!OfficeUse: Sharing DTHS files with staff and public computer accounts

Data Storage

• Most DTHS data is stored in a Non-Profit onmicrosoft.com account which gives us s free terabyte (Tb) of storage.  As at Oct2026, we have only used 216 Gb.
• Data is stored in folders with different access settings:

• Archives: Original scans and files for staff reference which do not need to be searchable because optimised (OCR, split, etc) versions are searchable in Library/Private or Library/Public.
• Library: Main search folder shared with staff account dths.staff@outlook.com.  When staff log into a staff computer as dths.staff@outlook.com, their OneDrive account downloads a read-only copy of the whole folder so that they can search all files within the Library
• Library/Admin: All organisational files
• Library/Private: Historical resources that DTHS does NOT have permission to publish in full on the internet, but does have permission for staff to search and provide limited data to public enquiries.
• Library/Public:  Main search folder shared with public account dths.public@outlook.com.  Historical resources that DTHS publishes in full on the internet, and allows any member of the pubic to search and extract data. When the public log into a staff computer as dths.public@outlook.com, their OneDrive account downloads a read-only copy of the whole folder so that they can search all files within the Library.
• Library/Uploads: Staff folders to upload data for sharing between staff"
• Library/Working: Files and folders relating to current unfinished jobs
• Permalinks: Files available to the public through a specific permanent link on the website e.g. membership forms, etc.

Create the Shares

• When logged into the onmicrosoft.com account, shares are created and sent to the dths.staff@outlook.com and dths.public@outlook.com accounts:

Accept the shares

• Accept the Sharing Invitation
• Open the email invitation from OneDrive/SharePoint.
• Click Open or Go to Folder.
• Sign in with your Microsoft 365 account if prompted.
• The shared folder should open in your web browser.
• Add the Folder to Your OneDrive
• While viewing the shared folder in the browser, locate the "Add shortcut to My files" button near the top of the page.
• Click "Add shortcut to My files".
• The folder will now appear in your own OneDrive under My Files with a shortcut icon.
• Confirm OneDrive Sync Is Running
• On your computer, look for the OneDrive cloud icon in the system tray (Windows) or menu bar (Mac).
• Sign in with the same Microsoft 365 account used to access the shared folder.
• Allow OneDrive a few minutes to sync.
• The shared folder shortcut should automatically appear in your OneDrive folder on the computer.
• Make the Folder Always Available Offline
• To ensure files download to the computer and update whenever changes occur:
• Windows
• Open File Explorer.
• Open your OneDrive folder.
• Locate the shared folder shortcut.
• Right-click the folder.
• Select "Always keep on this device".
• A solid green checkmark indicates the files are stored locally and remain available offline.
• Mac
• Open Finder.
• Open OneDrive.
• Locate the shared folder shortcut.
• Right-click (or Control-click) the folder.
• Select Always Keep on This Device.
• Verify Synchronisation
• Create a small file in the shared folder.
• Wait a minute or two.
• Confirm the file appears in both: The OneDrive web version; The local folder on your computer.
• From this point onward, any files added, edited, or removed in the shared folder should automatically sync to your computer whenever OneDrive is running and connected to the internet.
• Troubleshooting
• If the folder does not appear on the computer:
• Open the OneDrive web interface and confirm the shortcut appears under My Files.
• Click the OneDrive cloud icon and select Help & Settings → View sync problems.
• Restart OneDrive.
• If necessary, unlink and reconnect the OneDrive account.