How Do I Store and Share Files in Microsoft OneDrive?

 

Overview

OneDrive is Microsoft's online file storage and collaboration platform.  In addition to file storage OneDrive also features online editing of Word, Excel, PowerPoint, and OneNote documents.

Main Features

Store and Share Files

• 1TB of storage

• 2GB maximum file size

• Online editing of Word, Excel, PowerPoint, and OneNote documents

• HIPAA & FERPA compliant for storage of sensitive student or health information

Accessibility

• Files and folders are always online and accessible from any computer or mobile device

• Files are backed up so there's no risk of losing them

• Uses the same Queens login that you currently use for account access

Getting Started

• Navigate to OneDrive.queens.edu and login or go to mail.queens.edu and click the OneDrive link in the Office 365 toolbar

• Access your local OneDrive Sync folder found at Start, Programs, Microsoft Office 2013, OneDrive Pro 2013 or by clicking the icon in the Windows taskbar (Local Sync folder is only available for Windows PCs and is automatically installed on university-owned computers

How Do I Use OneDrive?

• Upload existing documents (Office docs, PDFs, images, music, videos, etc.)

• Create new documents (Word, Excel, PowerPoint, OneNote)

• How to Upload files or folders to OneDrive

  You can store over 300 types of files on OneDrive. With Microsoft Edge or Google Chrome:

  1. Select Upload > Files or Upload > Folder.

  2. Select the files or folder you want to upload.

  3. Select Open or Select Folder.

  With other browsers:

  • Select Upload, select the files you want to upload, and select Open.

  • If you don't see Upload > Folder, create a folder, and then upload the files to that folder.

  

   

 Using the local Sync Folder

• Click & drag folders & files from your existing storage devices (C:, H:, flash drives, external drives, etc.)

• These files are then automatically uploaded to OneDrive & kept in sync in the background

 Sharing

• Sharing files from OneDrive

  If you are starting from OneDrive in your browser, and want to share a file, see the instructions below.

  1. Find the file you wish to share, and hover your mouse over it. A Share icon will appear, click it.
     
  2. By default, it will offer a way to share the file with specific people you enter, granting them both viewing and editing access. If this is ok, enter their email and click the "Send" button".
  3. If you want to customize how the file is shared, click the share summary button area (in the screenshot below, this area reads "People you specify can edit").
     
  4. Adjust the file's sharing permission settings to specify who can access the file by selecting one of the options in the top area.
  5. Specifically, consider if you want the recipient to be able to edit the file, because they would be editing your original version. Uncheck "Allow editing" to disable the recipient's ability to edit your document.

   

• You can also “share with everyone” which creates a link you can share that doesn’t require people to log in. (Exercise caution with this option, as this makes the document publicly available)

Edit Documents

• Most Word, Excel, PowerPoint, and OneNote files can be edited in your web browser

• Some complex files can’t be edited in the browser, and you’ll be prompted to open the desktop application to edit these

 

 Mobile Access

• Files can be accessed via browser on all devices

• Check out the iOS, Android, and Windows Phone apps in your device's app store

  Note: Most mobile access is for read only ​

FAQs

How much space do I get in my OneDrive storage area?

1TB

Am I permitted to save sensitive information that is protected by HIPAA and FERPA rules?

Yes

Is there a size limit on the files that can be uploaded?

2 GB per file

Is there a folder limit when synchronizing folders on your desktop?

To help ensure successful synchronization of multiple files and folders to a local OneDrive folder add content to your local OneDrive folder in chunks of 200 items or less

What file types cannot be uploaded to OneDrive?

Most Notably .exe and .shtm.  For a complete list from Microsoft, see Blocked file types for SharePoint Online.