This guide covers how to use OneDrive to store and share files and folders in the cloud.
**Note: If you have signed up for OneDrive for personal use using your SU email address, you may need assistance from IT Support to change your personal OneDrive to be managed by a separate personal email account.
What Is OneDrive?
OneDrive is a Microsoft’s online cloud storage application connected to your Microsoft account. It lets you store your personal files in one place, share them with others, and get to them from any device connected to the Internet:
• Create a document on your computer and edit it on your laptop. You do not need to email it to yourself or save a copy to a flash drive.
• Share files with others.
• Collaborate with other users on your Office documents at the same time.
• You can get to files and photos from anywhere.
• Instantly view pictures you take with your mobile phone on your Windows PC, Mac, or tablet and create albums of pictures.
Space Allotment and File Size Limits
Each user will have 1TB of personal space by default
OneDrive file size limit is 10G
You can access OneDrive at https://www.office.com . Log in with your SU email address and password. Select the OneDrive icon from the list of applications
Log into OneDrive
- Access the OneDrive login page at https://www.office.com .
- Enter your SU email address and password.
- Click Sign In.
- Choose the OneDrive icon from the list of applications
Using Your OneDrive
Once you log into your OneDrive, you should see a window similar to the one below:
To upload a File
When you upload files to OneDrive, you can update and share them from anywhere.
• On the Files page, click the Upload tab at the top:
• Click Browse and select a file from your computer
• Click Open and OK.
With the latest version of your browser, you can also drag files from your computer straight to OneDrive:
select the files you want to upload and drag them to OneDrive.
Create a Document
When you create files and folders in OneDrive, you can get to them from anywhere.
• To create a file, click New tab at the top and select the type of file you would like to create from the
• Enter a name for your document in the Document Name box. Click OK. Your document will open in
the browser window. All changes are automatically saved in the Office online apps, so when you
go back to OneDrive, your new document is already saved.
• Create a file in an Office desktop application:
o Open a desktop app, like a Word document, Excel workbook, or PowerPoint presentation.
o Select File > Save As, and for location, select your OneDrive account
o Type a name for the file, click Save.
Create a Folder
• Click the New tab and select the New Folder tab from the drop-down menu
• Enter the folder name in the Folder box and click Create
• Your new folder will appear in your Files list
• To add items to the folder from the File list, click and drag the existing item onto the folder. You
can upload files into the folder using the Upload tab at the top.
Sharing a Document or Folder
With OneDrive, you can share your personal files with others, control if they can view or edit them, and
even work together on documents at the same time.
All of your files and folders are private unless you share them.
• To share a file, select it and click Share on the toolbar, or right click on the file and select Share
from the menu:
• Decide if you want to let people edit the files, or just view them. By default, “Allow editing” is
turned on. However, if you want people to only view your files:
o Click the “Anyone with this link can edit this item” link on the Share pop-up window and
uncheck the “Allow editing” box in the Permissions panel at the right:
o You can also select with who to share the document by clicking an arrow in the “Who can
access this link” text box. Click Ok.
• To share a link in a text message, or post it to a social media site, select Get a link, Copy it, and then
paste it where you would like to share it.
• You can also email documents:
o Just select Share, enter the email addresses of the people you would like to share with, add
an optional message, and click Share. Everyone you share with will get an email.
• You can also share folders:
o Just select the folder and click Share
o Choose if people can view or edit the files, and how you want to share: as a link, or in email
• After you share files or folders, you can change what they are allowed to do by managing
o You can remove a link or people you are sharing with at any time
o When you share Office documents, everyone with editing permission can work on them at
the same time
o You can even invite more people without leaving the document by clicking Share, or share
documents from the OneDrive app on your mobile device.
Delete and Restore Files
When you delete a file or folder, it goes into the Recycle bin, where you have a chance to restore it:
• To restore the file, click Recycle bin in the navigation panel, select the deleted file and click Restore
in the toolbar
• All of your deleted files and folders stay in the recycle bin for 30 days, or until you empty it
• If you want all of your files back, select Restore all items or select only the files you want and click
For more Help
- OneDrive Support: http://windows.microsoft.com/en-us/OneDrive/OneDrive-help#OneDrive-help=tab1
- OneDrive information: http://windows.microsoft.com/en-us/OneDrive/download
- OneDrive apps: https://apps.live.com/OneDrive
- Block Edit and Download Access for a OneDrive File
- Collaborating on a OneDrive Word Document
- How to Recover a deleted item in OneDrive
- Inviting External Users to OneDrive Files and Folders
- Managing access in OneDrive
- Managing a Personal OneDrive Account that uses your SU email
- Managing OneDrive files for a Deleted Account
- OneDrive Basics - Microsoft Tutorials
- OneDrive Icons
- View files Shared with You on the OneDrive Client for Windows & Mac