KB Title:  Working with OneDrive

Background: OneDrive helps you stay organized and gives you easy access to your files anytime. Microsoft OneDrive simplifies this process, whether you prefer using it through a web browser or directly on your desktop.

Solution/Details:  

Accessing OneDrive

1. On your computer, open File Explorer.

2. On the left side look for
3. If you have the icon for OneDrive, proceed to the steps below under Organize Your OneDrive
4. If you do not see the icon for OneDrive, in File Explorer, click on

1. Double click on “Users” to open the folder
2. Locate the folder titled with your SPS username and double click on it
3. Locate the OneDrive folder and right click on the folder to open the drop down menu
4. Choose “Pin to Quick Access”

5. Click the Home icon in your File Explorer window
6. Your OneDrive should appear on the left side of the screen in File Explorer

1. To work with your files, right-click the file, and select from the drop down menu or double click the icon to open the file

2. Any Microsoft Office files that you save on your computer are automatically synced to your OneDrive account making them accessible anytime you log into your Office account from any computer

Check the status of your folders and files on OneDrive

You can check the status of your files and folders by looking at the status column in File Explorer. A green circle icon with a checkmark indicates that your file is available on the device. A blue cloud icon indicates that your files are available when online.

Organize OneDrive

Keeping your files organized and easy to find is a great way to boost your productivity.

1. In File Explorer, right click on your mouse anywhere in the files area of the screen
2. This will open a popup menu, click on “New” to create a new folder
3. Click on the folder icon and a new folder will be created
4. Right click on the “New Folder” and click on the “Rename” icon to give your folder a name

Folders can be organized by themes such as courses or grade levels. You can choose to organize files by date as well. Choose a system that makes sense to you.

Pro Tip: If you’re working offline, any changes made in your OneDrive desktop folder will sync to the cloud as soon as you’re back online.

When you save files in your OneDrive folder, they’re automatically synced to the cloud and across your devices when you are signed into your Office account. This ensures you always have the latest version at your fingertips.

Another benefit of using OneDrive is having your files move with you when logging into other computers or getting a new SPS device. Your files automatically transfer to your new device.

For more information on OneDrive and other technology resources please visit the Knowledge Base on ServiceNow and the I.T. Training page at sps.org/training.

Primary Audience: All employees

Authored by Sherri Bay and Robin Robertson

Metatags

*office*, file_organization, *onedrive*, file_management