Objective:


Explains how to use the web version of OneDrive in Microsoft 365 to access, organise, and sync specific files or folders shared with you from Teams or SharePoint, including syncing shared folders to your desktop using the OneDrive sync app.

Steps:


Step 1: Log into Microsoft 365 and Access OneDrive

  1. Open the Microsoft 365 Portal:

  2. Sign In:

    • Log in with your Microsoft 365 credentials (your organisation's email and password).

  3. Access OneDrive:

    • After logging in, click the App Launcher (grid icon) in the top-left corner of the page.
    • Select OneDrive from the list of apps. If it’s not visible, click All apps to find it.

  4. Go to the Shared Tab:

    • Once in OneDrive, click Shared in the left-hand navigation pane. This section lists files and folders shared with you.

Step 2: Locate Shared Files and Folders

  1. View Shared Items:

    • In the Shared tab, you’ll see files and folders shared with you. These items may have been shared from a Team or a SharePoint site.

  2. Search for Specific Files or Folders:

    • Use the search bar at the top of the page to quickly locate specific files or folders by name.

  3. Identify Files from Teams or SharePoint:

    • Files and folders shared from Teams or SharePoint often display the Shared by field with the sharer’s name or the name of the Team/SharePoint site.

Step 3: Sync a Folder to Your Desktop

  1. Confirm the OneDrive Sync App Is Installed:

    • Ensure the OneDrive sync app is installed and running on your computer. This app is included with Windows 10 and 11 and can be downloaded from Microsoft’s OneDrive website if needed.

  2. Sync a Shared Folder:

    • In the Shared section of web OneDrive:
      • Select the folder you want to sync.
      • Click the Sync button in the toolbar at the top of the page. This will prompt the OneDrive sync app to start syncing the folder to your computer.

  3. Complete the Sync Setup:

    • If prompted, sign in with your Microsoft 365 credentials to link the shared folder to your OneDrive sync app.

  4. Verify Sync:

    • Open File Explorer (Windows) or Finder (Mac), and check the OneDrive - [Organisation Name] folder.
    • The synced folder will appear under the OneDrive directory. A green checkmark indicates that the folder is fully synced and available offline.

Step 4: Open and Work with Shared Files

  1. Access Synced Files on Your Desktop:

    • Open the synced folder from File Explorer or Finder to work on files directly from your desktop.

  2. Edit Files Locally:

    • If you have edit permissions, make changes to files locally. These changes will automatically sync back to OneDrive.

  3. Access Files Offline:

    • Synced files are available offline by default. Changes you make will sync back to OneDrive when you reconnect to the internet.

Step 5: Organise Shared Folders for Easy Access

  1. Add to My Files (Optional):

    • To organise frequently accessed folders, you can use the Add shortcut to My files option in the toolbar. However, note that shortcuts may disrupt syncing in the OneDrive desktop app.

  2. Use the Folder in Shared Mode:

    • If you encounter issues with syncing shortcuts, work with shared files directly via the Shared section in the web OneDrive.

Step 6: Collaborate on Shared Files

  1. Collaborate in Real-Time:

    • Open files in web apps or desktop apps to work simultaneously with others if permissions allow.

  2. Check Permissions:

    • Confirm your access level with the sharer if you’re unable to edit certain files or folders.

Step 7: Troubleshooting and Tips

  1. If Sync Doesn’t Start:

    • Verify that the OneDrive sync app is installed and logged into your Microsoft 365 account.

  2. Resolving Issues with Shortcuts:

    • If adding a shortcut causes syncing errors, remove the shortcut and work directly from the Shared section in the web OneDrive.

  3. Check Permissions:

    • Ensure that you’ve been granted sufficient permissions for the specific files or folders you’re trying to sync.