Shift from using local folders to OneDrive

This workout is for people who are new to using OneDrive. You have been using File Explorer to manage files in folders, and file shares on file servers. Your organisation is using Microsoft 365 and wants to help everyone become confident with working with their files saved in OneDrive, Microsoft Teams and SharePoint.

This workout will introduce you to three exercises to help you get in shape for working with files in the Microsoft 365 cloud. We will begin to build muscle memory, a habit for shifting our files to, and even creating them in OneDrive. This is the first step towards building our ability and fitness for working with files in the cloud. https://youtu.be/vL8s20wuTD4

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Warm up – Check that OneDrive is connected in Windows Explorer

Firstly, let’s take a quick look at our exercise equipment. OneDrive is built into Microsoft Windows and if you are using a Mac, can be installed. If you have an IT admin, they may have configured OneDrive to automatically sign into your work account when you sign into your computer. Check this by opening File Explorer. You should see OneDrive followed by your organisations name in the left navigation.

Exercise One - How to shift files from local folders into OneDrive

Drag and drop files or folders onto OneDrive.

Open Documents and find a file or a folder with a small number of files.

Drag and drop them onto OneDrive. Or if you prefer, cut and paste them into OneDrive.

The files are moved on your device and a copy is synced into Microsoft 365. Every time you open the file to work on it, OneDrive will keep it in sync.

Later, you will learn how easy it is to access the file from other devices, like another computer, a mobile, or even from a web browser.

Exercise Two - Create files in OneDrive

How many times have you been working on a file for 20-30 min and realised you haven’t saved it yet. It’s still named Document1.docx. When we save our new files in OneDrive, all our changes are saved and synced to Microsoft 365, in real-time.
It’s like having a back up of your work, as you work. When you create a new file with Microsoft Word, Excel, or PowerPoint, save it to OneDrive before you start work on it. Do this with me now.

Open Microsoft Word on your device. Create a new blank document.

Open the File menu > Save, and then choose OneDrive – followed by your organisation’s name.
If you have a folder structure already, navigate to the folder you want to save to.

Save a new document to OneDrive in your organisation

Give the file a name and then Save.

Tip: You can create a new folder if you need a new place to organise this document.

Now you can confidently start work on your file, knowing it will be saving and syncing changes while you work.

Exercise Three - Configure OneDrive to back up common folders

Our third exercise is more of a health check. But you only need to check once. In Microsoft Windows, you can relocate your local Documents, Desktop and Pictures folders into OneDrive. As you work with files in these folders, they are automatically synced to your OneDrive. But they still feel like local folders. Your organisation may have already done this for you. But let’s check.

Back up Documents, Pictures, and Desktop folders

Find the OneDrive icon at the bottom of your screen, at the far right of the taskbar. This is where you also find the clock and on laptops, where the battery / power is displayed.

Click on OneDrive and a feed will pop up showing recent syncing activity. It’s comforting to see recent files in the list.

Open the Gear icon and then Settings.

The OneDrive Settings window displays a Sync and Backup section.
Open this and choose Manage backup.

Here you have the option to switch on backup for Documents, Desktop and Pictures folders.

If your organisation has already done this for you, the switches will be on already. If they are switched off, you may have the option to switch them on.

Note: If you have a lot of files in your local Documents, Desktop and Pictures folders, it will take some time to sync to OneDrive.

Cool down

That’s it. Practise the first two exercises till they become a habit. Exercise two is a great habit to build. As you work with team members in Microsoft Teams and shared sites, you will see the value of creating your files in the place where you intend to share them.

In the next workout we will look at syncing folders from our teams and shared sites. We will also learn about using shortcuts and syncing files on demand - a much better way to work with files from OneDrive.