Getting Started with OneDrive (work or school)

OneDrive (work or school) is a cloud storage service that is part of the Microsoft 365 (M365) productivity suite. It allows users to store files in the cloud. Files can be synced and accessed from a web browser or mobile device and shared publicly or privately. File saving and sharing is simplified through Microsoft (MS) Teams and all Office suite products (Word, Excel, Outlook, etc.).

Note: When you stop taking classes or working at Mason, you will no longer be able to access your Office 365 account, including OneDrive. It is your responsibility to transfer any work files to your department before you leave.

Accessing OneDrive

OneDrive can be accessed via the OneDrive desktop application, web browser, or MS Teams.

Using OneDrive

With the various options available for data storage, it is important to consider which solution is appropriate for the file type. If you’re working on a file by yourself, save it to OneDrive. Your OneDrive files are private unless you share them with others.

If you’re already collaborating in MS Teams or SharePoint Document Libraries, save your files where your team works because OneDrive connects you to all your shared libraries in these applications.

Navigating OneDrive

Recent updates to OneDrive have made significant improvements to the application. Review the Microsoft OneDrive Quick Start Guide and the Get Started with OneDrive video to learn more.

Once you are familiar with OneDrive you can configure your settings and notifications.

Note: Differences exist between OneDrive (work or school) and OneDrive (personal). When reviewing the Microsoft support articles and videos be sure to check the top of the page for “OneDrive for work or school” or “OneDrive for business.”

Managing Files & Folders

OneDrive files are private to you unless you choose to share them.

Organize your files

In OneDrive you can save documents online and improve the way you organize your files using the following features:

Naming Conventions

As you create or add files and folders to your site, consider what makes sense for folder and file structure and naming.

  • Sort each document into specific categories based on purpose and content (project type, department, subject matter, etc.)
  • Keep things simple and consistent so that you and others can easily locate files
  • Keep folder and file names short by using abbreviations
  • Do not use spaces in the names of files or folders
  • Change folder colors to give at-a-glance signals when locating content
  • Favorite any file or folder and access it from your Favorites list across OneDrive, MS Teams, File Explorer, Microsoft 365 apps, and more
  • For quick access to files shared with you or residing in shared team locations, you can create a shortcut* to them in your OneDrive

*Creating a shortcut can cause conflicts if both the linked and the original shared locations are synced via the OneDrive sync client

Finding Files & Folders

After you’ve created files and folders, and content has been shared with you across the Microsoft 365 environment, you have several options for locating data:

  • OneDrive home helps you swiftly retrieve your files no matter where they live in your organization
  • For you surfaces AI-powered file recommendations to you at the right time, so you have what you need at your fingertips
  • Meetings view shows your upcoming and past meetings, as well as meeting recordings and shared files
  • People view organizes your files by the people you work with and who shared files with you
  • Shared view shows any file that’s been shared with you, regardless of how it was shared or who shared it

Managing File Sync

With OneDrive, you can sync files between your computer and the cloud, so you can get to them from anywhere. The OneDrive sync client is installed on all Mason-managed Windows devices by default. Mason-managed Mac users can download the Microsoft OneDrive client from Mason Self-Service.

Managing Sharing and Permissions

Sharing files and folders with OneDrive is simple in the M365 environment. You can e-mail someone a OneDrive file with no limit to the size (no hitting the email quota limit). You can also share a file or folder with specific people or using a link. This prevents having multiple versions of the same file.

As the content owner, you are responsible for ensuring only the appropriate audience has access to certain files and folders. As personnel or other changes occur, it is important to review permissions regularly. Stop sharing or change permissions as appropriate. Use caution when sharing externally.

Note: Recipients can add shared folders to their OneDrive, not individual files. If you want the recipient to add files to their OneDrive, put the files in a folder first and then share the folder.

Collaboration

When sharing, you can give read-only, permission to review, or editing access. Depending on the level of access the recipients can do the following:

Troubleshooting

The following information can help you troubleshoot issues in OneDrive:

If you have reviewed the articles above and your issues persist, please contact the ITS Support Center. Include details about the device you are using, the issue you are experiencing, and the steps you have already taken.

Last modified: August 30, 2024