OneDrive and Office 365
Using MHCC OneDrive for Files
Many of us have Office documents we'd like to share with our students. These include Word, PowerPoint and Excel files students can use as study guides or resources. Attaching these documents to tools and pages in Blackboard requires students to download the files and launch software to view.
Don't Attach? Why Not?
Attaching files to Blackboard is frustrating to students. They end up with duplicate or triplicate downloads, trouble locating downloaded files, and roadblocks for those who don't have the software to open and view the documents or presentations. Students using tablets or similar devices are especially unequipped to handle Office documents.
Better for Students
Viewing these files in a browser is best for student usability and navigability because they open where students are as they navigate lessons. Typically, students should only download Word and PPT files they are expected to edit and resubmit to you. Even in these cases, a One Drive file can be linked for them, making your file management easier--read below.
Better for Instructors
Uploading and sharing files from OneDrive allows instructors to use a single file in any medium for students to view that file-online courses, assignment pages, enhanced courses and emails. Another benefit to using OneDrive is the ease with which you can update files and not worry about which versions you've shared. Wherever you link them, the documents or files will always be current since you edit a single source file in the OneDrive cloud. Also, you'll find that linking files is much less cumbersome than attaching versions to emails and other communications. As you update your course and the file needs editing, you update the information in one place. Because links all point to that file, students will always see the most recent version. You won't have to hunt down and reattach documents across your teaching landscape.
Instructions for Uploading and Sharing in OneDrive
Create Cloud Folder
- Log into MHCC's OneDrive
- Go to files
- Add new folder
- Label with Course ID (don't label terms)
TIP: Don't label the course term. Why? Update the documents in this folder when changes are needed. This means the documents will instantly be updated anywhere they are linked. Students will always see the current version, and you won't have old versions of the same document cluttering your drive.
Select File and Share
- Locate file to link
- Click share icon on the right or select radio button and choose share at the top
- In pop up window, click arrow to edit share settings
Sharing Settings
- Click Anyone with the link to select that option. The selected option will appear as bold type and will have a check mark on the far right
- Confirm the Can view (as opposed to Can edit) setting is selected
- Apply settings
Confirm Settings
- Confirm file is viewable by anyone with the link
- Click Copy to copy the link to your file
Copy and Paste Document Link
- Look for green check to confirm copied
- Paste copied link in lesson or activity
Video Tutorial of Sharing Link from OneDrive
This video combines several of the steps above to demonstrate the process of setting sharing options and copying the link you wish to share. Video Tutorial of Sharing Link from OneDrive
Sharing with Different Groups
At times you might want to allow others to edit your files. To do this safely, always make a copy of the editable file in a new folder. Keep in mind each shared link you create is unique, so when you change settings, you're doing so for the particular link you create, rather than changing settings on the document. You can share the same document with different groups, allowing them different permissions.
Need help with using OneDrive or other Office Online apps? contact [email protected]
Linking OneDrive Files in Blackboard
Once you have copied your OneDrive file link, it needs to be added to Blackboard using the Web Link tool. To add the link:
- Navigate to the folder or location where the link will be available to students.
- Select the Build Content button at the top of the page and choose Web Link from the menu.
- When the Web Link page opens, give the link a Name that is clear for students, and then paste the OneDrive link in the URL field.
- Submit the page. Your link should now appear in Blackboard.
How to Test Your OneDrive Links
If you are linking to OneDrive documents in your online class, it can sometimes be confusing knowing whether students will be able to open the documents you linked. Why? If you are logged in to OneDrive, you will be able to open all of your files, no matter what sharing options you have set. So here is how to tell whether or not others can open your shared files.
The Harder Way
- To test your links, log out of OneDrive and click the link(s) to your shared document(s).
- Log back in to OneDrive to make any needed changes to the sharing permissions.
- This log in and log out cycle might repeat many times.
The Easier Way
- Open a second browser. We recommend Firefox (download Firefox) or Chrome (download Chrome).
- Stay logged in to Blackboard and OneDrive in your normal browser so you can continue to edit.
- In your second browser, log in to Blackboard, but not OneDrive.
- Browse your class in Blackboard and click the shared OneDrive links in your second browser.
- Since you are not logged in to OneDrive in this second browser, the links will behave the way they will for students.
- This will allow you to test links and edit them (using two browsers) without logging in and out of OneDrive.