🧙‍♂️ Microsoft OneDrive Tips & Tricks

hi everyone kevin here today i want to show you my favorite top 10 tips and tricks in microsoft onedrive as always if you want to jump around this video feel free to use the timestamps down below in the description before we jump in i want to do a quick refresher on what onedrive even is onedrive is a cloud storage provider if you've ever used google drive or apple's icloud before it's the same thing as that except this is microsoft's version basically you store your files on microsoft's servers why would you ever want to do that well there are three main benefits first off you get anywhere access to your files so if you were to say come on a tour of the kevin cookie company you'd still be able to access all of your files even if you're far away from home you can also backup and protect your files so let's say you drop your laptop into a vat of boiling chocolate your files are still safe lastly you can also share and collaborate on your files so let's say you're working on a recipe with your team for new cookies well you could share it with them and they could work on that same recipe to get the most value from onedrive you need to sign up for a premium plan now i'm personally on the microsoft 365 family plan and for a hundred dollars per year you get six terabytes of total storage now i back up all of my youtube videos in my onedrive and i haven't even passed one terabyte yet oh and as an added bonus you get all these other apps like outlook word excel powerpoint along with all of that storage space and with that all out of the way this brings us to tip number one you can use onedrive to backup all of your photos and videos on your phone whether you have an iphone or an android phone here i am on my phone and i have a bunch of pictures that i would love to back up i have a bunch of pictures of my son and then i have a whole bunch of pictures of me in front of a green screen trust me this isn't just for my personal collection i use these for my youtube thumbnails to be able to back up your photos and videos on your phone first off you need the onedrive app and you can get this through the app store on an iphone or the play store on an android phone simply search for onedrive and you should see the onedrive app as the best results if you don't have it yet go ahead and install it otherwise click on open once you've finished downloading and installing the onedrive app we're very close to being able to backup all of the photos from our phone to onedrive to make sure this is turned on up in the top left hand corner let's click on our profile picture this opens up a menu next click on settings within settings about halfway down there's a section for files and photos let's click on the one that says camera upload within camera upload you can check which account you want to upload photos to i have my main account checked on down below you have a few different options you can indicate whether you want to use a mobile network i currently have that toggled off because i have a limited amount of data and i don't want to use it up for backup instead i'll wait until i get home and i have wi-fi before i back up photos you can also decide whether you want to include videos videos will take up a lot more space so you can decide if you want that all to go towards your onedrive account in this case i like backing up both my photos and videos so i have this toggled on down below you can also decide how you want to organize your photos right now i have it set to month so it'll group all my photos by month you can also set it to year or you could simply have it all go towards a photos folder and have no organization in place once you've finished setting this up you'll see text within onedrive that lets you know that your photos are currently uploading i have 66 more photos that need to be backed up here i see an icon in the bottom right hand corner letting me know that this photo is currently only on my phone once it's been synced to my onedrive i won't see this icon anymore this brings us to tip number two you can use the onedrive app to scan in documents and it uses technology from office lens office lens does a far better job than what your default camera on your phone can do to be able to use this within the onedrive app at the very bottom let's click on the camera icon this opens up your camera and here you can see that i'm currently pointing my phone at a document this is when i hit 100 000 subscribers on youtube and i want to make sure i don't lose this so i want to create a digital copy of this along with being able to take photos of documents you can also take a picture of a whiteboard business card or just a traditional photo now this is a document so i'll select document down here you'll see that it highlights the borders of the document in this blue box that looks good so i'll take a photo it's now taken a photo and here it's identified the borders of the document i'll click on confirm here now you can see my document and it's cleaned it up quite a bit look how nice this white background looks down below i can add additional photos to the scan i can apply different filters i could crop it and then you have some more options for example if you want to rotate it or maybe add some text right now i'm all good so i'll click on done on the next screen i can decide where i want to place this file i'll simply put it in my files folder once i'm all ready to go i'll click on this check mark here now on my pc i can see the document that i scanned in and i don't know about you but this is a pretty nice document scan the background looks really good it captured all of the detail and all i had to do was take a photo on my phone and it's now available on my pc and anywhere else i happen to be working this brings us to tip number three you can share cloud files and collaborate with others on those files here i am on onedrive.com and i see a whole bunch of files related to the kevin cookie company i have a franchise agreement right here that i want to share with some of my team members and then we can all work on this file together i simply right click on the file and within this menu there's the option to share let's click on that this opens up the share dialog and right at the top i see that anyone who i share this with can edit the document by clicking on this i can change that setting let's say for example i only want someone to be able to view it right down here i can type in names of people who i want to share it with i'm going to type in one of my favorite co-workers adele right into this field i could type in additional names and i could also type in a message now if i don't want to type in any names up here i could also just copy a link to this file by clicking on this text this will place a link on the clipboard and then i can paste it in an email or anywhere else that i want to share it with someone once i'm ready to go i'll click on the button that says send along with sharing on onedrive.com i can also share files directly through windows here i am in file explorer and i have the same document on my computer i could right click on it and right here at the top i have all of these different onedrive controls up here i can share the file this opens up a very similar shared dialog to what we saw on onedrive.com here too i could type in names i could type in a message or i could just copy the link to be able to share this file i've now shared the document with adele and over on the left hand side you can see my screen and over on the right hand side you can see a dell screen the great thing about say sharing documents or photos or any type of content is you can all work on them together here once again i have the franchise agreement and i want to insert the partner's name and this is cookie monster so i'll replace this text with cookie monster when i type it in over on my screen you'll see on a dell screen it reflects the changes pretty much instantaneously so it makes working together extremely easy this brings us to tips number four and five and they also have to do with sharing now previously i shared an individual file however you can also share an entire folder here just like with a file i can right click on it and then let's click on the option that says share this once again opens up the shared dialog except this time let's click on this text that says anyone with this link can edit this now brings us to tip number four related to sharing you can set your share links to expire within link settings towards the bottom you can set an expiration date now i don't want to share this indefinitely who knows what people are going to look at in a year from now instead i'll click on this text and i can set it to expire this saturday when i click on this i can now share the link with someone and they'll have a very limited window to be able to access whatever contents i have in this folder and right underneath that we have tip number five you can set up a password to protect your sharing links so right down here let me type in a password i'll simply type in password believe it or not this is one of the most commonly used passwords so if you ever need to guess one of your old passwords maybe you have millions of dollars of bitcoin hidden away try password and see if that works once you're all ready to go i have an expiration date i have a password i'll click on apply now that i've applied those different settings here i see a calendar icon letting me know that it expires i also see a lock icon and now i can go ahead and share this file just like i did before this brings us to tip number six and that's the personal vault it's the one that looks like a safe in your onedrive account so what is it and how is it different from a standard folder in onedrive well here i can click on any one of these folders and i can click in to view the contents however that's not the case with the personal vault let me click on this and let's see what happens when i click on this i need to use two-factor authentication to verify my identity i'm going to open up my phone and type in the secret code and once it verifies my identity it'll log me into the personal vault i'm now in the personal vault and this is the perfect place to store things like maybe a photo of your passport maybe your driver's license in my case i use it to store our top secret recipes for the kevin cookie company i need a little bit of extra security for that i also have all of my passwords for my 100 million dollars worth of bitcoin i'm just kidding i don't have that much bitcoin before you try to hack my account this is totally just a made up file up in the top right hand corner once i'm all done looking at all of my personal vault files i can click on this icon and i can now log out i'm back in my main onedrive view and once again my personal vault or my safe is now locked again if i don't log out it'll automatically log out of the vault after 20 minutes at which point i have to use two-factor authentication to access my vault again this brings us to tip number seven for any documents that you store on onedrive so let's say a word document an excel spreadsheet or a powerpoint presentation you can access the version history so let's say someone goes in or maybe you go in and you make a few changes but you didn't like those changes you can go back to an older version to access version history simply log into onedrive and go to the file that you want to see the history for you can right click on it and within the context menu at the very bottom there's the option for version history let's click on that this opens up the version history viewer and over on the left hand side i can see the current version of this slide presentation down below i can also see all of the older versions if i want to say jump back to a previous version all i need to do is click on this text and that'll bring me back in time to that previous version and then i can start working from there again tip number eight you can decide whether you keep files just on one drive or on onedrive and on your pc when you have file explorer open and you're within onedrive you can go down to one of your files and right click on it here you see all of the different onedrive options right here in the context menu now down below you can decide whether you want to always keep on this device what that means is the file will be on both one drive and on your computer if you want to save a little bit of space on your computer you can also only keep it on one drive in which case you can click on the option that says free up space now i'm a big fan of keeping multiple backups i like having things backed up on onedrive and on my pc so for all my files i choose to always keep on this device as well tip number nine you can embed files from your onedrive account onto websites here for example i have our employee benefit handbook and i want to put it on our kevincookiecompany.com website so all of our employees can go on and access it to embed it you can right click on this or click on the ellipsis to show all of the actions within this menu there's the option to embed let's click on this this opens up a menu over on the right hand side and here we can see the embed code i'll click on this and then click on copy now that i've copied the embed code i want to put it into my website i used google sites to create my website but you could also use wordpress wix or any other service and you can insert your embed code to embed on google sites i'll go over to the right hand side under the insert tab and then click on the option that says embed this opens up a dialog and i can either embed a url or embed code i copied embed code so i'll click on this next i could paste in the code that i copied from onedrive one thing that's interesting if you want your content to appear larger you can adjust the width and the height right here within the code i'm going to leave it to the default and then click on next here i can see a preview of what i'm going to embed and it looks exactly like i'd like it to so next i'll click on insert i've now inserted my powerpoint onto my page and once again if i wanted this to appear larger i can go in and i could adjust the width and height for now this looks good and i'll click on publish tip number 10 and unfortunately this is the last tip of today i know it's sad we've reached the end of another top tips and tricks but don't worry there will be more to come in the future and this one is very handy you can get back files that maybe you deleted accidentally and also maybe something catastrophic happens and you lose everything in your onedrive account don't despair you can recover everything in your onedrive account first off let's see how you can get an individual file back over on the left hand side there's the recycle bin when we click on this you'll see all of the files that you recently deleted you can go through and you can restore individual files you can also restore all the items that sit in your recycle bin items only sit in the recycle bin for 30 days so if you deleted something and you need it back the sooner you do it the better now let's say that something really bad happened and you need to restore your entire onedrive you can do that as well and you don't have to do that through the recycle bin instead let's go up to the top right hand corner where there's a settings gear when we click on this let's next click into options within onedrive options over on the left hand side let's click on restore your onedrive and here we can restore our onedrive to a previous time we can restore it anywhere back to one month in the past here's a drop down list and i could restore yesterday a week ago three weeks ago or even a custom date and time here if i choose one of these options i could also visualize when changes happen to my onedrive account and here down below i can see what those changes were once i'm ready to restore all of my files i can click on the button that says restore it's very similar to version history that we looked at earlier for one individual document however this applies to your entire onedrive account it's a pretty handy tool to make sure that you never lose critical content alright well if you learned some new tips and tricks today please give this video a thumbs up if you want to see more videos like this in the future make sure to hit that subscribe button lastly if you want to see me cover any other topics on this channel leave a note down below alright well that's all i have for you today i hope you enjoyed and as always i hope to see you next time bye [Music] you

Channel: Kevin Stratvert

Views: 116,922

Keywords: kevin stratvert, one drive, onedrive, microsoft, microsoft 365, onedrive tutorial, how to use onedrive, microsoft onedrive, how to use one drive, how to use microsoft onedrive, windows 10, stratvert, what is onedrive, tutorial, onedrive app, using onedrive, what is microsoft onedrive, onedrive windows, share, collaborate, scan, scan document, scan documents, expire, share link, password, personal vault, version history, embed, web site, website, restore, 365, office 365, onedrive use

Id: MkvvohqgHlE

Length: 15min 20sec (920 seconds)

Published: Tue Jan 26 2021