, Teams and SharePoint.

  • What Is Microsoft Teams?

    o365 teams tileDo you feel a little overwhelmed by everything that Office 365 has to offer? Would you like to have just one application from which to work online and have access to everything you need to get your job done right there, in that one place. Then it's Teams to the rescue. Microsoft Teams brings together the full breadth and depth of Office 365, to provide a true chat-based hub for teamwork. It brings people, conversations, files, and tools into one place, so everyone has instant access to everything they need.

    Out of the box, a team created in Teams will create an Office 365 Group, a SharePoint Online site (complete with a document library), and an Exchange Online group mailbox. Teams provides a persistent chat capability, calling and meetings (think Skype), and easy access to other components of Office 365. This provides a hub for teamwork that is appropriate for enterprise companies, small organizations and everyone in between.

  • What is Microsoft To-Do?

    o365 to do tileMicrosoft To-Do helps you create a list for anything—for work, home projects or just your groceries. You can keep track of deadlines by adding reminders, due dates and notes, and personalize each list with colourful themes. You can access your lists from anywhere with the Microsoft To-Do apps for iPhone, Android phone, Windows 10 devices and the web. For example, make a list of announcements for tomorrow's assembly using To-Do from within Office 365 on your office computer in the evening, then access that list with the To-Do app on your phone the following morning.

    To-Do helps you manage, prioritize, and complete the most important things you need to achieve every day, powered by Office 365 integration.

  • What is Mobile Device Management for Office 365?

    Mobile Device Management (MDM) for Office 365 can help you secure and manage mobile devices like iPhones, iPads, Android devices, and Windows Phones used by licensed Office 365 users in your organization. You can create mobile device management policies with settings that can help control access to your organization’s Office 365 email and documents for supported mobile devices and apps. If a device is lost or stolen, you can remotely wipe the device to remove sensitive organizational information. And what is more, this is all available as part of your school's standard Office 365 without the need to purchase any additional subscriptions or add-ons.

  • icon microsoft flat150

    This 2 hour training session covers the main areas of Office 365 used on a day to day basis. It is ideal for members of staff that require training in the general use of Office 365 in order to become more familiar with its core functionality.

    This course will look at:

    • Outlook Webmail - including day to day management of mail, file attachments, signatures, appearance customisation.
    • Calendars - including organising events, additional calendars, sharing calendars.
    • Skype for Business - including instant messaging, video/voice chat, screen presenting.
    • OneDrive - including uploading files, organising folders and sharing files.
    • Groups - introduction to team collaboration including group discussions, calendar and a shared document library.

    Outcome

    By the end of this course you will have learnt how to make the most of the core functionality of mail, calendars and file storage in Office 365. This will give you the skills to be able to work flexibly from multiple school sites or home.

    Audience

    New users to Office 365, or users that have only used it for e-mail but would like to learn how to store and share files in Office 365 and make better use of Office 365 for communication. 

    Pricing 

    On-site. This is a 2 hour session delivered at your school, at a time and date convenient for you. The school will need to provide internet access, and computers for delegates. Schools ICT can provide a projector if required.

    £165

    County Hall Based. This is a 2 hour session delivered at County Hall. Please see the North Yorkshire Education Services Training and Events website for available dates and times.  £75 per delegate

    Remote Training. This is a one to one course delivered via a remote support session to the delegate's computer. This course can be delivered at a time and date to suit the delegate. While we would expect to deliver the course content as outlined above, the course can be tailored to more individual requirements if required, for example skipping certain topics.

    £45 per hour

     If you would like to enquire about on-site to remote training please contact Schools ICT on 01609 536086 or email us by clicking here.

  • So you've decided to make the move to Office 365. But there is one question you might be asking. Is my data safe? Rest assured that Microsoft takes the safety of your data very seriously.

    • Security - Office 365 uses a 'defence-in-depth' approach to provide industry-leading security for their datacentres and customer data. Microsoft also give you enterprise-grade user and administrative controls to further secure your data.
    • Compliance - Microsoft's data processing agreement details the privacy, security, and handling of customer data, which helps you comply with local regulations. A specialist compliance team continuously tracks standards and regulations, to ensure that Office 365 stays up to date with any changes, for example GDPR.
    • Privacy - When you entrust your data to Office 365, you remain the sole owner of that data: you retain the rights, title, and interest in the data you store in Office 365. Microsoft's policy is to not mine your data for advertising purposes or use your data except for purposes consistent with providing you cloud productivity services.
  • You might just know Office 365 as an e-mail system. But, believe me, it is so much more than that. Are you interested in being able to work easily from home, having the same access to all your documents as you do at school? Would you like to be able to easily share lots of information with staff, for example ensuring they always had the latest guidance to hand. Have you ever wished you could create professional looking presentations that are easy to share and can be viewed on any device? Are you worried about how you will meet GDPR compliance? Well, Office 365 might just be the answer you are looking for. Below is a quick summary of what you get with Office 365. And don't forget it is all FREE for schools!

       

    o365 onedrive tile

    OneDrive - Have you ever needed to work on a school document when you were at home? Are you fed up with copying files to and from memory sticks? Do you often collaborate with several colleagues on a report? Well, OneDrive is the answer. It is online file storage and sharing for each user, with unlimited storage. With OneDrive, your files are secure and available everywhere: home, school or on the move. Edit and co-author whether using a web browser, mobile apps, or desktop apps. Easily share files with colleagues, making collaboration a breeze. Even access files when offline using the OneDrive sync client.

    o365 onenote tile

    OneNote - If you're not using OneNote already, then you're missing out. This is probably the greatest program in the whole Microsoft Office suite. Organise everything; typed notes, handwritten notes, pictures, videos, files, audio recording and more all in one place. Add extra notebooks, sections and pages to keep everything just as you like it. And you don't even have to worry about saving work as you go along - it all happens automatically. A OneNote app is available for all devices and you can also work online directly via a web browser. And if you are using an app, then you can work in OneNote while you are offline, and everything will sync once you connect to the web again. Trust me, it's great. Try it.

    o365 immersive reader

    o365 forms tiles

    o365 sway tile

    o365 powerpoint tile

    Learning Tools - Immersive Reader, Forms, Sway, and Office Mix - There is a whole bunch of apps and tools available within Office 365 which can be used both to help with learning, and to just generally create more engaging and accessible content that you can then easily share with others.

    • Immersive Reader - Change font size, text spacing, background colour. Split up words into syllables. Highlight verbs, nouns adjectives and sub-clauses. Choose between two fonts optimised to help with reading. Read out text aloud. Change speed of reading.
      immersive reader example
    • Forms - Create surveys, polls and custom quizzes. Easily share via e-mail, a web link, or embed in a web page. Then sit back and wait for the response to come in.
    • Sway - Create interactive, digital presentations that can easily be shared on the web. Add text, pictures, videos, audio and more. View on your computer, phone or tablet. It is proper web content and so looks great on all devices!
    • PowerPoint Recording - Turn your PowerPoint presentations into interactive online lessons and share them with your students and colleagues. Add audio and video narration, real-time digital inking, and screen recordings that show actions you take on your computer.

    o365 mail tile

    o365 calendar tile

    E-mail and Calendars - OK, so you are already using this, but did you know:

    • Automatically filter out low priority e-mails using the Focused inbox feature. As move e-mails you rarely read into the "Other" folder, and out of your "Focused" inbox, the system will learn and start to do this automatically for you.
    • No excuses for missing emails. Use @Mentions to get noticed. @mention someone in an e-mail and they will automatically be added to the list of recipients. The person receiving the e-mail will see the @ symbol in their inbox.
    • Access e-mail and calendars via web browser, desktop or mobile apps. So you can stay in touch wherever you are and across all devices.

    o365 skype tile

    Skype for Business - Have you ever wanted to invite a subject expert to talk to your class, but they live too far away? Do you want to cut down on travel costs and time between different school sites for meetings? Then it might be time to give Skype for Business a whirl. Skype can give you instant messaging, video conferencing and screen sharing. See your colleagues status (presence information), so you know at a glance if they are available for a chat or quick meeting. Conversations are protected by strong authentication and encryption. The Skype for Business app is available for mobile, tablet, PC and Mac.

    o365 sharepoint tile

    SharePoint - Does your school have to share certain information and documents with all staff? Do you need to control who has access? Do you need to let some people update information, while letting others only read it? If the answer to those questions is yes, then SharePoint is for you. You might like to think of SharePoint as being a shared staff folder, but on the web. Actually it is much more. With SharePoint show important visuals, news, and updates with a team or communication site. Discover, follow, and search for sites, files, and people across your company. And not forgetting that you can sync and store your files in the cloud so anyone can securely work with you. SharePoint integrates with the Microsoft Office apps allowing you to work and collaborate on documents from PC, Mac or mobile device.

    sharepoint example

    o365 compliance tile

    Security and Compliance - Are you worried about GDPR compliance? Would you like to let your staff use their mobile phones to access e-mail, but you are worried about data security? Then you'll just love the Security and Compliance features that are built into Office 365. Just take a look at these features:

    • Threat management - protect e-mail messages from malicious software.
    • Mobile device management (MDM) - unleash those phones.
    • Data loss prevention (DLP) - help to stop sensitive data leaving the organisation.
    • Data governance - Document labelling and retention policies.
    • Search and investigation including eDiscovery.
    • Service Assurance - Information about how Microsoft protects your data.
    • Office 356 Secure Score - Learn how secure your Office 365 is, and how you can imrpove.

    0365 delve tile

    Delve - Have you ever wanted to find all the documents around a particular subject? Or is there a member of staff you are about to have a meeting with, and you need to get up to speed on what have been working on recently? Delve can help. It intelligently discovers and organises information from across your whole school's Office 365, and then displays it to you making everything easy to find and understand. Find work by particular people or search on a keyword or subject. And you'll only ever see the content you have access to. Finding content has never been so easy.delve example

    o365 office online tile

    Office Online - Create and edit Word, OneNote, PowerPoint, and Excel documents from a browser. And if you have a school EES agreement you get all the desktop and mobile apps as well, which you can download and install on up to 5 different devices per user. So you can start a document in on your computer at school, then finish editing and reviewing it on your iPad at home that evening.

    o365 stream tile

    Stream - Do you have lots of videos that would like to share securely with the rest of the school? Then you'll like Stream. Easily manage and share videos across your school. Group videos of similar content together in channels. Embed individual videos or channels into other Office 365 services such as SharePoint or Teams. Control who can see which videos, and feel safe in the knowledge that only people with a login for your school's Office 365 will be able to see the videos.

    o365 planner tile

    Planner - Take the chaos out of teamwork and get more done! Planner makes it easy for your team to create new plans, organize and assign tasks, share files, chat about what you’re working on, and get updates on progress. Each plan has its own board, where you can organize tasks into buckets. You can categorize tasks based on their status or on whom they’re assigned to. To update the status or change assignments, just drag and drop tasks between columns.

    planner example

    o365 teams tile Teams - Do you feel a little overwhelmed by everything that Office 365 has to offer? Would you like to have just one application from which to work online and have access to everything you need to get your job done right there, in that one place. Then it's Teams to the rescue. Microsoft Teams is a chat-centred workspace in Office 365. It brings people, conversations, files, and tools into one place, so everyone has instant access to everything they need. Enjoy built-in access to SharePoint, OneNote, and Skype for Business.
    • Work on documents directly within Teams using the familiar office apps.
    • The persistent chat-based nature of the Teams means that everyone stays up to date with what is happening, even if they have been away for a few days.
    • Use Teams to create online classrooms. Hand out assignments or homework online. Children can complete and return them without ever going near a printer or a piece of paper.
    • Combine with Class Notebook for a truly any time, any place learning experience.
    • Teams is available via a web browser, PC and Mac, and mobile apps.
    o365 class notebook tile Class Notebook - If you have ever used OneNote, then you'll know what a great app it is for organising all your information, keeping all your notes in one easy to use place. Well, Class Notebook takes all that goodness and tailors it to the classroom. OneNote Class Notebooks have a personal workspace for every student, a content library for handouts, and a collaboration space for lessons and creative activities.
    • Organize your lesson plans and course content in your own digital notebook.
    • Students can go to the content library to get their assignments. No more printed handouts for the class.
    • The collaboration space encourages students to work together as the teacher provides real-time feedback and coaching.
    • Provide individualized support by typing or writing directly in each student's private notebook.class notebook example

     

     

  • Last Updated: 19-11-2018

    o365 people tile

    When you open the People app in Office 365, besides working with individual contacts there are two other 'people elements' that you may find yourself working with, or at least working with. These are Contact Lists and Groups.

     

     

    Contact Lists

    Office 365 Contact Lists are lists of individual email addresses linked by a shared list name and allows you to pick this list name when sending an email, saving you the time of adding lots of separate individual email addresses. In the past these might have been called personal distribution groups.

    If you'd like to know more about how to work with Contacts and Contact Lists in Office 365, then please see the following Microsoft article:

    Using contacts (People) in Outlook on the web

    Groups

    Groups in Office 365 let you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share. Resources such as a shared Outlook inbox (i.e. a group e-mail address), shared calendar or a document library for collaborating on files. Groups are a fundamental sharing feature in Office 365 and are used in different areas of the service, such as SharePoint or Teams, to provide sharing and collaboration.

    If you would like to learn more about Office 365 Groups please see the following Microsft article:

    Learn about Office 365 Groups

     

  • Last updated: 19-11-2018

    All Office 365 plans allow you to view documents using the Word, Excel, PowerPoint, or OneNote apps for iOS, Android, or Windows mobile devices. If you have Office365 Education, Office 365 Enterprise E1, Office 365 Business Essentials or another qualifying subscription then you can also edit files, at least on screen sizes up to 10.1 inches. For more details please see What you can do in the Office apps on an Android, iOS, or Windows mobile device with an Office 365 subscription

    iPhone or iPad Setup

    For help setting up Office 365 applications on iPhones or iPads please see the following Microsoft article. Click on the links in the article to access instructions for the particular app you want to install of get help with. Click on drop down menus within the articles to access even more in depth help.

    Set up Office apps and email on iOS devices

     

     Android Phone or Tablet Setup

    For help setting up Office 365 applications on Android phones and tablets please see the following Microsoft article. Click on the links in the article to access instructions for the particular app you want to install of get help with. Click on drop down menus within the articles to access even more in depth help.

    Set up Office apps and email on Android

    For more general help on all Office products visit Microsoft's Office Help and Training website.

     

  • Last updated: 20-12-2017

    If your organisation has enabled self-service password reset for Office 365, then you can use the links below to register for or use the service.

    If you are a North Yorkshire school that would like this feature enabling on your Office 365 tenancy then please contact Schools ICT.

  • What is Office Online?

    Word, Excel, PowerPoint and OneNote that you can use directly from within a web browser. No need to install any software. Use on any device that has a web browser, be that a an iPAD, and Andoid tablet or phone, or a Windows device.Just log into Office 365 and off you go. As easy as that. And it is all available for free with your school's Office 365 subscription.

  • OneDrive gives you one place to store, share, and sync your work or school files. As part of your organization's Office 365 subscription, you can save your files in OneDrive and then work with them from almost any device. Sign in to Office 365 with your work or school account, so you can:

    • Upload files from your PC or Mac.
    • Share files with others.
    • Give others permission to edit files and work on them at the same time.
    • Get to your files from anywhere, on your computer, tablet, or phone.
    • Sync OneDrive to your PC or Mac, so you can access your files even when you're offline.

     

    Why Use OneDrive?

  • Last Updated: 19-10-2018

    Accessing OneDrive

    From any school or personal computer, browse to the following location:

    https://www.office.com

    Log in with your Office 365 Username and Password

    Click on the OneDrive App from the Apps list (Users can click on the Word, Excel and PowerPoint apps directly if they want to create a file quickly.)

    onedrive apps

    Or

    If the user is in the web based email app Outlook or any of the other Office 365 applications, click on the App Launcher (9 dots top left hand side)

    onedrive appsmain

    Then click the OneDrive app.

    NOTE: - If any user does not have OneDrive app listed, we will need to modify the users Office 365 license to ensure they have access.

    Please contact the Schools ICT help desk on 01609 536086 Option 1 with the users email address.

     

    Using OneDrive

    To create new files or folders click on New.

    To upload files to your OneDrive click on Upload or drag files from Windows Explorer to the OneDrive screen

    When you click on the New link you will be presented with the following pop-up menu, where you can create folders, Microsoft Word documents, Excel workbooks, PowerPoint presentations or OneNote notebooks.

    onedrive using

     

    Learn More About OneDrive

    OneDrive - How to upload files to OneDrive - More detailed instructions on how to upload and manage files with OneDrive

    OneDrive - How to Share a File or Folder Directly from SharePoint or OneDrive - Learn how easy it is to share files from OneDrive

    OneDrive - How to Setup the OneDrive Sync Client - Get to your OneDrive in File Explorer and access your files even when offline.

    OneDrive - Files on Demand - An explanation of Files on Demand

    OneDrive - Transferring files to OneDrive or SharePoint with the OneDrive sync Client - How you can use the OneDrive sync client to help you move files to OneDrive

    OneDrive - How to Set Up Folder ProtectionOneDrive - How to Set Up Folder Protection

    Is My Data Safe? - Summarises why storing your files in Office 365 makes them safer and helps you comply with data security regulations.

     

    For even more information, you can visit Microsoft's OneDrive Help Centre

  • Last Updated: 19-10-2018

    Overview

    You need to be running the Windows 10 Fall Creators update (v 1709) in order to have this feature.

    OneDrive Files On-Demand helps you access all your files in OneDrive without having to download all of them and use storage space on your device.

    When you turn on Files On-Demand, you’ll see all your files in File Explorer and get new information about each file. New files created online or on another device appear as online-only files, which don’t take up space on your device. When you’re connected to the Internet, you’ll be able to use the files like every other file on your device.

    This article will cover:

    You can also read Microsoft's documentation Learn about OneDrive Files On-Demand if the information you require isn't covered by this article.

      

    What's the difference between Locally Availbale Files and Always Available Files?

    Microsoft explain about the different statuses fairly well in their Learn about OneDrive Files On-Demand article, but you might appreciate a little extra clarification of the difference between locally available files and always available files.

    Your files will have these statuses in File Explorer:

    Conceptual image of an online only file

    Online-only files

    Online-only files don’t take up space on your computer. You see a cloud icon for each online-only file in File Explorer, but the file doesn’t download to your device until you open it. You can’t open online-only files when your device isn’t connected to the Internet.

    Conceptual image of a locally available file

    Locally available files

    When you open an online-only file, it downloads to your device and becomes a locally available file. You can open a locally available file anytime, even without Internet access.

    That means it is cached and available offline, but it might be removed if free disk space gets low. Unless you have a computer that is particularly short of disk space, or you intend to sync a huge amount of files in the future, it is likely these files will remain always available offline for you. However, if you want to be certain the file will always be available offline, you can right click on the file and choose Always keep on this device from the drop-down menu.

    If you need more space, you can change the file back to online only. Just right-click the file and select “Clear space.”

    Conceptual image of an always available file

    Always available files

    Only files that you mark as "Always keep on this device" have the green circle with the white check mark. These files download to your device and take up space, but they’re always there for you even when you’re offline. This is similar to Locally Available Files, but you are guaranteed these files will always be available offline and won't be removed if disk space is low, or for any other reason.

    You should mark files that you know you definitely want to be available always, online or offline, as Always keep on this device.

    If you need more space, you can change the file back to online only. Just right-click the file and select “Clear space.”

     

    How to turn the Files on Demand feature On or Off

     

    Click the blue OneDrive cloud icon in your system tray area OneDrive Sync Client Icon
    Click More > Settings OneDrive Sync Client Settings

    To Turn Files on Demand Off

    Select the Settings tab

    If you want to turn off Files on Demand, clear the check box besides Save space and Download files as you use them.

    You will receive a warning that "All OneDrive Files and Folders will be Download to this PC" Click OK

    Click OK on the main settings dialog box

     

    If this box is greyed out, then Files on Demand is being managed by your network administrator using Group Policy. You will need to speak to that person if you need to change the setting.

     Turn off files on demand

     To Turn Files on Demand On

    Select the Settings tab

    If you want to turn on Files on Demand, select the check box besides Save space and Download files as you use them.

    Click OK on the main settings dialog box

    You will now be able to chnage the availabilty status of your files as explained below. Please be aware that this now means that you may find some files are not available when you are offline.

     

    If this box is greyed out, then Files on Demand is being managed by your network administrator using Group Policy. You will need to speak to that person if you need to change the setting.

     Turn on files on demand

      NOTE: Files On-Demand settings are unique to each device, so make sure you turn it on for each device where you want to use it.

     

     How to Change Whether a File or Folder is Available Offline 

    Right-click a file or folder in your OneDrive

    To mark a file as Online-only (Blue cloud icon) click on Clear Space

    To mark a file as Always Available (solid green circle) click on Always keep on this device

     

    Select if a file will be online only or always available

    If you mark a file as Always Available (solid green circle), you will also see that there is a tick beside 'Always keep on this device' on the context menu. If you click Always keep on this device again it will clear that tick and the status will change to a clear green circle containing a green tick, meaning the file is 'locally available'. That means it is cached and available offline, but it might be removed if free disk space gets low. Always on device menu tick

      

    Related Articles

    How to Sync SharePoint Libraries Shows how users can sync a SharePoint library to their computer.
    Transferring files to OneDrive or SharePoint Shows how users can transfer files that they may have stored on their local computer, or on a mapped network drive, into OneDrive or SharePoint.

     

     

     

     

     

     

     


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