OneDrive For Business

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Subject
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OneDrive for
Business
09/12/2015
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Global Field Ops
Support

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UnileverTechSupport

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High Level implementation

DRAFT

Document Change History

Version

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0.9

Bas de Winter

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09/12/2015

1.0

Bas de Winter

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23/12/2015

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Unilever
TechSuppot

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Bas de Winter

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01/12/2015

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of their respective companies and are hereby acknowledged.

Contents
Acronyms used in process..................................................................................... 7
Background............................................................................................................ 7
Organise your files and folders..............................................................................8
What files should be saved in OneDrive for Business?.......................................8
Tidy up!.............................................................................................................. 8
Folder creation tips............................................................................................. 8
Things you should know about files and folders....................................................9
How long folder and files names can be.............................................................9
Characters you cant use in folder or file names................................................9
.PST files should not be moved to OneDrive.................................................9
File size limit is 2GB.......................................................................................... 10
You have 1TB space in your OneDrive..............................................................10
You can have 20,000 individual items and folders in your OneDrive for Business
......................................................................................................................... 10
Activate your OneDrive for Business account......................................................11
Type the following URL into your web browser or click the link below:.............11
You will see the following page.........................................................................11
Enter your Unilever e-mail address..................................................................12
You will then see the OneDrive for Business landing page...............................12
Sync OneDrive for Business to your device.........................................................13
Important.......................................................................................................... 13
Sync OneDrive for Business to your device......................................................13
Regular syncing................................................................................................ 14
Set permissions - decide who gets access...........................................................15
Give an individual or a group access to a file or folder.....................................15
Give an external contact access to a file or folder............................................16
Working in OneDrive for Business........................................................................18
Save from Word, Excel, PowerPoint and other Office programs........................18
Upload a single file........................................................................................... 19
Upload multiple files......................................................................................... 19
Create a new folder.......................................................................................... 20
Create a sub-folder........................................................................................... 20
Accessing Unilever OneDrive from non-domain bound device............................21
Type the 6 letter code received on your mobile................................................21

Drag and drop your folders into OneDrive for Business.......................................22

The quickest and easiest way to add bulk files and folders into OneDrive for
Business is using 'drag and drop' with Windows/File Explorer..........................22
Open OneDrive for Business in Windows/File Explorer.....................................22
Open your network drive in Windows/File Explorer...........................................23
Drag and drop.................................................................................................. 23
Restrictions and limitations when you sync SharePoint libraries to your computer
through OneDrive for Business............................................................................24
Size limit for syncing files................................................................................. 25
SharePoint Online............................................................................................. 25
SharePoint Server 2013.................................................................................... 26
Unsupported folder names............................................................................... 27
GUID strings as file names................................................................................ 28
Invalid file types............................................................................................... 28
File types that cannot be added to a list or library...........................................28
Outlook PST files............................................................................................... 28
OneNote notebooks.......................................................................................... 28
Open files can't be synced................................................................................29
Fix OneDrive for Business sync problems.........................................................29
The Easy fix tool currently performs the following tasks on the OneDrive for
Business folder or local folder that you specify:...............................................30

Acronyms used in process

Acronym
O365
tenant
OD4B
EXO

Meaning
Office 365 Pro Plus
Office 365 tenant online
OneDrive for Business
Exchange Online

Background
This document is intended to show you how to get started with OneDrive for
Business on the Unilever account. OneDrive for Business is a great new place to
store and share your files with colleagues and contacts. OneDrive for Business is
like your Shared Drive in the Cloud. By storing your files in the Cloud, you can
access them anytime, anywhere and from any device

Organise your files and folders

What files should be saved in OneDrive for Business?
Personal work-related files only. Files for projects and teams should be saved on a
Team Site.
Work in progress files.
Documents that you would have saved in 'My Documents'.
Files to be shared with internal or external contacts.
Content that should not be uploaded to OneDrive for Business includes .pst files,
personal videos and photos.

Tidy up!
Open File/Windows Explorer.
Decide which folders you want to sync/copy to OneDrive for Business.
Tidy up the content of the folders i.e. archive old documents and remove files that
you dont need in OneDrive for Business.
Read our Things you must know about files and folders guide for more information.

Folder creation tips

Keep your folder structure simple the search feature in OneDrive for Business is the
fastest way to find documents.
Use broad categories as your top-level folder names.

Dont create too many sub-folders - it creates long document URLs and there is a
limit to the number of characters that can be in a URL.

Give sub-folders short or abbreviated names.

Create separate folders for files you need to share with external contacts so you
can keep track of the content youve shared externally.

Things you should know about files and folders

How long folder and files names can be
There is a limit to how long files names and folders names can be in OneDrive for
Business.

File names can have up to 128 characters

Folder names can have up to 250 characters

The total combination of file and folder names can have up to 250
characters

Make sure you use short, succinct folder and file names, and rename any long
files or folders before you save them to OneDrive for Business.

Characters you cant use in folder or file names

The following characters cant be used in files or folders in OneDrive for
Business.
NOTE: if you try to add files or folders to OneDrive for Business that have these
characters you will get an error.
We recommend that you check your files and folders for these characters before
syncing to OneDrive for Business and rename files / folders that use these
characters:
< (less than)
> (greater than)
: (colon)
" (double quote)
/ (forward slash)
\ (backslash)
| (vertical bar or pipe)
? (question mark)
* (asterisk)
~ (Tilde)
# (Number Sign)
% (Percent)
& (Ampersand)
[ ] (Braces)
{ } (Angle Brackets

.PST files should not be moved to OneDrive

If you have a .pst file, the file is open at all times while you have Outlook open.
The file is not closed until you close Outlook. If you experience any sort of
network disruption (such as moving from one wireless access point to another),
you could corrupt your file and lose data. The file would not be recoverable while
in that state.

File size limit is 2GB

Individual files cannot be larger than 2GB.
Video files should be stored in U-View.

You have 1TB space in your OneDrive

Your OneDrive for Business can store up to 1TB of file size.

You can have 20,000 individual items and folders in your

OneDrive for Business

Activate your OneDrive for Business account

Type the following URL into your web browser or click the
link below:

https://unilever-my.sharepoint.com

You will see the following page

Enter your Unilever e-mail address

You will then see the OneDrive for Business landing page

Sync OneDrive for Business to your device

Syncing (or synchronizing) creates copies of files on your computer or device that are
linked back to your OneDrive for Business and keeps them up to date with the latest
changes.
Syncing your OneDrive for Business to your computer, laptop or mobile device means
that you can take your files with you when you are offline.
If you lose your Internet connection, OneDrive for Business will automatically sync when
you get your connection back.

Important
You should sync no more than 20GB at a time when syncing for the first time. This is
to minimise delays and ensure efficient use of the Unilever network.
When syncing ensure your device has enough storage space to cope with the current
storage requirements for your files.

You now have access to 1TB of storage... which is a lot!

Sync OneDrive for Business to your device

Open OneDrive for Business

Click Sync from the menu bar

Once synced, to view and edit the copies of your files on your computer or laptop:

Open Windows Explorer

Find Favourites in the folders list on the left

Click OneDrive - Unilever

Your folders and files will display on the right of the Explorer window

Currently you cannot choose which files and folders to sync, you can only sync your
entire OneDrive for Business. That's why, when you sync for the first time, we
recommend syncing before you move content to OneDrive for Business - you will
probably have a lot of content to sync and we need to be mindful of the Unilever network
bandwidth and other users.

Regular syncing
Once you have synced for the first time and are working with OneDrive for Business on a
daily basis, try to sync as regularly as you can. Leaving it too long between syncing
means your OneDrive for Business may fill up with lots of files and syncing them all to
your device may take a long time.

Set permissions - decide who gets access

Before you set permissions, remember, you dont have to share anything. The main
purpose of OneDrive for Business is somewhere to store your files so that you can
access them from any device, online and offline.
Its always best to set all permissions for folders before you upload files - this means
that people will have the correct level of access to files from the outset.
OneDrive for Business has different options to grant access to a folder or file.

Give an individual or a group access to a file or folder

Select the file or folder using the tick box on the left.

On the OneDrive menu, click Share.

Start typing the persons name or the name of the group.

Suggestions will begin to appear as soon as you start typing.

Click to select the person or group from the drop-down list.

You can add multiple people or groups.

Add a personal message if required (optional).

To send/not send the person/group an email with a link to the document

click Show options.

Click Share.

Give an external contact access to a file or folder

To add an external contact, type their email address.

Choose the level of permissions you wish to grant i.e. View only or Edit, from the
menu on the right.

Add a personal message (optional) i.e. you might use this to tell people why you
are sharing the document.

To send/not send the person an email with a link to the document click Show
options.

Click Share.

Working in OneDrive for Business

Now that youve synced OneDrive for Business for the first time and have performed the
initial move of your content from your network drives into OneDrive for Business, you are
ready to start working.
Think of OneDrive for Business as your new Shared Drive but it's in the Cloud making it
more effective and more efficient.

Save from Word, Excel, PowerPoint and other Office

programs

Open the document you want to save.

Click File and click Save As.

Click OneDrive - Unilever (this is your OneDrive folder).

Browse to the location/folder where you'd like to save the document.

Click Save.

Note: in the screenshot shown, you'll see OneDrive - Personal. If you see that, you
have added the OneDrive app. No work-related documents should be saved in OneDrive
- Personal. Only personal documents such as photos of family and friends, etc.

Upload a single file

Open OneDrive for Business in the Cloud i.e. https://unilevermy.sharepoint.com

Open the folder that you want to save your file in.

Click Upload on the menu bar.

Browse to the file you want to upload.

Select the file and click Open.

Click OK.

Upload multiple files

Open OneDrive for Business in the Cloud i.e. https://unilevermy.sharepoint.com

Open the folder that you want to save your file in.

Click Upload on the menu bar.

Browse to the location of the files you want to upload.

Click the check boxes next to the files you wish to upload. Note: you can only
select multiple files from one folder at a time.

Click Open.

Click OK.

Important
The biggest file size allowed during the upload process is currently 2Gb.

Create a new folder

Start Windows Explorer.

Find Favourites in the folders list on the left.

Click OneDrive - Unilever.

Your folders and files will display on the right of the Explorer window.

Right-click on OneDrive for Business contents on the right, taking care to rightclick on an empty space (i.e. dont right-click on an existing folder).

From the menu choose New, Folder.

Give your folder a name and click OK.

Your folder will be created and will immediately synchronize to your online
OneDrive for Business.

Create a sub-folder

Click on an existing folder.

Click New and repeat the steps above.

Accessing Unilever OneDrive from non-domain bound

device
When accessing files from a non-Unilever domain bound device you will be asked
for 2 step authentication, your registered device is used to receive the 6 digit
code

Type the 6 letter code received on your mobile

Drag and drop your folders into OneDrive for Business

The quickest and easiest way to add bulk files and folders
into OneDrive for Business is using 'drag and drop' with
Windows/File Explorer.
This means you can drag and drop entire folder structures. You only need to be careful
that none of the files/folders you upload are greater than 2Gb. Please watch this video
with important information about storing documents in OneDrive for Business and some
limitations around file names, file sizes and other things to be aware of when moving
content.
All you need to do is open Windows/File Explorer, open OneDrive for Business in Windows
Explorer, put them next to each other on your screen, then simply drag the folder from
your network drive into OneDrive for Business. Here's how:

Open OneDrive for Business in Windows/File Explorer

Start Windows/File Explorer.

Find Favourites in the folders list on the left.

Click OneDrive - Unilever.

Your folders and files will display on the right of the Explorer window.

Navigate to the location where you want to add the folder/files.

Drag the OneDrive for Business window to one side of the screen using the
browsers title bar. The browser window should 'snap' to the side, taking up half of
the screen.

Open your network drive in Windows/File Explorer

Open another Explorer window.

Navigate to the location of the files you want to move.

Drag the Windows/File Explorer window to the other half of the screen using the
browsers title bar. The browser window should 'snap' to the side, taking up half of
the screen.

Drag and drop

Drag and drop the files from their current location to OneDrive for Business.

Note: this will move your files rather than copy them.

Restrictions and limitations when you sync SharePoint

libraries to your computer through OneDrive for
Business
You can sync up to 20,000 items total across all synchronized libraries. This
includes OneDrive for Business libraries, Team Site libraries, or both. This
includes folders and files. Separately from the overall sync limit, there are limits
to the number of items that can be synchronized for each library type.
You can sync up to 20,000 items in an OneDrive for Business library. This
includes folders and files.
You can sync up to 5,000 items in a SharePoint library. This includes folders and
files. These are libraries that you find on various SharePoint sites, such as team
sites and community sites, libraries that other people created, or that you
created from your Sites page. You can sync multiple SharePoint libraries.
Any team sites that you sync will also count against the overall 20,000 item limit
across all synchronized libraries.

Size limit for syncing files

In any SharePoint library, you can sync files of up to 2 gigabytes (GB).
Character limit for files and folders
These limits apply to files and folders that you add to a synced library folder for
uploading to SharePoint.
In SharePoint Server 2013, file names can have up to 128 characters.
In SharePoint Online, file names can have up to 256 characters.
Folder names can have up to 250 characters.
Folder name and file name combinations can have up to 250 characters.
Note Windows Explorer displays the first 35 characters of a site librarys name
and site name combination for a library that you have synchronized. This doesnt
affect the ability to sync these items within the limits described in this article.
Invalid characters

SharePoint Online
The following characters in file or folder names aren't supported when you sync
OneDrive for Business with SharePoint Online:
\
/
:
*
?
"
<
>
|
#
%
Additionally, a file or folder name that begins with a tilde (~) isn't supported.

SharePoint Server 2013

The following characters in file name aren't supported when you sync OneDrive
for Business with SharePoint Server 2013:
\
/
:
*
?
"
<
>
|
#
{
}
%
~
&
A file name that begins with a period (.) or a tilde (~) isn't supported.

Unsupported folder names

When you sync OneDrive for Business with SharePoint Online or SharePoint 2013,
a folder named "forms" isn't supported at the root level for a list or library. This
occurs because "forms" is a hidden default folder that's used to store templates
and forms for the library. Additionally, a folder that contains the string _vti_ is
reserved by SharePoint, and isnt supported.
The following folder names can be synchronized in OneDrive for Business and
SharePoint Online. However, if theyre synchronized, they wont appear when you
view the library on the SharePoint Online or OneDrive for Business webpage.
With some of these restrictions, you may be unable to add files or folders that
have these characters while in the OneDrive for Business folder. However, if you
create the files or folders outside OneDrive for Business and then drag those files
or folders into the OneDrive for Business folder, the files and folders will sync but
the files won't appear on the webpage.
*_files
*_Dateien
*_fichiers
*_bestanden
*_file
*_archivos
*_tiedostot
*_pliki
*_soubory
*_elemei
*_ficheiros
*_arquivos
*_dosyalar
*_datoteke
*_fitxers
*_failid
*_fails
*_bylos
*_fajlovi
*_fitxategiak
*_private

GUID strings as file names

The GUID string structure is supported in SharePoint Online.

The following GUID string structure isn't supported for file names in SharePoint
2013:

'{' + 8 hexadecimal + '-' + 4 hexadecimal + '-' + 4 hexadecimal + '-' + 4

hexadecimal + '-' + 12 hexadecimal +'}'
For example, a GUID that matches this structure resembles the following:
{9b6634a7-26b7-40a2-a48e-6f967d89c29e}

Invalid file types

You can't upload files that have a *.tmp or *.ds_store extension, and you can't
upload desktop.ini, thumbs.db, or ehthumbs.db files.

Additionally, you can't upload files whose file types are blocked on the SharePoint
site. If your organization is running SharePoint Server, the list of blocked files
may vary, depending on what your administrator sets up. If your organization is
running SharePoint Online, the default list of blocked files is fixed and can't be
changed. To see a list of the default blocked files, go to the following Microsoft
website:

File types that cannot be added to a list or library

Outlook PST files
Whereas PST files arent actively blocked by OneDrive for Business, syncing PST
files that are in an open state isnt supported. If you decide to sync PST files (for
example, an archive PST file that you dont load or view in Outlook), they cant
be in an open state at any time by any application while theyre in the OneDrive
for Business sync folder. A PST file thats connected to Outlook will be updated
regularly and therefore if synchronized, can result in too much network traffic
and growth of the Office File Cache on your local drive.

OneNote notebooks
Because OneNote notebooks have their own sync mechanism, they aren't synced
by the OneDrive for Business sync client. You can upload OneNote notebooks to a
SharePoint Online page. However, they won't sync with through the OneDrive for
Business sync client application. Additionally, if you add a OneNote notebook to a
local folder that syncs with SharePoint Online, the notebook won't sync with the
SharePoint site and may cause other sync errors within the local folder.

Open files can't be synced

Any file thats currently open by an application (for example, an Excel .xlsx file)
can't be synced by OneDrive for Business.
To sync the file, close any application where the file is currently being used, and
then sync the file.
Lookup columns in a library
The SharePoint Online or OneDrive for Business library can't exceed the lookup
column threshold. For more information, go to the following Microsoft Knowledge
Base article:
2927386 "We couldnt sync this library" error when you use the OneDrive for
Business sync client
Supported changes by this tool apply only to SharePoint Online. SharePoint
Server 2013 may have a separate set of restrictions that were set by your
administrator.

Fix OneDrive for Business sync problems

If you can't sync files between your computer and OneDrive for Business, it
might be due to problems with the OneDrive for Business sync client. If the
OneDrive for Business sync client isn't functioning properly, follow the steps in
this article to fix the problem.

The Easy fix tool currently performs the following tasks on

the OneDrive for Business folder or local folder that you
specify:
Removes unsupported characters from file or folder names. For example, a file
that's named This%is%a%test.doc will be renamed Thisisatest.doc.
If an item has only invalid characters, it will be renamed Invalid Renamed File. If
the item is a folder, it will be renamed Invalid Renamed Folder.
If a file or a folder is renamed, and the renamed file or folder conflicts with an
existing item on the same directory path, the item will be renamed by appending
an <x> to the name. The <x> placeholder represents is an integer, starting with
the number 1, until all rename actions are completed for that folder.

For example, assume that a folder has two files that are named HelloWorld.doc
and Hello%World.doc. Because % is an unsupported character, the second file is
renamed HelloWorld.doc. To avoid duplication in the same folder, the name of
the renamed file will be changed to HelloWorld1.doc.
In addition to file names being changed by this Easy fix tool, several other rules
are run to check for any additional limitations that you may encounter when it's
syncing. A report that documents the issues that were found is generated and
put on your desktop for you to review. A new log file will be generated every time
that you run the Easy fix tool.

The Easy fix tool won't change file and folder names that have unsupported
characters or generate warnings in the log file for the following items:
OneNote notebook names
Open files
Lookup columns
Maximum path character count for an uploaded file
(The character count is not validated.)
To fix file and folder name problems automatically, click the Fix It button or link,
and then follow the steps in the Easy fix wizard.