All current students have access to OneDrive. Many staff also have access as at January 2020, with access being rolled out to all staff as the Microsoft 365 project progresses:
The Student Desktop H:\ Drive only has a limited amount of storage space, so you should store extra files on your University of Otago OneDrive. We recommend you keep files you are currently working on in your H:\ Drive, then transfer them to your OneDrive for storage.
Another advantage to your OneDrive is that although you can access the Student Desktop from anywhere on any computer, you can access your OneDrive through your StudentMail without needing to log in to the Student Desktop at all. You can even edit files within OneDrive, without having to download them, using Microsoft 365 Online.
Although your OneDrive files are stored online in the cloud, you can access them from the Student Desktop just like any other folder:
- Make sure you are fully logged in before accessing your OneDrive. If you get an error message or there is a red cross over your OneDrive icon, wait a few more moments.
- Open any folder and click on the OneDrive icon in the side pane.
- You can now see any files you have stored in your OneDrive. Use the OneDrive folders in the normal way, for example you can move files into your OneDrive using copy and paste, or drag and drop.
- Log in to your StudentMail at otago.ac.nz/studentmail
- Click on the small squares icon in the top left corner of the screen and choose OneDrive from the menu.
- You can now view and use all the files stored in your OneDrive.
To download a file you have stored in your OneDrive so you can use it offline or on your own computer
- Select the file with a single click.
- Click Download in the menu at the top of the screen.
- The file will download to your downloads folder, or you will be asked whether to open or save the file.
Important! If you want to edit the file, make sure you download the file rather than opening it or any changes you make may not be saved.
If you try to delete folders with contents within them in OneDrive via a web browser, you will receive an error message stating: "You have to delete all the items in this folder before you can delete the folder".
This is expected behaviour due to the University of Otago's retention policy setup required for records management compliance. To workaround this issue, you can use the OneDrive desktop client:
Included with most versions of Windows 10, OR
Download and install from onedrive.live.com/about/en-IE/download/
The client is also available in the Student Desktop environment. You should then be able to delete folders normally within the client.
From the online OneDrive, you can open, upload, or create new files using the menu bar at the top of the screen. If you open or create a new file, it will open directly in your web browser using Microsoft 365 Online.
If you would like to save or open files using your OneDrive within a program such as Microsoft Word, use the folder OneDrive—University of Otago as demonstrated below.
- In Word, choose to Save, Save As, or Open your document as normal.
- Double-click on OneDrive—University of Otago.
- You can also single-click OneDrive—University of Otago then click Browse.
- The window that opens is your OneDrive and you can save or open a file as normal.