OFFICE 365/ONEDRIVE

FOR AACPS USERS

The Use of Office 365 / OneDrive Portal in AACPS Network
Updated Fall 2017

Help Desk
Help-Desk@aacps.org 410.222.5135
Table of Contents

Why you should Use AACPS Office 365/OneDrive for Business ......................................................................... 2
Is Office 365 and OneDrive the Same thing? ...................................................................................................... 2
How do I get to my OneDrive?............................................................................................................................ 3
Working in OneDrive Library Logging in for the first time.................................................................................. 4
Working in OneDrive Library Document Folders and Files................................................................................. 5
New Document- Method 1 From 365 Online Applications ................................................................................ 6
New Document- Method 2 From Full Version of Application ............................................................................ 8
Upload Files to OneDrive Library ........................................................................................................................ 9
Connected Services to OneDrive from Office Applications .............................................................................. 10
What if I’m not connected? .............................................................................................................................. 11
What if there are too many connections? ........................................................................................................ 12
Working in OneDrive Library Sharing Documents ............................................................................................ 13
Sharing - Method 1 From 365 Document Libraries .......................................................................................... 14
Sharing - Method 2 From Opened File in Full Version...................................................................................... 16
Sharing - Method 3 From Opened File in Online Version ................................................................................. 17
Sync Library List to File Explorer ....................................................................................................................... 19
Recycle Bin ........................................................................................................................................................ 20
Attention: Important Notice about OneDrive .................................................................................................. 21
Attention: Important Notice about OneDrive .................................................................................................. 22

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 Why you should Use AACPS Office 365/OneDrive for Business
 ONLINE STORAGE
Think of OneDrive for Business as a thumb drive on the web

 ACCESS Office 365

From any device with an internet connection

 ACCESS Office 365 Online

Office Applications including Word, Excel, PowerPoint and OneNote

 UPLOAD
Existing files to your OneDrive Library

 SHARE
OneDrive for Business documents with anyone within AACPS Network

 SYNCING
Creates a copy of your OneDrive Library to your device folder List. Once synced you do not have to
log into your OneDrive to save files directly to your cloud. You will see your One Drive for Business as
another Drive to save to.

 COPY/MOVE
Files using Windows Explorer Drag and Drop to OneDrive for Business Library folder

Is Office 365 and OneDrive the Same thing?

Office 365 is the Portal, the main application. OneDrive is one of the applications available in the
portal. Additional applications include online versions of our office software including Word, Excel,
PowerPoint and OneNote.

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 How do I get to my OneDrive?
To log into OneDrive AACPS for the First time go to the Intranet
https://intranet.aacps.org/Pages/Default.aspx from any device with an internet connection. The
link for Office 365/OneDrive will be on the right side of the screen. Log in with your current AACPS
credentials. Be sure to include @aacps.org as part of your user name and log in as a Work or
Organization if prompted.

ALWAYS
Enter @aacps.org
As part of your username

If you are on a Windows 10 Machine you will NOT have to

enter your Password

On a Windows 10 Machine select INTERNET EXPLORER and then click on ONEDRIVE from the
Splash Screen.

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Working in OneDrive Library
Logging in for the first time

 NEW – Add a Folder and Online application documents including Word, Excel, PowerPoint
and OneNote

 UPLOAD – File(s) from your device to OneDrive library. Can also drag and drop

 SHARED WITH ME – Displays a list of files that others have shared with you. Permissions to
files are EDIT or VIEW ONLY. This is a VIEW only list. You cannot rearrange the files

NEW

UPLOAD

Shared with Me

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Working in OneDrive Library
Document Folders and Files

 OPEN – Open the selected document in the Online version or the full functionality version
of the application.

 SHARE – File(s) and folders with users within our AACPS Network. Permissions to file/Folder
include View Only or Edit. You can only share 1 file at a time. If you have multiple files to
share with the same group recommend sharing a folder containing the files.

 COPY LINK – Get a link that other AACPS staff can use to open the file. The link ca be used
in memos, emails and web sites.

 DOWNLOAD– a copy of the file to another location.

 DELETE – File(s) from OneDrive library. They will appear in the Recycle Bin. The recycle bin
can be emptied. The deleted file(s) can also be restored if needed.

 MOVE TO – Files can be moved to other folders within your OneDrive Library. You can also
create a new folder

 … More things you can do with selected file.

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New Document- Method 1
From 365 Online Applications
1. Click + to Create New Folders (Optional)
Recommend opening folder so file saves directly into current folder

2. Click + to Create New Documents using Online Apps including Word, Excel, PowerPoint and
OneNote

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 To edit document, click on it from your 365 library. It will open in the online version. You will
have a choice to edit online or in the full Professional version.

 Online document editing has the basic features available on the ribbons

 When working Online make sure SAVED appears at top of screen (to right of file name) before
exiting document

 When finish editing return document to your library by clicking on your user name in top right of
document screen or selecting OneDrive from the “waffle” in the upper left corner

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New Document- Method 2
From Full Version of Application
1. Open application

2. Type Document

3. Click on FILE SHARE AS

4. Select OneDrive – Anne Arundel County from list

5. Save directly to library or Select a folder

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 Upload Files to OneDrive Library
Upload 1 or more files (up to 10 GB) from your computer to OneDrive library

1. Click on UPLOAD from menu at the top

2. Chose file(s) to upload

3. Click on OPEN

4. View uploading message in upper right of screen

 Right Click on file in OneDrive Library to Move or Copy File/Folder in Library

 Right Click on file in OneDrive Library to access Properties of File/Folder such as Rename

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Connected Services to OneDrive from Office Applications
When you have logged into your OneDrive library at least once you should not have to log into it
again to save your files from the full version of Office applications. Connected Services to
OneDrive is in each of the Professional applications, including Word, Excel, OneNote and
PowerPoint. From an open application go to File > Account to confirm connections.

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What if I’m not connected?

If your User Information from the Account screen is not displaying any connected services you
can manually set the connection.

1. Click on File > Account > Add a Service

2. Click on Storage > Office 365 SharePoint

You will be prompted to log into your AACPS 365 OneDrive Account with your AACPS
credentials

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What if there are too many connections?

There should only be two connections.

OneDrive – Anne Arundel County Public Schools and Sites – AACPS.
If there are more than those 2, simply remove the extra listings.

Once Connected Services are setup up in each of your Office

Applications, you can SAVE AS directly to your OneDrive Library
without having to Log into your OneDrive library each time.

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 Working in OneDrive Library
Sharing Documents
 SHARE files/Folders with users only in the AACPS Network

 SHARE FOLDER - files to the same group of users with same permissions

 SHARE permissions include VIEW ONLY or EDIT. You can modify these share permissions or
UNSHARE the document/folder entirely.

 Documents shared with you will appear in a SHARED WITH ME FOLDER separate from your main
OneDrive library

 You can only share files that you have edit permissions to

 When you Share a file/folder you and the person you are sharing with will receive an email
notification. The person you are sharing with can access the folder/file from the link in the email
or from their Shared with Me library.

 There is a 2000-character limit in the message area when sending a sharing email
 If someone is sharing documents with a group and is retiring or leaving AACPS their documents
are no longer available to the group as shared documents
 The person leaving must make documents available to group via email, usb drive, download files
from OneDrive

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Sharing - Method 1
From 365 Document Libraries

1. Check to select folder/File

2. Select SHARE from Menu across top

3. Select the 3 dots at top of Send Link Window to MANAGE ACCESS

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4. Click on ADD PEOPLE

5. Enter the complete AACPS email addresses of the users you want to share with

6. Select the PERMISSION LEVEL

7. Type a brief MESSAGE to the recipients

8. Click on the SHARE button in the lower right of the window

9. You and your recipient will receive email notification of items shared

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 Sharing - Method 2
From Opened File in Full Version

Sample WORD Document in Full Office version

1. Click on SHARE from the top right of the screen. A share panel will appear on the right side of
your screen

2. Type the email addresses of the AACPS USERS you want to share with. You can also click on the
Address Book to open the global address list to select names

3. Once the names have been entered, select CAN EDIT or CAN VIEW from drop down arrow.
Default is CAN EDIT

4. Type a brief MESSAGE (2000-character limit) to include in the email

5. Click on SHARE Button. The user(s) will be added to the list of Shared with as well as receive an
email notification of the shared file with a link to it

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Sharing - Method 3
From Opened File in Online Version

1. Click on SHARE from the top right of the screen. A share panel will appear on the right side
of your screen

2. Type the email addresses of the AACPS USERS you want to share with. You can also click on
the Address Book to open the global address list to select names

3. Type a brief MESSAGE (2000-character limit) to include in the email

4. Click on the down arrow to the right of Only People in Anne ….

Under OTHER SETTINGS you can uncheck ALLOW EDITING if you only want them to View
Only

5. Click Apply

6. Click SEND. Users will receive an email notification with a link to the shared file

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From Shared with Me or from your email you can click on the link to the shared file
Opens Online in Browser View by default. Option to open in full version

After viewing/editing the shared file click on the waffle in the upper left of the screen to return
document to OneDrive

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Sync Library List to File Explorer
 Syncing creates a copy of your OneDrive Library from the cloud onto your devices File
Explorer Folder list as a separate drive

 Users can Drag and Drop folders/Files from other drives to OneDrive for AACPS

1. Click on Sync

2. Click on the link to begin the SYNC

3. Log in with your AACPS credentials when prompted

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 Recycle Bin

 Recycle Bin stores deleted files

 Individual Files can be restored or deleted permanently from the list

 The entire bin can be emptied

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Attention: Important Notice about OneDrive

Once an employee leaves AACPS their AACPS account is

disabled and kept for 60 days.
After 60 days, their account is deleted.
30 days after deletion, their AACPS OneDrive is deleted

Recommended procedures for saving OneDrive folders/files

before an employee leaves AACPS can be found on our
Intranet > Applications Help > OneDrive
https://intranet.aacps.org/Dept/Technology/MS%20Office/!Att
ention%20-%20Important%20Notice%20about%20OneDrive.pdf

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 Attention: Important Notice about OneDrive
Employees who are separating from Anne Arundel County Public Schools must download all files out of
their AACPS OneDrive prior to their last day of employment.
Once employees separate from Anne Arundel County Public Schools, those employees will no longer have
access to files in their AACPS OneDrive.
In addition, if a departing employee has downloaded and installed Office 365 ProPlus on a personal
device(s), any installations of Office 365 ProPlus that the employee had go into reduced functionality mode.
In reduced functionality mode, Office 365 ProPlus remains installed on the computer, but the employee can
only view and print documents. All features for editing or creating new documents are disabled, and the
employee sees a dialog box saying "Product Deactivated" with options to enter a product key or to sign in
to an active account. The employee can then choose one of the available options to reactivate Office 365
ProPlus on that computer.

To Download Files from OneDrive

1. Open Internet Explorer (will not work in Google Chrome) and go to http://aacpsportal.onedrive.com

2. Login with your AACPS Network Username/Password. Include @aacps.org as part of your username
(e.g. username@aacps.org)

3. Once in your OneDrive, click “Return to classic OneDrive” on the lower left-hand side of the page

4. Click the Library tab at the top of the page • If you do not see a Library tab, click the icon that looks like a
gear ( ) In the upper right-hand corner of the page and click the Ribbon setting to turn the ribbon on

5. In the Connect & Export section of the toolbar, click Open with Explorer

6. In the Explorer window that opens, select all folders and files, copy/cut them, and paste them to your
local computer, a flash drive, an external hard drive, etc.

Storing Downloaded Files

Once files are downloaded from the AACPS OneDrive, employees can opt to move the files to a personal
cloud storage site, such as Microsoft’s (consumer/personal) OneDrive (https://onedrive.live.com/).
Similar to the OneDrive that AACPS offers, the consumer/personal OneDrive provides free, personal online
storage (currently, 15 GB), as well as, access to Microsoft Office Online.

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