Chapter 16
Working in the Cloud

In 2005, Microsoft introduced an online web portal where users could store files, get their e-mail, communicate with other users, and share files. This web portal was known originally as Windows Live, but has been rebranded as Office 365. Chapter 12 discusses it in more detail. In this chapter, however, you learn about working in the cloud with Microsoft OneDrive, an online file sharing and file storage tool. To go to OneDrive using a browser simply open https://OneDrive.com or https://OneDrive.live.com in your web browser.

Microsoft OneDrive provides an area online where you can store and share photos, presentations, and other files. With Windows 10, an app is available to help you manage and add files to OneDrive. This chapter shows you how to use the OneDrive Windows syncing application.

In previous versions of Windows, OneDrive was an app you downloaded and installed. In Windows 10, OneDrive functionality is fully integrated with the operating system and the service appears as a separate drive or device to all applications.

Even if you aren't connected to the Internet, you can use OneDrive locally, use its features to sync your files with the online portal, and share files with other applications that are OneDrive aware.

Synchronizing files among all your devices is as simple as setting up your devices to support and sign in to OneDrive with your Microsoft account. You can copy files to each local drive or simply access and work with a single instance of your file.

Understanding the Cloud

Computer users have been limited in the way in which they can access files on disparate systems. Traditionally, users store their files on a local hard drive (such as the C: drive) or on a network drive at work. To use those files on a different computer, that computer must have a network connection to the user's network drive, or the user must transfer files using a removable drive such as a flash drive.

With cloud technology, the user only needs access to the Internet in order to work on files. Microsoft OneDrive is Microsoft's cloud-based technology that provides access to users' files from any location at any time. The advantage with cloud technologies is that you aren't limited to a company network location or to a removable drive strategy. Storing files in the cloud also provides a more flexible way for users to share files with other users. You no longer have to rely on the network administrator in your organization to establish shares for your teams, colleagues, or other people with whom you want to share files.

Microsoft has a vision that every user should have access to his or her files anytime and anywhere he or she wants them (with Internet connectivity, of course). In addition, the device you use to access your files should be irrelevant. For example, users should be able to access files using a personal computer, a tablet device with Wi-Fi connectivity, a smartphone, or a laptop. In fact, with Microsoft OneDrive, any user who has a Microsoft Phone, Xbox, an Apple iPhone, iPad, or iPod Touch or a Google Android–based tablet or smartphone can access OneDrive files as well.

In addition to Microsoft OneDrive, other cloud-based file-storage services exist. This chapter focuses on Microsoft OneDrive, but you're welcome to learn about other services to see which is best for you and your organization. The following are a few of the most popular online storage services:

Setting Up a OneDrive Account

OneDrive has been available for users in the Microsoft Live family of products for several years. With OneDrive, you can store many types of files online, including word processing documents, spreadsheets, text files, photos, presentations, and videos.

To begin using OneDrive, you need a Windows OneDrive account. This chapter assumes you have a Microsoft or Live ID account. To ensure you can start using OneDrive, read Chapter 12 to see how to set up an account and to ensure you can log in to Windows OneDrive. Also refer back to Chapter 4, which shows you how to create a Microsoft account that syncs you both into your PC account and the Microsoft Cloud resources like OneDrive.

Signing into your computer with a local account will only let you use the OneDrive app to browse your PC. You won't be able to access your files unless you also log in to OneDrive.com.

Accessing OneDrive Files

With Windows 10, you have three primary ways to access files stored in your OneDrive environment:

  • OneDrive Device: OneDrive appears as a drive to File Explorer and all applications. Simply click it as you would your C: drive or any other storage device. This option is shown in Figure 16.1.
  • Web-based: You can navigate to Windows OneDrive from a web browser and access files from the OneDrive menu. Figure 16.2 shows an example of this approach. You can also navigate to https://OneDrive.live.com, which automatically reroutes you to the Windows OneDrive website.
  • OneDrive Windows 10 notification application: The built-in taskbar notification applications lets you manage and configure your OneDrive account. The taskbar application is shown in Figure 16.3.
Screenshot of File Explorer window displaying on the left the navigation tree where OneDrive drive is selected and on the right pane displaying the contents of OneDrive drive such as folders and files.

Figure 16.1 You can access OneDrive using File Explorer.

Screenshot of the Microsoft Internet Explorer browser displaying the OneDrive menu being accessed, presenting various files from OneDrive.

Figure 16.2 You can access OneDrive using a web browser, such as Microsoft Internet Explorer.

Image described by surrounding text.

Figure 16.3 Accessing OneDrive's taskbar notification application.

Using OneDrive

As you've read, OneDrive is now a folder on your computer. Files and folders you put into your OneDrive folder get synced with the OneDrive (Windows OneDrive) web portal and will sync with other devices that run OneDrive apps.

The following section describes the use of OneDrive in Windows 10.

Using OneDrive

OneDrive is available on the Windows Start menu. Click it now to start using it.

When the application first appears, if you don't have a Microsoft account on your local PC, you're prompted to enter your Microsoft OneDrive login credentials. Do so to continue with the initial setup process. You can view OneDrive items in one of two ways: in a browser window or from File Explorer. To access your OneDrive folders from File Explorer, simply open OneDrive from the Start menu. The screen in Figure 16.2 opens. You can use the regular File Explorer tools to change the view. Figure 16.4, for example, shows the OneDrive in thumbnail view.

Screenshot of File Explorer window presenting the OneDrive icon on the left pane. The view tab on top is opened and the extra large icons option is highlighted, displaying all its large folders.

Figure 16.4 OneDrive app in Extra Large Icons view.

Adding files to OneDrive

One of the tasks that you can perform with OneDrive in File Explorer is to add files to your OneDrive folders. You can add files from your computer to OneDrive by using the following steps:

  1. In File Explorer, navigate to your folders and select a file or a collection of files. Right-click the files and choose Copy.
  2. Click the OneDrive folder icon in the left pane of the File Explorer window.
  3. Right-click and choose Paste to paste the files into your OneDrive. Pasting files is shown in Figure 16.5.
Screenshot of a context menu from a right-clicked file presenting the Paste option (highlighted) to add file to OneDrive.

Figure 16.5 Select files to add to OneDrive.

OneDrive uploads the files to your OneDrive account online and displays those files in your OneDrive folder on the Internet. Figure 16.6 shows an example of what this looks like if you view your copy and pasted files in Internet Explorer.

Screenshot of the OneDrive account presenting Files (highlighted), Recent, Photos, Shared, and Recycle bin on the left pane and two pictures on the right under Files.

Figure 16.6 The new files are added to OneDrive.

The beauty of working with OneDrive is that you can use the full functionality of Windows drag and drop with OneDrive.

Sharing files using OneDrive

One of the most powerful uses of OneDrive is the capability to share files with other users. For example, you can choose to share files from OneDrive to other OneDrive account users or with those who do not have a OneDrive account. The following steps show you how to share files using OneDrive:

  1. Open OneDrive in File Explorer to the file you want to share.
  2. Right-click the file to display its shortcut menu.
  3. Click Share a OneDrive Link, as shown in Figure 16.7. A message appears above the taskbar indicating that a new link to the OneDrive file has been sent to your Windows Clipboard, as shown in Figure 16.8.
  4. Open your e-mail application. You will use e-mail to share the new link to other people who you want to access your shared OneDrive file.
  5. Enter the e-mail address of the recipient of the file.
  6. Right-click and choose Paste in the body of the e-mail message to paste the shared OneDrive link in the e-mail message. Figure 16.9 shows an example of how this looks.
  7. Click the Send button. Upon receipt of the message, the recipient simply clicks the link and has access to your shared file.
Screenshot of File Explorer window presenting the OneDrive icon on the left pane. A context menu is displayed from the right-clicked OneDrive icon where Share a OneDrive link is highlighted.

Figure 16.7 Share OneDrive files with others.

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Figure 16.8 A shared OneDrive file link is created so you can send the link to other people.

Screenshot of a OneDrive e-mail body message presenting a OneDrive link to be shared to another person.

Figure 16.9 We're sending a file from OneDrive to someone using e-mail.

Configuring OneDrive

To configure your OneDrive, right-click the OneDrive taskbar notification application and select Settings. Select the Settings tab as shown in Figure 16.10. You can set the following items on this tab:

  • Start OneDrive Automatically When I Sign In To Windows: Use this option to start OneDrive when you start Windows.
  • Let Me Use OneDrive To Fetch Any Files On This PC: Use this option to set OneDrive to use the Fetch Files features to access your files from a different computer using the OneDrive website. Click the More Info link under this option to learn more about this feature and its limitations.
  • Use Office To Sync Files Faster and Work on Files With Other People At the Same Time: Use this option to share files from OneDrive with other Microsoft Office users. This option is available only when your system has Microsoft Office installed.
Microsoft OneDrive dialog box with Settings tab opened and the Use Office to sync files faster and work on files with other people at the same time option under general settings is checked.

Figure 16.10 The Microsoft OneDrive options screen.

Then click OK when your settings are configured as needed.

Wrapping Up

Windows 10 provides a good platform for using the Microsoft OneDrive cloud service. You can use a web browser or File Explorer to access and manage your OneDrive files.

In summary:

  • OneDrive is a cloud-based file storage and sharing tool.
  • OneDrive is integrated into File Explorer, which includes a OneDrive folder icon in the left pane.
  • OneDrive Windows app provides a way to view and share your OneDrive files.
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