Learn how to restart and pause OneDrive syncing on your computer.  Restart OneDrive Desktop Application Manually Step 1: Select the OneDrive icon on your system menu bar Step 2: Select Help & Settings from the gear icon then select Quit OneDrive Step 3: Select Close OneDrive if prompted Note: Be sure you have saved and closed any files you are currently working on.   Step 4: Open the OneDrive app from the menu bar or by searching for OneDrive to relaunch the application How to Pause and Resume Syncing on the OneDrive Desktop App Step 1: Select the OneDrive icon on your system menu bar Step 2: Select Help & Settings from the gear icon and select Pause syncing then select whether you would like to pause syncing for 2 hours, 8 hours or 24 hours Step 3: You will receive the following window notifying you that your OneDrive syncing is paused Step 4: OneDrive will alert you that your files are not syncing. To resume your OneDrive sync, select Help & Settings from the gear icon and select Resume syncing Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn how to add a shortcut to your OneDrive to easily access files or folders that others have shared with you. Step 1: From the Online version of your OneDrive, select Shared from the left-hand menu then select Shared with you Step 2: Select the check next to the preferred file or folder then select Add shortcut to My files Note: A blue circle will appear directing you to this action.  You can also select the 3 dots next to the file or folder then select Add shortcut to My files. Step 3: Once you have successfully added the shortcut to your OneDrive you will receive the notification below Step 4: Navigate back to your OneDrive by selecting My files from the left-hand menu, you will now see the folder you added the shortcut for with the shared folder icon and link below Step 5: To remove a shortcut select the check next to your preferred file or folder then select Remove Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn how to view what files or folders you have shared on OneDrive, manage who has access to your files and folders on OneDrive, and share files or folders from your OneDrive. Step 1: From the Online version of your OneDrive you can view if files or folders have been shared by locating the Sharing column on the right-hand side. If a file or folder has not been shared it will display as Private, but once it has been shared with another user it will display as Shared Step 2: To share a link to a file or folder select Send link or Copy link. This will allow you to email or share a link to the file or folder. To manage who has access to the file or folder select Manage access to update and edit permissions. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Store, share and collaborate on your documents in one centralized location with Microsoft OneDrive.   Visit the Microsoft OneDrive help and learning hub to view step-by-step guides and resources.  Learn how to…  Quick OneDrive tips for beginners and pros Use OneDrive and Microsoft 365 on your Mac and Mobile Devices  iOS mobile devices  Android mobile devices Upload and save files or folders to your OneDrive from your desktop or web browser Manage files and folders within your OneDrive by uploading documents, creating new folders, and more  Share and collaborate on files or folders with your colleagues  Sync with files and folders in OneDrive Utilize OneDrive and Microsoft 365 for education purposes   Troubleshoot issues with OneDrive  Collaborate with OneDrive, Teams and SharePoint  Find Microsoft Teams files in OneDrive  Determine whether to save a file to OneDrive or SharePoint Add a SharePoint folder to your OneDrive Re-sync OneDrive to your computer Add shared files to your OneDrive Copy files and folders between OneDrive and SharePoint document libraries Move files and folders between OneDrive and SharePoint Sharing on OneDrive Secure file sharing options on SharePoint and OneDrive View file sharing permissions on OneDrive Share and collaborate on files or folders with your colleagues Sync with OneDrive on files and folder in OneDrive  Add shared folders or files to your OneDrive Frequently Asked Questions about migrating to SharePoint and OneDrive →

Learn how to sync a SharePoint document library or folder to your device.  Note: This lets you work directly in File Explorer and access files even when you're offline. And when you go back online, any changes made to those files will sync automatically. We advise users to keep all data as cloud only so that the sync does not take up any storage on their device. Click here to learn more about how to sync files on Mac OS X. Step 1: Locate the online version of the SharePoint document library or folder you would like to sync to your device. Select Sync on the top menu bar.  If your browser requests permission to use "Microsoft OneDrive," confirm that this is okay. Step 2: Once you have selected sync you will receive the notification below.  Note: The length syncing process is dependent on the amount of data stored in the document library or folder. Any files with a path\name greater than 256 characters will not be visible/accessible this way and will have to be opened via SharePoint Online. Step 3: The files will sync to a folder on your device named stevens.edu. This folder is automatically added to the left pane in your File Explorer. Access, save and edit files directly from this folder on your device.  Note: You can’t select to sync to a different location. Any files with a path\name greater than 256 characters will not be visible/accessible this way and will have to be opened via SharePoint Online. Step 4: To save directly from a Microsoft application (i.e. Word, PowerPoint, etc.) to the synced folder, select File then Save As and Browse. Step 6: Locate the stevens.edu folder in the File Explorer and select the location you'd like to save the file to, then select Save.  Note: This lets you work directly in File Explorer and access files even when you're offline. And when you go back online, any changes made to those files will sync automatically. We advise users to keep all data as cloud only so that the sync does not take up any storage on their device.  Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn the various methods of secure file sharing in Microsoft OneDrive and SharePoint. How to Share Using OneDrive This article will teach you how to share files and folders in Microsoft OneDrive with people in and outside of the Stevens community. This article contains the following sections: Default Sharing Option ⁠— Within Stevens Community with Edit Access Sharing Options — Sharing Outside Stevens Sharing Options — Managing Edit Access Sharing Options — Adding Password Protection Sharing Options — Viewing Shared Links and Removing Access Sharing Options — Disable File/Folder Downloading Default Sharing Option ⁠— Within Stevens Community with Edit Access Step 1: Login into myStevens with your Stevens credentials. Navigate to the OneDrive or SharePoint Document Library icon as seen below. Step 2: Open OneDrive or SharePoint and navigate to the file/folder you want to share.  Note: When the file/folder is not shared with anyone, it will be marked “Private” as seen below. Step 3: Select the Share  option. Step 4: In the Share popup, you can type in someone’s Stevens email, and it will send them the link. Keep in mind that the default option allows the person you are sharing with to edit and download the shared file/folder.  If you would like to control the shared user’s edit access to your file/folder or add additional security measures, please proceed to the next sections. Otherwise, you can stop at this step. Sharing Options — Sharing Outside Stevens Please complete the previous sections to continue with this step. Step 1:  To add edit access for users outside of Stevens please select the Sharing settings option as seen below. Step 2: Use your best judgment to determine which of the following options to choose from with the data content and its sensitivity in mind. The Data Classification Standard in Appendix A of the Stevens Information Security Policy contains examples of when data needs to have additional protections. People in stevens.edu — Requires Stevens account to access shared file/folder. Use this option if your information can be safely shared with people in the Stevens community.  Note that users you share this link with can reshare it with people within Stevens. People with existing access — This option simply resends the link to someone who currently already has access to the file/folder.  Note that this will not change their current access rights. People you choose — This option allows you to share your file/folder with specific people that you select. These specific users can be in or outside of Stevens. Note that these people cannot share your file/folder with anyone you have not specified. Anyone — No login is required; anyone who presses this link can access your file/folder. Note that users you share this link with can reshare it with anyone else. Because of this, we highly recommend you add a password, but that will be explained in the “Adding Password Protection” section of this article. Note this option may not be available within a SharePoint document library if external sharing has not been enabled.  Step 3: After selecting the appropriate option, you may either copy the link to your clipboard and send the link to whoever you want yourself, or you can type in their email address and Microsoft will send them the link as seen below. Sharing Options — Managing Edit Access Please complete the previous sections to continue with this step. Step 1: After selecting the appropriate sharing options, you can decide if you would like people to edit your file/folder or not. By default, sharing will give the other user edit access. If you would like to disable this so they can only view the file/folder, please select the Can view option as seen below. Sharing Options — Adding Password Protection Please complete the previous sections to continue with this step. Step 1:  If you selected Anyone as your sharing option, you would have the option to add a password that expires on the date you set. After this date, the user you shared the file/folder with will no longer be able to access the file/folder; this includes anyone that they may have shared it with as well.  In the example below, the password will expire on May 24th, 2023. If I want the user to have access to the file/folder after May 24th, 2023, I will need to generate a new password and set a new date. Note: Anyone as a sharing option may not be available within a SharePoint document library if external sharing has not been enabled.   Sharing Options — Viewing Shared Links and Removing Access Please complete the previous sections to continue with this step. Step 1: To view all the active share links you have created, select the file/folder, the 3 dots icon, and Manage Access as shown below. Step 2: This menu will show all the links that currently give access to your file/folder. You can edit each link’s access individually, or if you would like to remove all link access, you can select the Stop Sharing option as seen below. Sharing Options — Disable File/Folder Downloading Please complete the previous sections to continue with this step. Step 1: You may have noticed that in the screenshots of this article the option “Block download” has been grayed out. The only way to block the user you share your file/folder with from downloading it is to change their edit access to Can view. You can only block downloads in this situation. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn how to edit a communication site within Stevens Hub.   Before you start Must have permissions to edit a communication site within Stevens Hub Have a communication site created for you by the OneIT team Pages in a Communication Site Learn how to add and update pages within your communication site.  Using pages on a communication site Add a page to your communication site Delete a page from your communication site Add sections and columns to your communication site page Add a page to your communication site navigation <span class="fr-mk" style="display: none;"> </span> Add Web Parts to a Page Learn how to add content to your communication site by adding different web parts on each page. Learn how to use web parts on a communication site page Add a text and tables web part Add an image gallery Add a button  Add a call to action Add quick links Add a Microsoft Form Add a divider web part to a page Add a spacer web part to a page Add a document library Add events to a page Add a calendar web part Add featured people to a page Experiencing an issue or need additional support, contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn how to update and edit the navigation on a communication site.  Before you start Must have permissions to edit a communication site within Stevens Hub Have a communication site created for you by the IT team Step 1: Select Edit to the right of the navigation menu. Step 2: Hover in between the existing links in the menu where you want to add a link and select +. Step 3: On the Add a link dialog box, choose one of the following link options: Link will add a link to any site, internal or external to your company. Just enter the address and a display name for the link. Label will add text to your navigation menu that is not hyperlinked; useful if you want to add a reminder within the navigation menu or categorize for your links. In the Display name box, enter the display text that will show up on the navigation menu. Select OK. The link will be added to the navigation menu. Step 4: When finished customizing the navigation, select Save or, to discard changes, select Cancel. Experiencing an issue or need additional support, contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Overview of how to get started creating a communication site on Stevens Hub. Before you start Must have permissions to edit a communication site within Stevens Hub Have a communication site created for you by the OneIT team, to request a site please submit a Stevens Hub Site Request If you are ready to have your communication site published, submit a request to add your Site to the Stevens Hub Navigation Getting Started Plan Your Content    The success of any website is strongly determined by the quality of its content. As Bill Gates once said, “Content is King,” and the phrase still holds true today.  For this reason, we urge Stevens Hub site-builders to take the time to make sure their content needs are clearly defined and well-organized before proceeding with the site creation process. This will save time and lead to a better organized and more impactful site.  The below three-step process has been used successfully by IT and University Relations to create a variety of web-based content.    1. Define Needs and Objectives.  This important step is not just about defining the goals of a given website’s stakeholders, but also identifying potential users, and their respective needs in turn. The Needs Assessment (attached below) offers a starting point for questions that would be useful to answer at this stage.  2. Ensure Content Meets Defined Needs.  Once the user groups and their needs are well-defined, it is necessary to take stock of the content needs of the site. Is it necessary to create new content? Will existing content need to be adapted or rewritten, either for accuracy or quality? Where can this content be found? Who will be available to ensure it is kept up to date?  The provided Content Inventory template (attached below) can be a valuable tool in keeping track of the answers to these questions, providing an at-a-glance view of the available content. This is especially helpful when reviewing for any potential gaps.  3. Organize Content in the User’s Terms.  A cornerstone of any successful website is the concept of findability: even the best content will not be impactful if it never reaches the user. It is often helpful to organize content into a sitemap: a high-level, hierarchical overview of how content is defined, usually presented in a tree-like format.  A sample sitemap available for adaptation has been provided here (attached below). When using this tool, it can be helpful to review whether the labels being used to organize content are terms that the end user will be familiar with, as they will rely on these navigational landmarks to find their way through the site.   Next Steps Start editing and creating content on your Stevens Hub communication site Update the navigation on your communication site Review and update the permissions on your communication site If you are ready to have your communication site published, submit a request to add your Site to the Stevens Hub Navigation Experiencing an issue or need additional support, contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn how to change the permissions on a communication site within Stevens Hub. Before you start Must have permissions to edit a communication site within Stevens Hub Have a communication site created for you by the OneIT team Determine which audiences will need to view your site, followed by any exceptions for individual pages. It is recommended to begin with establishing general site permissions, followed by exceptions for individual pages (page-level settings will take precedence). General Site Permissions Step 1: From your communication site, select the gear icon in the top right-hand corner then select Site permissions. Step 2: There are 3 permission categories on a communication site - Site owners, members and visitors. The table below contains a comparison of the roles on Stevens Hub sites vs. the legacy myStevens sites. Stevens Hub Communication Site Roles Role Access Legacy myStevens Site Roles Site Owner Full control of site content, permissions settings, and site settings Site Admin Site Member Can edit site content Site Visitor Can view site content Site Member Step 3: To add an individual or a group to your communication site select Share site. Enter their email address, then select the down caret ( v ) to change the individual to be read, full control or edit access. Then select Add to share the site with them. The following groups can grant broad access to your site: All Faculty: Faculty_Okta All Students: Students_Okta All Staff: Staff_Okta All Users at Stevens: Everyone except external users Step 4: To update an individual or groups permissions, select the down caret ( v ) next to the role and then select the permissions the user has. You may change their permissions to full control, read, edit or remove their access. Site Page Permissions Step 1: From your communication site, select the gear icon in the top right-hand corner then select Site contents. Step 2: Under Contents select Site Pages. Step 3: Select the 3 dots next to the page you would like to adjust permissions for and select Manage access. Step 4: To adjust who has direct access to a page select the + next to Direct access. Step 5: Enter the group you would like to grant page permissions to and whether they should have edit or view permissions, then select Grant access. Be sure to uncheck the notify people box so individuals do not get an email. The following groups can grant broad access to specific pages: All Faculty: Faculty_Okta@stevens.edu All Students: Students_Okta@stevens.edu All Staff: Staff_Okta@stevens.edu All Users at Stevens: Everyone except external users Step 6: For more granular site permission select Site settings in the top right-hand side. Step 7: Select Site permissions. Step 8: Under Permissions you can view and alter your site permissions. This will allow you to remove update permissions on a granular basis and remove the waterfall effect that the site permissions previously created have enabled. Experiencing an issue or need additional support, contact our OneIT Team by Opening a support ticket or Calling us at 201-216-5500