Small but useful enhancement for OneDrive. When you have the latest version of OneDrive for Business installed (it updates automatically along with Windows Update), you should see a Move to OneDrive option on right clicking any file or folder in Windows Explorer.
Choose between all the locally configured OneDrive accounts.
Business as well as Personal.
Importance of Move to OneDrive option
Without this option, most users COPIED files and folder to OneDrive. This had two side effects…
- The original files stayed on the local drive as a separate copy. This means the same file is occupying space twice.
- Often users got confused about which file they are editing / opening – the local copy or the OneDrive based file. This leads to lost changes and further confusion.
Best Practice: Move to OneDrive
The best practice is to MOVE rather than COPY local files to OneDrive. But even if you mention that as a best practice, moving itself is a cumbersome task. Even though everyone understands the difference between Copy Paste vs. Cut Paste, people feel more safe to do a Copy Paste first.
Why? Because they are worried about what happens if the Cut Paste (Move) fails. The reality is, even if a bulk Move fails, only the file which was being moved will get affected. Other files will be either in the source or destination. So there is no real danger of losing all the files in case of a failed Move operation.
Nevertheless, having a direct option for Move to OneDrive is more authoritative and reassuring.
Make sure you include this option in your training material and best practices documents.
Bonus : New OneDrive logo
Hope you have noticed the new OneDrive logo… here it is.
This one is modern and is implemented as an SVG file rather than a raster icon. It uses a more vibrant colour scheme. All Office logos have changed to make it visually consistent.
Hope you have noticed this handy feature. If your Office files are stored on OneDrive, Teams or SharePoint, you can change the file name WHILE you are editing the file.
It is so simple, but extremely useful. From the title bar, open the dropdown next to the file name. The filename textbox is editable. Change the name and press ENTER. That’s it.
What else can you do here?
- See Version History
- Open the file on web location (OneDrive, SharePoint or Teams)
- Share a file (this can be done more easily using the Share button in the ribbon)
Rename not possible with older file formats
This is an XLS file. It opens in Compatibility Mode. Live Rename is not possible.
While saving files we see these two options: This PC and Browse. What is the difference?
If it is a local file, Save or Save As – there is no difference. It opens the standard file save dialog showing local PC files.
If this is a OneDrive, SharePoint or Teams file, there is a difference. For saving these files for the first time, we choose OneDrive or Sites (Teams). Therefore, the Browse and This PC does not come into picture.
However, when you are saving a copy of such files, there is a difference. Note that for online files, there is NO Save As option, it is a Save a Copy option.
If you choose This PC, it will still show the standard File Save dialog showing the default folder (typically Documents).
But if you choose Browse, it browses the current file save location – which is OneDrive or Teams or SharePoint.
(Reading time 3 min ) This article provides concise instructions on where to store files when you have Office 365 E3 or above in your organization. There are multiple places and apps within Office 365 where files can be stored. But there is no clarity about which file goes where. Here is a simple guide for everyone.
Continue reading Store files in Office 365 – Best Practices
I recently spoke at the CIO Powerlist 2017 event which was attended by 100+ CIOs from India. Watch my session video – 27 min.
- Office 365 Secure Score
- File storage best practices
- Skype FB best practices
- Better teamwork using Office 365 Groups
- Chat based collaboration using Office 365 Teams
- Team Task management using Planner
- When NOT to send a mail (because there is a better option available)
- Amazing data cleanup using Power Query
- Excel Forecasting – new feature
- Automated animation using Morph in PowerPoint
- Summary Zoom in PowerPoint
Here is a fast paced, 8 minute video which will revolutionize Pivot Report Sharing. Using OneDrive or SharePoint, control the visibility and provide full interactivity. Reports render instantly even with large files and low bandwidth.
Pivot Report Sharing articles
New, Improved way of delivering Excel reports: Part 1
New, Improved way of delivering Excel reports: Part 2
New, Improved way of publishing Excel reports: Part 3
Attachments is the most popular and misused Outlook feature. If you are DELIVERING a file – use attachments. If you are Sharing a file – it is best to share the file. Sending CCs is the most important reason why “Teamwork” is inefficient. Here is a practical guide about how you should use Outlook Attachments with Office 365.
Continue reading Outlook Attachments Usage Guide
Many customers have deployed Office 365. However, the usage of all components is not optimal. That is why I wrote this short and simple Office 365 Storage Guide. Tweak it as per your specific needs but the base concept is same. No documents should be stored on local My Documents. Storing a document on a particular device makes it unavailable to even the person who created it. That is why, it should go on a cloud storage. In addition, files stored on the cloud are easier to share with others.
Continue reading Office 365 Storage Guide
OneDrive has a sync (like all other cloud providers). Sync creates a local copy on your PC, Laptop or Mobile phone for selected files or folders. The local copy can be edited while offline. But what about folders shared with me by others? Here is how you can sync shared OneDrive folders.
Continue reading How to sync shared OneDrive folders
This article is a part of worst practices series for Office 365. Excessive misuse of email attachments for sharing files remains to be the hardest issue to resolve. Read on to find out the problem and the solution approaches available to you.
Continue reading Office 365 Worst Practices – Part 9 – Emotional attachment to Attachments!