Tag Archives: OneDrive

Store files in the right place with Office 365

This may seem like a simple question. But it is not. After 3 decades of IT, we are still debating and are confused. This article is about where to store files in Office 365.  This simple poster became popular on LinkedIn. Here are the details… based upon the interaction on the post and what I have seen at hundreds of customers.

Where to store files - poster - showing OneDrive, Teams, SharePoint and Yammer

Continue reading Store files in the right place with Office 365

How to Share OneDrive links

Stop sending attachments – unless it is mandatory. When you Share OneDrive Links you get many benefits. Assumption – you want to share the link to specific people. If the link is forwarded to other people, it should not work. Two ways of sharing . Outlook and from everywhere else.  Reading time 5 min.

image

Continue reading How to Share OneDrive links

OneDrive No Entry Sign

OneDrive No Entry Sign is one of the icon states of OneDrive / OneDrive for Business on Windows 10. (Reading time 3 min).

It looks like this OneDrive No Entry Sign

It means your OneDrive account is not active – for some reason. You can’t access the files unless you resolve the issue. Here are the possible reasons:

OneDrive No Entry Sign

Account expiry is probably the most common reason. Check your subscription status and renew it. Sometimes, you think the subscription is active but the associated credit card may have expired.

Some Promotions give you extra space. Promotion expiry also leads to a frozen OneDrive account. For example, Samsung mobile purchases have / had a 100 GB OneDrive space promotion. This is limited to a one-year period. After this period, your files using the extra space will be considered as exceeding the quota.

Other option is that you are using more than the quota. OneDrive allows you to exceed the allotted quota temporarily – but after 3 months, it will freeze the account.

The files will not be deleted. But you must act on it and streamline the account either by increasing the quota or deleting unwanted files. Otherwise, after some time the files will be deleted. Exact time for which files are kept is shown in the OneDrive account.

Therefore, OneDrive No Entry Sign should be noticed as soon as it appears and you must act on it quickly.

OneDrive No Entry – buy Office Home

If you are just using OneDrive personal and run out of space, the logical option is to buy more space. But there is a better option. Buy Office Home. It comes with OneDrive…

If you buy the entry level Office Home edition, it gives you 6 TB of space – at just 500 INR (9.99 USD) per month.

Yes – you read it correctly.  See for yourself – India site , US site.
This is as on Sept, 2019.

In addition to this, you get  full Office Pro Plus – for 6 PCs / Mac and Mobile devices. Unbelievable value for money.  When  you compare this to other pure storage vendors, there is simply no comparison. The OneDrive integration with devices (Windows, Mac, Mobile devices) and Office is absolutely top-class. Nothing comes close to it.

The only shortcoming I have seen is that on many occasions, the latest OneDrive client is not installed. Or worse still, the old and the new version coexists. In these cases, OneDrive does not work well. The solution is easy. Just use Windows 10 and make sure you have all patches updated.

Related : OneDrive Knowledge Pack (10 articles as of Sep 2019)

image

Move to OneDrive option

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.

Move to OneDrive option

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…

  1. The original files stayed on the local drive as a separate copy. This means the same file is occupying space twice.
  2. 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.

image

Change filename while the file is open

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.

Change file name dialog

What else can you do here?

  1. See Version History
  2. Open the file on web location (OneDrive, SharePoint or Teams)
  3. Share a file (this can be done more easily using the Share button in the ribbon)

Rename not possible with older file formats

image

This is an XLS file. It opens in Compatibility Mode. Live Rename is not possible.