1. Preventing File Sync Issues

The Friday Shutdown Problem

Issue:

• A team member works on a file on Friday and shuts down their laptop immediately after.
• The file may not have finished uploading to OneDrive before the shutdown.
• On Monday, another team member opens the file from OneDrive, but it is an old version because the Friday update never synced.

How to prevent this issue:
✅ Before shutting down your laptop, ensure OneDrive has finished syncing.

• Check the OneDrive icon in the taskbar:
  • Blue spinning arrows: Syncing in progress.
  • Green checkmark: Fully synced.
    ✅ Leave the laptop on for a few minutes after saving a file to allow full upload.
    ✅ On Monday, verify the file’s last modified date before using it.

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2. File Encryption and Access Issues

As an admin, we cannot prevent file uploads to OneDrive. However, if a file is encrypted, it cannot be accessed by other users.

🔹 Check before uploading: Ensure that files are not encrypted unintentionally.
🔹 Issue with Word documents: Some documents have been encrypted multiple times, causing access problems.

👉 See below for instructions on removing encryption in Word.

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3. How to Share a File Properly

❌ Incorrect File Sharing (Avoid This!)

• Sending the file as an email attachment within the organization.
  • The file will be encrypted and may not be correctly decrypted by the recipient.
• Instead, always share a link via email or Teams.

🚀 Sharing a file externally?

• You can send it as an attachment.
• Encryption will not be triggered for external recipients.

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4. Correct Ways to Share Files in OneDrive

For Temporary Access

• Create a personal folder in your OneDrive and share it with the recipient.

For Permanent Access

• Request a shared folder from IT Support:
  • Email: it-support@viewlicity.com
  • You will receive a Share-Link or an email with access details.

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5. How to Create a Share-Link

1️⃣ Right-click the file or folder you want to share.
2️⃣ Click "Share".
3️⃣ Click on "Copy link".

🔹 Customize settings:

• Choose "Can view" (read-only) or "Can edit" (allow modifications).
• Select "Specific people" or "Anyone in Viewlicity" for access control.

4️⃣ Copy the link and send it via email or Teams.

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6. How to Use a Share-Link

1️⃣ Open the link in your browser.
2️⃣ Click the "Sync" button.
3️⃣ The folder will now be available in your OneDrive and synced.

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7. Removing Encryption in Microsoft Word

🔹 If you see the "Change Permission" message, follow these steps:

1️⃣ Click "Change Permission".
2️⃣ Disable "Restricted permission to this document" and click "OK".

🔹 If you don’t see the message, use this method:

1️⃣ Click "File" > "Info".
2️⃣ Click "Protect Document".
3️⃣ Select "Restricted Access" and disable it.

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Final Tips for Efficient OneDrive Use

✅ Always check the OneDrive sync status before shutting down your device.
✅ Use Share-Links instead of email attachments for internal collaboration.
✅ Verify the last modified date of a file before using it on Monday.
✅ If access issues occur, check for encryption and remove it if necessary.

By following this guide, you can prevent sync problems, share files correctly, and improve collaboration within your organization. 🚀