Overview
Microsoft OneDrive is a cloud storage service (integrating with Microsoft 365) that allows you to store, access, and share files (Word, Excel, PowerPoint, etc...) - Learn how to use Microsoft OneDrive.
Microsoft OneDrive & Brightspace
- You can link documents from your Microsoft OneDrive account (Word, Excel, PowerPoint, etc...) into your Brightspace course - within Modules, on a Brightspace Page, in Assignments, in Quizzes, in Discussion Boards, etc...
- You can also collaborate on OneDrive documents (Word, Excel, PowerPoint) with your students in Brightspace.
Please visit the links below:
Instructions
Linking a document within a Unit/Lesson/Folder
What to know "When linking a document within a Unit/Lesson/Folder":
- File(s) displays to the students in an online version of Word/Excel/PowerPoint.
- Students cannot edit this file.
- File is a COPY of the version that you uploaded from your OneDrive account.
- If you make changes to the original version from your OneDrive account, it will not be reflected in the version the students have access to.
- Goto a Unit/Lesson/Folder in your Brightspace course.
- Click "Add Existing", click "More", then click "Microsoft 365 Document."
A pop-up window appears prompting you to log in to OneDrive. Click "Sign In" and enter your Villanova UserID and password.
The first time that you follow these steps in a course, click "Continue setup", make sure all apps are set to "Show", click "Done".
- Select the file you want to link into Brightspace by click to the left of the file name. Then, click "Link" or "Embed". This will link the file into your Brightspace course.
- When students click on the link, it will open the file in a "view only" version of that file. Students cannot edit this file.
REMEMBER: If you make changes to the file version in your OneDrive account, it will not be reflected in the version the students have access to. The file they are opening is a COPY of the version that you uploaded from your OneDrive account. If you would like to edit this version, open the file from within Brightspace and make changes to the file on your screen. Then, students will be able to see your changes.
(Return to top of article)
Linking a document on a Brightspace Page
What to know "When linking a document on a Brightspace Page:
- File(s) displays to the students in an online version of Word/Excel/PowerPoint.
- Students cannot edit this file.
- File is a COPY of the version that you uploaded from your OneDrive account.
- If you make changes to the original version from your OneDrive account, it will not be reflected in the version the students have access to.
- Goto a Page in your Brightspace course.
- On the text editor toolbar, click on the Insert Quicklink button (it is the link symbol).
- In the pop-up window, click on "Microsoft 365 Document."
A pop-up window appears prompting you to log in to OneDrive. Click "Sign In" and enter your Villanova UserID and pasword.
The first time that you follow these steps in a course, click "Continue setup", make sure all apps are set to "Show", click "Done".
- Select the file you want to link into Brightspace by click to the left of the file name. Then, click "Link" or "Embed". This will link the file into your Brightspace course.
- This will link the file into Brightspace course, within the File that you created. Click "Save and Close."
- When students click on the link, it will open the file in a "view only" version of OneDrive/Word/PowerPoint/Excel. Students cannot edit this file.
REMEMBER: If you make changes to the file version in your OneDrive account, it will not be reflected in the version the students have access to. The file they are opening is a COPY of the version that you uploaded from your OneDrive account. If you would like to edit this version, open the file from within Brightspace and make changes to the file on your screen. Then, students will be able to see your changes.
(Return to top of article)
Linking a document within an Assignment/Quiz/Discussion Board
- On the Assignment/Quiz/Discussion Board page, click the Attach from OneDrive button (the cloud symbol).
- If you have not already, you might need to Log In to your OneDrive account. The first time that you follow these steps in a course, click "Continue setup", make sure all apps are set to "Show", click "Done".
- Select the file you want to copy into Brightspace by click to the left of the file name. Then, click "Select."
- This will link the file into Brightspace course, within the Assignment/Quiz/Discussion Board that you created.
- When students click on the link, it will open the file in a "view only" version of OneDrive/Word/PowerPoint/Excel. Students cannot edit this file.
REMEMBER: If you make changes to the file version in your OneDrive account, it will not be reflected in the version the students have access to. The file they are opening is a COPY of the version that you uploaded from your OneDrive account. If you would like to edit this version, open the file from within Brightspace and make changes to the file on your screen. Then, students will be able to see your changes.
(Return to top of article)
Creating a Collaborative OneDrive Document in Brightspace
There are 2 ways to collaborate on a OneDrive document in Brightspace:
- Method 1: Use the "Microsoft 365 Documentation Collaboration" feature within Brightspace
- Method 2: Copy a link from your OneDrive account into your Brightspace course and provide your class with edit rights to the document in OneDrive. Students will then be able to click on the link in Brightspace and edit the document.
Method 1:
- Goto a Unit/Lesson/Folder or a Page in your Brightspace course.
- If you are within a Unit/Lesson/Folder, Click "Add Existing", click "More", then click "Microsoft 365 Document Collaboration".
If you are within a Page, on the text editor toolbar, click on the Insert Quicklink button (it is the link symbol), then click "Microsoft 365 Document Collaboration".
A pop-up window appears prompting you to log in to OneDrive. Click "Sign In" and enter your Villanova UserID and password.
The first time that you follow these steps in a course, click "Continue setup", make sure all apps are set to "Show", click "Done".
- If you want to create a new Word/Excel/PowerPoint file, select the document type and enter a document name.
If you already have a Word/Excel/PowerPoint file, click "Select Existing Document", find the document on the next screen, click "Select", and then click "Create".
- The document will be linked within the Unit/Lesson/Folder or Page.
IMPORTANT: If you clicked on "Select Existing Document" in Step 3, then a copy of that existing document will be created and that copy is the version that you and students are collaborating on. The original file from your OneDrive account will not be changed or used.
- In order for you or students to collaborate on the document, click on the link in Brightspace that you added in Step 4.
Method 2:
- Goto your Villanova OneDrive folder/file (https://office.villanova.edu).
- Next to the OneDrive file/folder that you want your class to collaborate on, click the share symbol.
- In the "Add a name, group, or email" field, enter the Course ID for your course.
The Course ID is formatted as follows: SemesterYear-SubjectCode-CourseNumber-CourseSection.
Example of a Course ID: Fall24-ECO-1001-001.
Please make sure to enter the Course ID with that exact formatting - otherwise, your students will not be able to edit the document.
Once you enter that Course ID in the "Add a name, group, or email" field, the course name will automatically appear. Click on that course name. (see picture below)
- Click on the pencil icon, and make sure "Can edit" is selected.
- Click "Send." Once you click "Send," all of the students in the course will receive an email stating that you have invited them to edit a file.
- To copy a link to the document, click on the three dots next to the file/folder. Click "Copy link."
- Paste the link into your D2L course.
- Once your students click on that link within D2L, they will be able to edit the document.
(Return to top of article)