Cloud Storage (OneDrive for Business)
2020.04.30 Updated

Cloud storage is a way to store data on the internet so that they can be accessed anytime, from anydevice, anywhere with an internet connection, so it is easy to edit and save files even without a USB
memory stick. In addition, OneDrive for Business includes a function that allows you to share yourfiles or folders with other users. Using this function, multiple users can create and edit files together.
For more information, check out the videos on Microsoftʼs Official Website: [Microsoft Office Help andTraining] .

Table of Contents
How to UseRules
Specifications
How to save files
How to download files
How to share files

How to Use
Sign in to your Email (Office365) via your web browser, then click the [OneDrive] icon.

For basic instructions on how to use the system, please check the following manuals.
You can also check this directly on OneDrive.
[Log in to Office465] → [OneDrive] → [? Mark] → [Help]
OneDrive is a Microsoft service. If you have any questions about how to use it, or if you needassistance, please use Microsoftʼs Official support, Microsoft Community.

Microsoft Community
Microsoft Community is a website managed by Microsoft where regular users and experts can ask
and answer questions and exchange information about Microsoft products and services.
You can access it from OneDrive by clicking [Log in to Office365] → [OneDrive] → [? Mark] →[Community].

Rules
Rule

Details

Users

Students, Faculty, Staff

Period of Use

While working or studying at APU

As a rule, materials are distributed and submitted throughmanaba. In light of the web-based teaching during theinfection prevention period, course materials can be

Not Permitted

distributed on OneDrive but submission to assignments[Students / Faculty]

will not be available.

・Distributing course materials, submitting assignments, etc.
・Storing personal information or grading information[Staff]・Managing or storing documents that contain personal information
・Managing or storing documents that should not be shared externally・Permanent storage of documents or other information*It is permitted to temporarily save the types of documents orinformation above, but if you do so you must protect the file with apassword and delete it as soon as possible after use.

Notes・You must follow the regulations laid out in The Ritsumeikan Trust Basic Regulations Concerning
Information System Usage and Operation Management andThe Ritsumeikan Trust Information System Usage Regulations.
・Cloud storage requires use of Microsoftʼs Office 365. Please check the list of Office365 Services.

Specifications
SpecDetails

Size

Up to 1 TB per accountCharacters which cannot be used

The following characters cannot be used:

for file/folder names"#%*:<>?/\|Security Function

Displays an error message if malware is detected

Multiple File Download

・UTF-8 encoding allows download of multiple files in a Zip
folder・Requires decompression software that supports UTF-8codingHow to Save Files
You can access the cloud and save files from your home or work PC.
*The screenshots in this manual show the screen when using the Internet Explorer browser.
Click [Upload], then select your file. Click [Open] to upload your file to OneDrive.
※A max file size of 10GB can be uploaded at one time.

※You can save a total of 20,000 items to OneDrive (all items displayed in OneDrive - files, folders,and links).
※You cannot upload files with the [*.tmp] or [*.ds_store] file extension to OneDrive.
※If a file with the same file name has already been uploaded to OneDrive for Business, a box will
pop up that says “A file with this name already exists. Would you like to overwrite it?” If you
select “Overwrite” then the original file will be overwritten.
※Uploaded files and folders can only be viewed by the original user. If you would like to share youritems with other users please refer to the How to Share Files manual.

References:・Uploading files to OneDrive (Microsoft Official Site)[Microsoft Office365 Training Center] → [OneDrive] → [Work or School – Manage your Files]

How to Download Files
You can access the cloud and download files from your home or work PC.
*The screenshots in this manual show the screen when using the Internet Explorer browser.
Access OneDrive, select the files you want to download, then click [Download]. You can then select[Save] or [Save As] to download the file to your PC.

If you select multiple files or a whole folder then click [Download], the files will be combined into
one .zip folder for download.

References:・Download Files from OneDrive or Sharepoint (Microsoft Official Site)[Microsoft Office Help and Training] → [OneDrive] → [Files] → [Manage] → [Download filesand folders from OneDrive or SharePoint]

How to Share Files
You can share files on the cloud with other APU and non-APU users.
*The screenshots in this manual show the screen when using the Internet Explorer browser.

Table of Contents
How to Share Files with Other Users
How to Access Files Shared by Other Users (APU)
How to Access Files Shared by Other Users (Non-APU)

How to Share Files with Other Users
Access OneDrive, check the files you would like to share, then click [Share]. Type in the email
addresses of the users with whom you would like to share the file, then click [Send] to send thoseusers an email with a link that can be used to access the files.

※The initial settings have “Allow anyone with the link to edit” on by default. If you would like otherusers to only be able to view the file, not edit, please click [Only allow designated users to edit]
then remove the check from the “Allow Editing” box. Click “Apply” to save your settings, then
add the email addresses.

References:・Sharing Files on OneDrive (Microsoft Official Site)[Microsoft Office Help and Training] → [OneDrive] → [Share & Collaborate] → [ShareOneDrive files and folders]

How to Access Files Shared by Other Users (APU)
When you click [Open] in the file sharing email you receive you will be able to open shared files.

How to Access Files Shared by Other Users (Non-APU)
Follow the steps below to access files shared by non-APU users.
① After you click the link in the file access email, “Request Verification Code” will be displayed. Ifthey click “Send Code” then they will receive an email with the code to access the file.

②Enter the verification code, then click [Verify] to open the shared file.