OneDrive

Onedrive logo blueOneDrive for Business is part of the Office365 offering by Microsoft.  It is available to undergraduate and taught postgraduate students as part of your email account. It gives you 1 TB of storage space.

OneDrive is a professional document library that uses Office 365™ (SharePoint® Online) to safely store your documents in the cloud. With your documents stored in the cloud, it’s easy to share them with other students. OneDrive also makes it easy to access and sync your documents from anywhere and from multiple devices. 

The information on this page can be found in this document if you'd prefer to print it out:

Introduction to OneDrive

More information about student email 
More information about Microsoft Office software via your student email


OneDrive FAQs

Who can access OneDrive? 
How do I access OneDrive?
What are the benefits of OneDrive? 
How do I create a new document using OneDrive? 
How do I upload an existing document to OneDrive?
How do I save a document?
How do I delete a document? 
Can I recover a file or folder that I accidentally deleted from OneDrive? 
How do I create a folder in OneDrive? 
How do I share a document or folder with other students (for joint projects etc)?
How do I print from within OneDrive?  
Accessing OneDrive on your devices using apps



Q: Who can access OneDrive?

A: OneDrive is available to students with a 'students.stir.ac.uk' email address - Undergraduate students and Taught Postgraduate students.

Q: How do I access OneDrive?

A:  Login to your student email account via the portal or directly to http://office365.stir.ac.uk and follow the link to OneDrive from the top menu bar (menu with squares on it in top left corner).  The first time you attempt to access OneDrive, there may be a delay while your OneDrive account is activated.  This can take some time though it usually happens fairly quickly.

Q: What are the benefits of OneDrive?

A:  OneDrive provides an enormous amount of storage space for your files (1 TB) and also provides:

  • share documents with other students - very useful for group projects.
  • sync your documents across your devices so you can access them anywhere (see 'apps' FAQ below)

Q: How do I create a new document using OneDrive?

A:  Firstly, login to student email and then follow the link to OneDrive from the top navigation bar.

By default, any document or folder you create on OneDrive is private to you (invisible to everyone else). After you create a document, you can make it available to selected individuals. Or if you want to make the files public to everyone in your organization, you can add it to (or create it in) the Shared with Everyone folder. For information on sharing documents, see ”Share documents on OneDrive” later in this guide.

  • To create a new document:
  • On the OneDrive page, Click on the APPS icon (to the left of Office 365) 
  • Click the type of document (Word, Excel®, PowerPoint®, or OneNote®) you want to create.
  • The Online Web App for the type of file you selected is opened.
  • In the Web App, create your document.
  • Your document will be saved automatically.  To name it – click in the document title area at the top of the screen and type your new name
  • If you have Office 2013 you can use the full Office application instead of the Web App: tap or click the application name. For example, if it’s a Word document, tap or click OPEN IN WORD.  If you have an older version of Office, you can open in the full application by going to File>Save as>Download to PC. Follow the prompts to save then open your file and it will open in Word.  You can then save it to a USB stick or to your uni home folder.

Q.  How do I upload an existing document to OneDrive?

A:   There are 2 easy ways to upload an existing document to OneDrive:

  1. Drag and drop files onto your OneDrive file area – from your computer desktop or a network folder OR
  2. Use the Upload button to choose a file from your PC/network to upload to OneDrive

Q: How do I save a document?

A:  OneDrive automatically saves changes as you go along - to rename your document, click in the document title area at the top of the screen and type your new name.  You can save a document outwith OneDrive by going to File > Save as > Download then following the prompts to save your file, then open it in word.  It can then be saved as a normal file to a USB stick or to a network folder.

Q:  How do I delete a document?

A:  Follow these instructions:

  1. Select the file or files you want to delete by tapping or clicking to the left of the filename(s).
  2. Tap or click Manage, and then tap or click the Delete button OR
  3. Highlight your document then click Manage then select Delete.  The following message will appear 'Are you sure you want to send the item(s) to the recycle Bin?) Click OK

Q:  Can I recover a file or folder that I accidentally deleted from OneDrive?

A:  Yes - items deleted from OneDrive go into the Recycle Bin and are held there for up to 3 weeks.  To retrieve a document or folder from the bin, click on Recycle Bin in OneDrive menu (on left side of the screen).  Tick the box next to the file that you want to recover, then pick Restore Selection.  Your file will reappear in your OneDrive Documents area.

Q:  How do I create a folder in OneDrive?

A:  It's easy!  Follow these instructions: 

  • On the OneDrive page, tap or click new 
  • Click New Folder.
  • In the Create a new folder dialog box, type the name of the folder, and then tap or click Save.

You can drag files into your folder from your OneDrive documents area.

Q: How do I share a document or folder with other students (for joint projects etc)?

A:  When you share a document, you can optionally choose to start following the document. When you follow a document, you get updates in your SharePoint Online newsfeed when other people edit the document. People with whom you’ve shared the document can also choose to follow it.

To share a document:

  • Click on Share at the top of the screen.
  • NOTE:  If you want to follow the document, tap or click FOLLOW.(*Under review)
  • In the Share dialog box, enter the names or email addresses of the people you want to share with, specify permissions (view or edit), and then enter a personal message (optional).*
  • If you don’t want to send an email invitation (you can always send an email later), tap or click SHOW OPTIONS, and then clear the Send an email invitation check box*
  • Tap or click Share*

*the 'send an email' functionality won't work on lab PCs

IMPORTANT NOTE ABOUT SHARING DOCUMENTS WITHIN FOLDERS

When you share a folder, you automatically share all items you place in that folder. Sharing a folder saves you the trouble of sharing the documents one at a time. Note the following details about sharing folders, however:

Once you share a folder, every item you add to it is automatically shared with the people you’re sharing the folder with. If you don’t want to expose a particular document, be careful about which shared folder you add it to.

You must share a folder if you want people to be able to navigate to it when they visit your library. For example, let’s say you create a new folder, and then add and share a document in this folder. If you want people to be able to go to the new folder to see the document, you must also share the folder. To provide access to shared documents in a folder without sharing the folder, copy a shortcut to the document, paste it as a link, and then send it in email or an instant message. 

See who you’re sharing with
In the Sharing column, tap or click the Sharing  icon associated with the document or folder. In the Shared With dialog box, you’ll see a list of people you’re sharing with.

Change permissions of people you’re sharing with

  • Select the document or folder.
  • In the Sharing column, tap or click the Sharing icon.
  • In the Shared With dialog box, tap or click the drop-down arrow to change the permissions to Can edit, Can view, or Stop sharing.

Send email to all the people you’re sharing with (this won't work on the lab PCs)
You can quickly send email to everyone you’re sharing with. You might do this if there are particular details about the document or folder you want them to know about, or if you want to remind them that you’ve shared a document with them.

  1. Select the document or folder.
  2. In the Sharing column, tap or click the Sharing  icon.
  3. In the Shared With dialog box, tap or click EMAIL EVERYONE.
  4. Compose and send the email.

Alert me when something changes (*under review)
You can set up an alert for a folder or file so you’re notified when something changes. For example, you might want to set up an alert for a folder so you know if a co-worker adds a document to the folder or modifies an existing document.

You can set up alerts for different types of changes, ranging from every single change to only changes that occur to the files you created.

To set up an alert:

  1. Select the file or folder that you want to create an alert for.
  2. Tap or click the FILES tab, tap or click Alert Me on the ribbon, and then tap or click Set alert on this document.
  3. In the Documents: New Alert dialog box, select the appropriate options for the alert.

NOTE:  To manage your alerts, tap or click the FILES tab, tap or click Alert Me on the ribbon, and then tap or click Manage My Alerts.

Q: How do I print from within OneDrive?

A:  Printing from OneDrive to the student print system is relatively simple:

  1. From the web app select Print.
  2. A preview window will open alongside the normal print dialog box.
  3. In the print dialog box, select your print queue and then click Print.  Close down the Preview window.  Pick up your print job from the printer. 

Accessing OneDrive on your devices using apps (*under review)

OneDrive can be accessed on iOS (6.0 or later) and Android (4.0 or later) phones or and tablets.

Android
You can download the OneDrive app for Android devices from the Google Play store free of charge. Logon to the Store and search for OneDrive (formerly SkyDrive) from Microsoft. Tap Install. OneDrive will be added to your apps.

Signing onto OneDrive: Tap the OneDrive app -> At the splash screen tap Sign in. Enter you student email address in the format username00001@students.stir.ac.uk -> Tap Next -> You will be redirected to the University of Stirling Office365 logon page. -> Type the username in the format username00001@students.stir.ac.uk -> Enter your Stirling network password.

To sign out:  Tap the menu overflow button (the three dots) -> Tap settings -> Tap your University account under accounts -> select Sign out of this account -> Tap OK.

OneDrive for Android Microsoft FAQ:  http://windows.microsoft.com/en-gb/onedrive/android-faq

iOS
You can download the OneDrive app for iOS devices from the Apple App Store free of charge. Logon to the Store and search for OneDrive for business (formerly SkyDrive). Tap install. OneDrive will be added to your apps.

Signing onto OneDrive: Tap the OneDrive app -> At the splash screen  enter your full student email address at the username field in the format username00001@students.stir.ac.uk -> Type your Stirling network password into the password  field -> Tap Sign in ->OneDrive will open.

To sign out:  Tap the Settings button at the foot of the screen -> in the settings window that  appear Tap Sign out -> Say Yes to the Are you Sure? confirmation dialogue box.

OneDrive for iOS Microsoft FAQ:   http://windows.microsoft.com/en-gb/onedrive/ios-faq

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