How Do I Store and Share Files in Microsoft OneDrive?


 Applies To:  Queens Faculty, Staff & Students



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


  • 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 and login or go to 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

Account Activation on First Login

The first time you access OneDrive you might get a message stating "We're almost ready"

This message indicates that although your account has already been enabled, it is still being activated. During activation, you will see the message: “We’re almost ready.” This one-time activation usually happens within 10 minutes but may take longer. You can close your browser, do other work, and return later without interrupting the process.

How Do I Use OneDrive?

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

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

 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


  • From the contents list view, click the ellipsis next to a file and click share

  • While viewing/editing a document, click the share menu item. You can share this with anyone in the world

  • You can share with others and allow them to view only, or to also edit the document.

  • You can also “share with everyone” which creates a link you can share that doesn’t require people to log in. (Exercise caution, 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 ​


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


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


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.


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