Creating and Sharing Files with OneDrive

With the college’s move to Office 365 for students and employees, we all have access to Microsoft’s cloud-based OneDrive file storage. If you have used Dropbox or Google Drive, you will find OneDrive to be very similar but it is much easier to share files with others at the college without any additional account needed.

You can either create a file using your office PC and Microsoft Word, Excel, or PowerPoint and then save it to your OneDrive folder OR you can log into Office 365 and start the document there. Once you have the document saved in OneDrive, you then can control how and when you share it. By default, all of your files and folders are private unless you change their settings.

Creating Files via OneDrive

After logging into Office 365, click the OneDrive icon to go to your OneDrive space.

onedrive icon highlighted with pink box

View and Create Files and Folders in OneDrive

In OneDrive, you can view and create files and folders and upload folders from your computer into your OneDrive space.

Viewing Files

To see all your folders and files, Click Documents on the left-hand menu.

Creating Folders

To make a new folder, open the section or folder you want the new folder in. Then click the new document link. Select New folder from the menu. In the Create a new folder window, type a name for the folder in the Name box and click Save.

Creating a new File Using Microsoft Office Programs

You can use your installed Microsoft Office programs by selecting the section or folder you want the new document in and clicking the new document link. Select the type of document you want to create from the menu. In the Create document window, type a name for the document in the Name box and click Ok. The document will now open in the appropriate program.

Uploading Files

To upload a file, open the folder or section you want to add the file to and then click the Files tab in the top left of the window. Click the Upload option. In the Add a document window, click the Choose File button. Select the document you want to upload. When you are finished, click Open.

onedrive new menu expanded

Sharing Files via OneDrive

To access the Share function, choose a file in the OneDrive list and click the three dots to the right of the file (or click the Share menu at the top of the file listing).

 

OneDrive Share files menu expanded

Some of the sharing options you can edit include:

  • Who can view the file? (you can share with specific people, with everyone at the college or anyone who has the link)
  • Who can edit the file? (same as above)
  • When is the file available (you can share it so it is always available until you stop the share or you can set an expiration date

 

A good way to get started is to check out this video and tutorial about sharing files via OneDrive.

Want to learn more?

The Lynda.com videos available through the library are a great resource for Office 365. You can also call the HelpDesk for assistance.

Ready to get started?

Here is where you login to your OneDrive

print