
As a OneDrive for Business administrator, setting up and securing your organization's files is crucial. You can assign users to specific groups to control access to files and folders.
OneDrive for Business integrates with Azure Active Directory (Azure AD), which allows you to manage user access and permissions in a centralized location. This integration enables features like multi-factor authentication and conditional access.
To set up OneDrive for Business, you'll need to create a new tenant in the Microsoft 365 admin center. This will give you access to the OneDrive for Business admin center, where you can configure settings and manage users.
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Getting Started
To get started with OneDrive for Business administrator, you'll first need to sign up for an Azure Active Directory (Azure AD) tenant. This will give you access to the OneDrive for Business admin center.
OneDrive for Business is a cloud storage solution that integrates with Microsoft Office 365, so you'll need to have an Office 365 subscription to use it. You can sign up for a free trial or purchase a plan that suits your business needs.
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As an administrator, you'll be able to create and manage user accounts, as well as set up and configure OneDrive for Business settings. This includes setting storage limits and permissions for users.
To create a new user account, you'll need to navigate to the Azure AD portal and click on the "New user" button. From there, you can fill out the required information and assign the user to the correct group or role.
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User Management
To manage users effectively on OneDrive for Business, you need to understand how to grant admin access to another user. This can be done by logging into the SharePoint Online Admin Center and clicking on "More Features" and then "User Profiles" link on the left navigation.
To add a OneDrive site collection administrator, you can follow these steps: Navigate to the OneDrive site collection you want to manage, click on Settings gear >> OneDrive Settings >> More Settings, click on the “Site Collection Administrator” link, and add the desired user as an admin.
To manage site collection administrators, you can search and pick the user profile to which you want to gain access, click on the menu item “Manage site collection owners” from the context menu, and add any additional administrators to the site collection in the “Site Collection Administrators” field.
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Access User Sites
To access another user's OneDrive site, you can use the Microsoft 365 Admin center as a Global Administrator. You can log in to the Microsoft 365 Admin center at https://admin.microsoft.com/ as a global admin and expand Users to search for the user account to get OneDrive site access.
To gain access to a user's OneDrive site, follow these steps if you have only SharePoint Admin rights but are not a global administrator. You can navigate to the SharePoint Online Admin Center and click on "More Features" and then the "User Profiles" link on the left navigation.
If you want to grant admin access to another user on a OneDrive, you can add the user as an admin by navigating to the OneDrive site collection and clicking on the "Settings" gear >> OneDrive Settings >> More Settings. Then, click on the "Site Collection Administrator" link and add the desired user as an admin.
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To add a OneDrive site collection administrator, you can follow these steps: navigate to the OneDrive site collection you want to manage, click on the "Settings" gear >> OneDrive Settings >> More Settings, and click on the "Site Collection Administrator" link to add the desired user as an admin.
Here are the steps to access another user's OneDrive site as a global administrator: log in to the Microsoft 365 Admin center, expand Users, search for the user account, and click on the user's name to open the property pane. Then, click on the OneDrive tab and click the "Create link to files" link to create a link to the user's OneDrive site and add you as site collection administrator to that site.
You can also use PowerShell to add a site collection administrator to a OneDrive for Business site collection. To do this, use the PowerShell script on SharePoint Online Management Shell to add an administrator to OneDrive for business. This PowerShell grants the owner full control over all OneDrive content to another user.
To gain access to all files and folders for a particular user, you can add any additional administrators to the site collection in the "Site Collection Administrators" field. You can also use the PowerShell script to add administrator permissions to OneDrive for business sites.
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Here are the steps to grant admin access to another user on a OneDrive using PowerShell: log in to SharePoint Online Admin Center, click on "More Features" and then the "User Profiles" link on the left navigation, and click on the "Manage User Profiles" link to search and pick the user profile to which you want to gain access. Then, click on the menu item "Manage site collection owners" from the context menu and add any additional administrators to the site collection in the "Site Collection Administrators" field.
To grant admin access to all OneDrive for Business sites, you can use the PowerShell script to add site collection admin to all OneDrive for Business site collections. This script adds site collection admin to all OneDrive for Business site collections, granting full access to all the files and folders on the site.
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Prerequisites
Before we dive into the world of user management, let's make sure you have the necessary foundation. To get started, you'll need a few key things.
You'll need to be a Microsoft 365 user with an active license that includes OneDrive. This will give you access to the tools you'll need to manage users effectively.
Having a Windows OS is also a requirement, as some of the steps we'll be covering are specific to this operating system. Make sure you're running the latest version to ensure a smooth experience.
You'll also need a stable internet connection to complete the tasks outlined in this article. This will allow you to access the necessary resources and tools online.
Here's a quick rundown of what you'll need to get started:
- Microsoft 365 user licensed with OneDrive
- Windows OS
- Active network connection
Registering with Azure Active Directory
Registering with Azure Active Directory is a straightforward process that requires a few simple steps. You can start by signing into the Azure portal at https://portal.azure.com/.
To begin the registration process, navigate to Azure Active Directory > App registrations. From there, click the "New registration" button and fill in the required details, including the application name and redirect URI.
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You'll need to select the type of accounts you want to support, which in this case is "Accounts in this organizational directory only." This setting will determine who can use your application.
Once you've completed the registration, make sure to note the Application (client) ID and Directory (tenant) ID for future use. These IDs will be essential for integrating your application with Azure Active Directory.
File Sharing and Permissions
To share files or folders in OneDrive, select the file or folder, click on Share, and choose Specific People. You can enter email addresses, set permissions, and send the invite.
You can grant permissions and send a sharing invitation email to access the shared folder or file. OneDrive for Business makes it easy to share files, but if you're sharing lots of files, it's recommended to use Teams or SharePoint instead.
To grant permissions to a user on your OneDrive site, navigate to the OneDrive site, click on the "Settings" icon, and follow these steps:
Sharing Files or Folders with Another User
To share files or folders with another user, start by browsing your OneDrive site from the App launcher or by right-clicking on the folder or file you intend to share.
You can select the file or folder, click on Share, and choose Specific People to enter email addresses and set permissions.
To do this, you'll need to select the file or folder, click on Share, and choose Specific People.
One option is to grant the recipient "Can edit" permissions, while another option is to grant "Can view" permissions.
You can also delegate some users to your OneDrive site with site permissions.
To do this, navigate to the OneDrive site and click on the "Settings" icon, then click on "OneDrive settings" and finally "More Settings".
You'll then need to click on "Return to the old Site settings page", and under "Users and Permissions", click on "Site permissions".
Clicking on the "Grant Permissions" button on the ribbon will allow you to add the user who will get access.
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Here are the steps to delegate a user to your OneDrive site with site permissions:
- Navigate to the OneDrive site and click on the “Settings” icon.
- Click on “OneDrive settings” >> Click “More Settings”.
- Click on “Return to the old Site settings page”.
- Under “Users and Permissions”, click on “Site permissions”.
- Click on the “Grant Permissions” button on the ribbon and add the user who will get access.
Grant Access with PnP PowerShell
You can grant access to OneDrive for Business sites using PnP PowerShell. This is useful when you need to add administrators in bulk.
With PnP PowerShell, you can add a site collection administrator to all OneDrive for Business sites. You can also add a new admin to all existing sites where a particular user was a site owner.
PnP PowerShell can grant full access to all the files and folders on the site by adding a user as a site owner or site collection administrator. This is similar to using the PowerShell script to add a site collection administrator to OneDrive for Business sites.
To grant access with PnP PowerShell, you can use the script to add additional administrators in bulk. This is especially helpful when you need to add administrators to multiple sites.
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File on Demand Enabled by Default
Files On-Demand is enabled by default, which means content in the cloud is marked as cloud-only and won't automatically sync locally.
Imagine you're working on a project and a colleague posts several important files to Teams. You install the sync client and head out to the airport, thinking you can view them in flight. But when you open your laptop, you see a cloud icon next to files.
This is because Files On-Demand marks content as cloud-only, so it's not available offline until you open the file or set it to Always keep on this device.
To make a file or folder available offline, right-click in Windows Explorer and select Always keep on this device. This will download the file to your PC, taking up local storage space.
If you have a lot of files in OneDrive for Business, disabling Files On-Demand will download all 1TB to your PC, which can be a concern for local storage and bandwidth.
Consider instructing users to mark files and folders they want to always be available offline as “Always available on this device” using Windows File Explorer. This way, only designated files and folders will be permanently synced, while others will reside in the cloud.
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Frequently Asked Questions
Can administrators see my files in my OneDrive for business?
Administrators can view all files and folders in your OneDrive for Business account. They have access to the backend, allowing them to manage user accounts and data within the company.
Is there a difference between OneDrive and OneDrive for business?
Yes, there is a difference between OneDrive and OneDrive for Business, with the latter offering advanced collaboration features and more control over documents. If you need to work with others or require additional features, OneDrive for Business is the better choice.
Where is OneDrive for Business Admin Center?
The OneDrive for Business Admin Center can be accessed through the Microsoft 365 admin center. From there, you can manage advanced options and control sharing settings.
Sources
- https://www.sharepointdiary.com/2017/04/gain-admin-permission-to-onedrive-for-business-sites-using-powershell.html
- https://www.hornetsecurity.com/en/blog/onedrive-business-tips-tricks/
- https://docs.rackspace.com/docs/set-up-onedrive-for-business-for-windows
- https://blog.syscloud.com/backup-onedrive-for-business
- https://admindroid.com/microsoft-365-onedrive-management
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