Your Files in OneDrive

What's Changing

Your personal files are moving from Google Drive to Microsoft OneDrive. OneDrive is your personal cloud storage - it works very similarly to Google Drive, just with a different name and a fresh interface.

What Stays the Same

• Your files - everything from Google Drive is migrated to OneDrive
• Cloud access - access your files from any device, anywhere
• Sharing - share files and folders with colleagues the same way
• Auto-save - files save automatically, just like in Google Drive
• File types - PDFs, images, documents all work the same way

What OneDrive Looks Like

Here's your OneDrive home page — it shows your recent files, quick access shortcuts, and file filters across the top:

OneDrive also supports a dark theme — you can switch between light and dark mode in your OneDrive settings under Appearance.

Finding Your Files

On Your Computer

1. Look for the OneDrive cloud icon in your taskbar (bottom right of your screen)
2. Click it to open your OneDrive folder
3. Your files are synced locally - you can work on them even without internet

On the Web

1. Go to onedrive.com and sign in
2. Or click the OneDrive icon from your Microsoft 365 app launcher (the grid of dots at the top left of any Microsoft 365 page)

The app launcher (also called the "waffle menu") is the grid of nine dots at the top-left of any Microsoft 365 page. Click it to find OneDrive and all your other apps.

On Your Phone

1. Download the OneDrive app from the App Store or Google Play
2. Sign in with your work email
3. Access all your files on the go

The mobile app shows sync status for each file — you can see which files are available offline and which are cloud-only. Look for the green checkmark (synced) or cloud icon (online only).

Google Drive to OneDrive - Quick Comparison

Working with Files

Creating New Files

Click + New in OneDrive to create:

• Word document (replaces Google Docs)
• Excel spreadsheet (replaces Google Sheets)
• PowerPoint presentation (replaces Google Slides)
• Folder to organize your files

Sharing a File

Sharing in OneDrive is a two-step process:

Step 1: Right-click the file (or click the three dots) and select Share. You'll see a dialog where you can enter names or email addresses, add a message, and choose sharing options.

Step 2: Click the link settings to control who can access the file and what they can do:

• People in Blue Ant Media — anyone in the company with the link can access it
• Specific people — only the people you name can access it
• Can edit vs Can view — control whether they can make changes
• Set expiration — the link stops working after a date you choose
• Block download — let people view but not save a copy

Choose the right combination for your situation. For internal documents, "People in Blue Ant Media" with "Can edit" is usually fine. For sensitive files, use "Specific people" with "Can view."

Finding Files Quickly

• Use the Search bar at the top to find any file by name or content
• Click Recent to see files you've worked on lately
• Pin important files so they're always at the top

What "Synced Locally" Actually Means

When you sign into OneDrive on your computer, it creates a OneDrive folder in your File Explorer (Windows) or Finder (Mac). Files you save there automatically upload to the cloud. If you edit a file on your phone or the web, the change syncs back to your computer.

This means you can:

• Work on files without opening a browser - just use File Explorer like normal
• Edit files offline (on a plane, in a meeting room with poor signal) - they sync when you reconnect
• Access the same files from any device - your computer, phone, or any web browser

Look for the blue cloud icon in your system tray (bottom-right of your screen). A green checkmark means files are synced. A blue arrow means syncing is in progress.

Version History

Made a mistake? Need an older version of a file? OneDrive keeps a history of every change:

1. Right-click the file in OneDrive (or click the three dots)
2. Select Version history
3. You'll see every saved version with the date and who made the change
4. Click any version to preview it, or click Restore to bring it back

This works for Word, Excel, PowerPoint, and most other file types. You cannot lose work in OneDrive - there's always a version to go back to.

Storage and Limits

• Each person gets 1 TB (terabyte) of OneDrive storage - that's roughly 500,000 photos or millions of documents
• Individual files can be up to 250 GB each
• You'll likely never hit the limit, but if you do, your IT team can request more

What Happens If Two People Edit the Same File

If you and a colleague both edit the same file at the same time online, you'll see each other's changes in real-time (colored cursors, just like Google Docs).

If you both edit it offline and then reconnect, OneDrive creates a copy with your name in the filename (e.g., "Report - John Smith.docx") so nothing is lost. You can then merge the changes manually.

What Happens If Someone Leaves

If an employee leaves Blue Ant Media, IT can transfer their OneDrive files to a manager or another team member. Nothing is lost. This is another reason to keep work files in OneDrive rather than on a local desktop.

Organizing Your Files

Here's a folder structure that works well for staff:

• Projects - individual folders per project or show
• Reports - monthly reports, performance reviews
• Templates - forms and documents you reuse
• Training - notes, reference materials
• Personal - anything that's just for you

Keep shared team files in SharePoint (via Teams channels), not in your personal OneDrive. OneDrive is your space; SharePoint is the team's space.

Tips for Staff

• Don't store work documents on your desktop - save them to OneDrive so they're backed up and accessible from any computer
• The OneDrive folder on your computer syncs automatically - save files there and they'll be available everywhere
• Large files like photos and videos work fine in OneDrive
• Right-click is your friend - right-click any file for sharing, version history, moving, and more
• Pin files you use daily so they appear at the top of your file list

Need Help?

If you can't find a file or need help:

1. Check the Recycle Bin - accidentally deleted files stay there for 93 days
2. Use Search - it searches inside documents too, not just file names
3. Ask a colleague or contact IT Support
4. Email the Blue Ant Media IT team at it@blueantmedia.com