Microsoft OneDrive Training Course - 3 Hours

Introduction to OneDrive

• OneDrive in Microsoft 365 - Understand what OneDrive is and how it supports everyday workplace file management.
• Benefits of cloud storage - Access authorised files from different devices and reduce reliance on local storage.
• OneDrive, SharePoint and Teams - Understand how the three services work together and where different types of files are stored.
• File locations - Recognise where files are stored and the different ways they can be accessed.

Getting Started with OneDrive Online

• Accessing OneDrive - Open OneDrive through the Microsoft 365 app launcher.
• OneDrive interface - Become familiar with the main navigation areas and file controls.
• Finding content - Use Home, My Files, Shared, Favourites and Recycle Bin to locate files.
• Search and filters - Find files quickly using names, keywords, file types and other filters.

Managing Files and Folders

• Folder organisation - Create a clear folder structure for workplace documents.
• Uploading content - Upload individual files or complete folders from a computer.
• Creating documents online - Create Word, Excel and PowerPoint files directly in OneDrive.
• Managing content - Rename, move, copy and delete files and folders confidently.
• Downloading files - Save copies to a computer when local access is required.

Sharing Files and Folders

• Sharing with other people - Share files and folders with colleagues or authorised external users.
• Sending links - Send a link instead of creating multiple email attachments.
• Sharing permissions - Understand how link types and access settings affect shared content.
• View or edit access - Decide whether recipients can only view content or make changes.
• Managing access - Review, change or remove existing sharing permissions.
• Secure sharing - Check recipients and permissions before sharing company information.

Working with Shared Content

• Shared with you - Find files and folders that colleagues have shared with you.
• Shared by you - Review content that you have shared with other people.
• Shortcuts to My Files - Add convenient shortcuts to frequently used shared folders.
• Shared folders and libraries - Work effectively with content stored across OneDrive, SharePoint and Teams.

Collaboration and Co-Authoring

• Real-time collaboration - Work in Microsoft 365 documents at the same time as colleagues.
• AutoSave - Understand how changes are saved automatically to cloud-based files.
• Co-authoring - Edit shared Word, Excel and PowerPoint files without creating unnecessary copies.
• Comments and @mentions - Ask questions, request input and draw a colleague's attention to specific content.
• Effective collaboration - Reduce duplication and avoid conflicting versions of workplace documents.

Version History and File Recovery

• Viewing version history - Review previous versions of a file and see when changes were made.
• Restoring earlier versions - Return a document to an earlier version after an unwanted change.
• Recovering overwritten files - Use version history to retrieve content that has been replaced.
• Restoring deleted files - Recover deleted content from the OneDrive Recycle Bin.

OneDrive and Windows File Explorer

• OneDrive in File Explorer - Access cloud-based files using familiar Windows folders.
• Saving directly to OneDrive - Store documents in OneDrive from Microsoft 365 applications.
• File status icons - Recognise whether a file is online-only, locally available or currently synchronising.
• Files On-Demand - View cloud-based files without downloading everything to the computer.
• Offline access - Keep selected files on the device when they are needed without an internet connection.
• Freeing up space - Remove local copies safely while keeping the files available online.

Synchronisation and Troubleshooting

• How synchronisation works - Understand how file changes are kept consistent between OneDrive and connected devices.
• Limiting synchronisation - Choose which folders are synchronised to avoid downloading unnecessary content.
• Pausing and resuming sync - Temporarily stop synchronisation and restart it when appropriate.
• Checking sync status - Use the OneDrive cloud icon and status information to confirm that files are up to date.
• Resolving common problems - Respond to connection issues, invalid filenames, storage limits and sign-in problems.
• Sync error messages - Interpret common warnings and identify suitable corrective actions.

OneDrive Mobile and Security

• Mobile file access - Open and manage OneDrive files from a mobile phone or tablet.
• Uploading and scanning - Upload photographs and scan paper documents using the OneDrive mobile app.
• Offline mobile files - Make selected files available when an internet connection is unavailable.
• Secure file management - Organise workplace content and avoid storing unnecessary duplicate copies.
• Protecting company information - Check link settings, recipients and permissions before sharing sensitive files.