ONEDRIVE IN WINDOWS 8.1 - Tucson Computer Folders are solid blue rectangles: ... "OneDrive" in...

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"ONEDRIVE"

IN

"WINDOWS 8.1"

http://aztcs.org/

http://aztcs.org/

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Web location for this

presentation:

http://aztcs.orgClick on

“Meeting Notes”

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SUMMARY"Windows 8.1" is the first version

of "Windows.." where "OneDrive"

is bundled as a "Start Screen"

app. In order to use this app, you

have to log into your "account" in

"Windows 8.1" with a "Microsoft

Account".

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TOPICS

• In Windows 8.1, you have the

following options for accessing

OneDrive's server farm:

Web browser ("IE11" running in the

Desktop or "Start Screen)

Bundled "OneDrive" app in the

"Start Screen",

or

"OneDrive" folder in "File Explorer".

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TOPICS (continued)

• If you log into "Windows 8.1" with a

local account, you will not have a

"OneDrive" folder.

Since the "OneDrive" folder is the

only way to upload entire folders

into the "OneDrive" server farm,

you then have to upload files one at

a time.

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TOPICS (continued)


local account, you can still access

the "OneDrive" server farm with a

Web browser.

In "Windows 8.1", you have Web

browsers BOTH in the legacy

"Desktop" and in the new-fangled

"Start Screen".

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TOPICS (continued)

• You cannot install the "OneDrive

for Windows" "desktop application

program" into "Windows 8.1".

• To upload an entire folder into

OneDrive, you have to log into

"Window 8.1" with a "Microsoft

Account" and you have to use your

local "OneDrive" folder.

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"OneDrive" in "Windows 8.1" (continued)

• Cannot designate what files and

folders to synchronize or not sync

when using "OneDrive" in

"Windows 8.1".

• Since the "OneDrive" app is

bundled with "Windows 8.1" "Start

Screen", you do not have to install

it. "Apps" reside in

the "Start Screen" in "Windows 8.1"

and you can find it as follows:

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• "Windows 8.1" with "Update 1"

defaults to the legacy "Desktop" so

click on the white "Start" button to

go to the new-fangled "Start

Screen":

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• The "Start Screen" (="Modern

UI" = "Metro Start Screen") will

be displayed:

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• Tap or click on the "OneDrive" tile

and the "OneDrive" app will be

displayed in full screen mode:

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• To start up the "OneDrive" app in

"Windows 8.1", you have to be

logged into "Windows 8.1" with a

"Microsoft Account".

If you are logged into "Windows

8.1" with a "local account", then

you will be told to "associate" your

local Windows account with a

"Microsoft Account":

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• When you sign into a "Windows

8.1" with a "Microsoft Account",

whatever name you gave Microsoft

when you created the "Microsoft

Account" is displayed in the upper-

right corner of the new-fangled

"Start Screen":

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• Two ways to access your storage

space at the "OneDrive" server

farm in "Windows 8.1" (and

"Windows 8" also):

Using a Web browser

and

Using the "OneDrive" app in the

new-fangled "Start Screen".

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• Let's start off by using the

"OneDrive" app in the new-fangled

"Start Screen":

36


• After you click on the "OneDrive"

tile, you arrive at the "OneDrive"

root level display:

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• Folders are solid blue rectangles:

Using the left mouse button to click

on a folder opens it up so that you

can see it's contents.

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• Use the left-point arrow to go back

to a higher level in the folder

structure:

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• Individual files are white rectangles:

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• Hovering the mouse cursor over a

file or folder gets you information

about it:

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• Using the right mouse button to

click on a file or folder selects it so

that it has a checkmark in the

upper-right corner:

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• Using the right mouse button to

click on a file or folder also brings

up the bottom "App bar":

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• In the example, after using the right

mouse button to select two files,

the bottom "App bar" lets us

perform the following functions:

Delete, Copy, Cut, Rename, Make

Offline, Open with, and Share

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• You can toggle the bottom "App

bar" between hide and unhide by

right-clicking in unused space:

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• Two additional functions in the right

end of the bottom "App bar":

"New Folder"

and

"More":

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"OneDrive" in "Windows 8.1" (continued)• If you click on the "More" button:

A pop-up context menu offers:

Clear selection (="Esc" key)

Select all (Ctrl+a)

Add files

Sync

• "Add files" means uploading single

files from your computer up to your

storage space in the "OneDrive"

server farm.

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"OneDrive" in "Windows 8.1" (continued)• If you click on the "More" button:

A pop-up context menu offers:

Clear selection (="Esc" key)

Select all (Ctrl+a)

Add files

Sync

• "Add files" means uploading single

files from your computer up to your

storage space in the "OneDrive"

server farm.

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"OneDrive" in "Windows 8.1" (continued)• To close the "OneDrive" "Start

Screen" app:

Alt+F4 on the keyboard

or

Drag the unhidden top menu bar to

the bottom of the screen

or

Click on the "x" button on the right

end of the top menu bar:

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• Using the "OneDrive" app in

"Windows 8.1" (or "Windows 8"):

You cannot download files or

folders that are stored up in

"OneDrive".

You cannot upload entire folders of

files or entire folders of pictures

(unless you zip them up).

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• Using the "OneDrive" app in

"Windows 8.1" (or "Windows 8"):

You cannot edit or create files

using Microsoft's free "Office

Online" (="Word Online" or "Excel

Online" or "PowerPoint Online")

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• The actions that the "OneDrive"

app in "Windows 8.1" (or "Windows

8") cannot do, can be done by the

other two ways that you have for

accessing "OneDrive":

Web access (http://onedrive.com)

and

the "OneDrive" folder:

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• If you use a "Web browser" to

access "http://onedrive.com",

you can download files and folders

to your local computer

and

you can use Microsoft's free "Office

Online" to edit and create files that

are stored at the "OneDrive" server

farm:

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• Click on the "Create" button OR

right-click on unused space to

create a new file using Microsoft's

free "Office Online" (="Word

Online" or "Excel Online" or

"PowerPoint Online"):

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• If you click on "Word document", a

new browser tab is created with a

Microsoft-Word-like interface for

you to write your epic novel:

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• "Word Online" gives you a bare-

bones ribbon bar so you should

feel at home if you have used any

version of "Microsoft Word 2007" or

later:

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• To close the "Word Online" browser

tab and to save the .DOCX

document to your storage space at

the "OneDrive" server farm, click on

the "x" on the right end of the tab:

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• The newly-created document file

will be displayed in the root-level

screen of your "OneDrive" account:

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• If while accessing your files with a

Web browser, you use the left

mouse button to double-click on an

existing Microsoft Office document,

the file will open in a "Office Online"

browser tab. This means you can

use a Web browser in any Internet-

connected computer to view, edit,

and create Microsoft Office

documents.

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• If you upload an existing

.DOC file up to your

"OneDrive" account and they

you edit it with "Word Online",

the file will be converted to a

.DOCX file.

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• However, if you edit it with

"Microsoft Word 2010" or "Microsoft

Word 2013" or "Word 365" inside

"Office 365") (all installed on your

computer), the .DOC format will be

preserved after you close your local

"..Office.." program and it sends the

revised file back up to "OneDrive".

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• To get the full name of a file, right-

click on it and select properties:

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• Then look at the "Properties" box

on the right:

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• To close out the Properties box,

click on this icon in the upper-right

corner:

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• To edit an existing file, right-click on

it:

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• Then click on "Open in Word" or

"Open in Word Online".

If you select "Open in Word Online"

a new "Word Online" browser tab

will be created.

Repeat warning:

Opening a .DOC file in "Word

Online" will convert it immediately

to .DOCX format.

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"OneDrive" in "Windows 8.1" (continued)• If you select "Open in Word", a

"Microsoft Word 2010" or "Microsoft

Word 2013" or "Word 365" window

will will open up in your computer, if

you have one of these fine

Microsoft products installed in your

computer. (Sarcasm alert!).

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• After you view and/or edit the

document and you close out your

Microsoft product, it will send the

revised file back up to the

"OneDrive" server farm for safe

keeping.

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• There are two ways to upload a

single file or a single photo up to

the "OneDrive" server farm:

Use the "Upload" button

or

Drag and drop from your Desktop

or "File Explorer" into the

"OneDrive" browser page:

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• Last but not least, we have to show

you how to upload entire folders of

data files or entire folders of photos

up to the "OneDrive" server farm:

Their are two ways to do it:

Upload a folder as a zip file

and

Upload a folder using the "OneDrive"

folder.

100


• If you convert a folder of files into a

zip file, you can then upload the

single zip file into "OneDrive" using

either the "Upload" button or drag-

and-drop from a "File Explorer"

window into a browser window that is

displaying your "OneDrive" storage

space. However, once it gets to

"OneDrive", you cannot unzip the zip

file.

101


• Microsoft has a more elegant

solution for you: If you use

"OneDrive" in "Windows 8.1", you

will have a "OneDrive" folder in

your "Windows account" folder in

C:\Users\<your user name>\

You can upload entire folders by

dragging them from "File Explorer"

to this magic "OneDrive" folder:

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• The "OneDrive" folder is actually

located inside your Windows

account folder inside C:\Users

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• If you log into your "Windows 8.1"

computer with a "Microsoft

Account", all of the files and folders

that are stored in your cloud

storage space at the "OneDrive"

server farm are displayed in the

"OneDrive" folder.

111


• If you do a dir command in a

command prompt "DOS" window,

you will find that your local

"OneDrive" folder is actually called

"SkyDrive" and that it is located at

C:\Users\<your account>\

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• In "Windows Vista", "Windows 7",

and "Windows 8", when you drag or

copy a file or folder into the

"OneDrive" folder on your local

hard drive, it is automatically set up

as a real file or folder that is

synchronized with a real file or

folder that is stored up at the

"OneDrive" server farm.

114


• In "Windows Vista", "Windows 7", and

"Windows 8", you can stop the

synchronization process in one of two

ways:

By using Web browser access to move

the newly-uploaded file or folder from

the root level into another folder at the

"OneDrive" server farm which will

delete the file or folder from your local

"OneDrive" folder

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• Or

By Using "Settings" after right-clicking

"OneDrive" icon in the Notification Area

116


• Unlike in prior versions of

"Windows..", in "Windows 8.1", you

cannot stop the synchronization

process between the files and

folders that are stored up at the

"OneDrive" server farm and the

"OneDrive" folder in your local

computer.

117


• This means that if you use

"OneDrive" in "Windows 8.1", your

local "OneDrive" folder will always

look like a mirror image of the files

and folders that are stored in the

"OneDrive" server farm:

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"OneDrive" Server Farm

"OneDrive" folder on in your

"Windows.." account in your

computer

"OneDrive" Start Screen app

two-way

synchronization

interaction

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"Microsoft Account" (instead of a

local account) AND you use

"OneDrive", you will have two-way

synchronization between your local

"OneDrive" folder and the

"OneDrive" server farm.

The "OneDrive" service does not

allow one-way synchronization.

120


• In "Windows 8.1", there is a new

"file property" called "Availability".

Files or folders that are located in

the local "OneDrive" folder can be

either "Available offline" or "Online-

only". Files that are "Online only"

are called "Smart Files". "Smart

Files" cannot be opened or viewed

when your computer is not

connected to the Internet.

121


• If your computer is not

connected online to the

Internet and you double-click

on a "Smart File", you will get

an error message.

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• If your computer is connected

online to the Internet and you

double-click on a "Smart File",

the entire file will download from

your cloud storage space and

then it will open up in whatever

software application program it

is supposed to open up with.

123


• When you double-click on a

"Smart File" and it opens up

in your computer, Microsoft's

blogs refer to the process as:

"hydrating" the Smart File".

124


• See

http://windows.microsoft.com/en-

us/windows-8/onedrive-upgrade-

desktop-app

and

http://windows.microsoft.com/en-

us/windows-8/onedrive-online-

available-offline

http://windows.microsoft.com/en-us/windows-8/onedrive-upgrade-desktop-app

http://windows.microsoft.com/en-us/windows-8/onedrive-online-available-offline

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• and

http://www.7tutorials.com/introducing

-windows-81-what-are-smart-files-

new-skydrive

http://www.7tutorials.com/introducing-windows-81-what-are-smart-files-new-skydrive

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• There two ways for you to select

between the "Available offline" and

"Online-only" for the files and folders in

the local "OneDrive" folder:

Using the "OneDrive" icon in the

"Notification Area" of the legacy

"Desktop"

and

Using the "OneDrive" "Start Screen"

app:

127


• Here is how to make the selection

using the "OneDrive" icon in the

"Notification Area" of the "Desktop":

130


• Right-click on the "OneDrive" icon

in the "Notification Area" in the

lower-right corner of the "Desktop":

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• Click on "Settings" in the pop-up

context menu:

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• A "Settings" window will be

displayed:

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• To only store "smart files" in your

"OneDrive" folder (which requires

that your computer have an

Internet connection before you can

access the files and folders that are

stored in the "OneDrive" server

farm), remove the checkmark (if

their is one) and click on "Make all

files online only.."

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• Click on "OK":

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• Click on "OK" again to close the

"Settings" dialog box:

142


• To store a full copy of the files and

folders that are stored on the

"OneDrive" server farm inside the


computer, make sure that there is a

checkmark for "Make all files

available even even when this PC

isn't connected to the Internet".

144


• As stated before, there two ways

for you to select between the

"smart files" versus "full copies of

files and folders" in your local

"OneDrive" folder:

Using the "OneDrive" icon in the

"Notification Area" of the legacy

"Desktop" and

Using the "OneDrive" "Start

Screen" app:

145


• Here is how to make the selection

using the "OneDrive" app in the

new-fangled "Start Screen":

146


• Start in the new-fangled "Start

Screen":

148


• Click on the "OneDrive" tile:

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• The root level view of your

"OneDrive" storage account will be

displayed:

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• Press "Windows key" + c on the

keyboard to bring up the "Charms"

bar on the right edge of the screen:

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• Click on the "Settings" icon in the

"Charms Bar":

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• Click on "Options" in the expanded

"App bar" on the right side of the

screen:

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• To only store "smart files" in your

"OneDrive" folder (which requires

that your computer have an

Internet connection before you can

access the files and folders that are

stored in the "OneDrive" server

farm from the local "OneDrive"

folder), make sure that the top

switch is in the left "Off" position:

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• To store a full copy of the files and

folders that are stored on the

"OneDrive" server farm inside the


computer, make sure that the top

switch is in the right "On" position".

162


• You actually have more granularity

of control over the "Availability" of

each file and folder inside the local

"OneDrive" folder, if you access

them with the right mouse button

from inside "File Explorer":

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"OneDrive" in "Windows 8.1" (continued)• You actually have control over the

"Availability" of each file and folder

inside the local "OneDrive" folder, if

you do the following:

Start "File Explorer".

Select "Details" in "View" (if it is not

already selected.

Use right mouse button to click on

a file or folder to change its

availability.

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• If a file or folder is currently in the

"Available offline" mode, you can

right click on it and click on "Make

available online-only":

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• If a file or folder is currently in the

"Online-only" mode, you can right

click on it and click on "Make

available offline":

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