OneDrive in Office 365

Using OneDrive, you can store all of your personal files in one place, easily share them with your colleagues and access them from any device with an internet connection. With OneDrive, you will no longer need to email documents to yourself or save them to a USB because all of your files can be stored in one place, accessible anywhere.

What does this mean for you?

  • You can store and share up to 1 TB with OneDrive
  • Online Office documents are created and edited
  • Folders can be created to in OneDrive
  • Sharing rights on documents and folders
  • Co-editing documents
  • Accessing files remotely


OneDrive Frequently Asked Questions

Using OneDrive for File Storage and Collaboration

Why use OneDrive?

  • Do you sometimes send files to yourself by e-mail?
  • Is your e-mail account your document storage space?
  • Do you leave your computer on at night to access files remotely?
  • When working collaboratively on a document, do you send out multiple copies by e-mail and collect edits and comments for later collating?
  • Do you use Dropbox, Google Drive or other cloud-based file storage?

If you answer yes to any of the above, OneDrive provides all these services, fully integrated within Office 365. Features include:

  • 1 TB of file storage
  • Online Office documents are created and edited
  • Folders can be created to in OneDrive
  • Sharing rights on documents and foldersCo-editing documents
  • Accessing files remotely
Accessing the OneDrive

OneDrive is accessed from the Application Launcher.

On the left side of the screen, the list of files and folders appears as the default starting view:

  • RECENT shows files used most recently
  • SHARED WITH ME shows files that have been created by others and shared with your account – these files are those located elsewhere in the Office 365 tenant and owned by someone else. You may have viewing or editing rights to these files or folders.
  • RECYCLE BIN shows files that have been deleted but not purged from your OneDrive space

At the top of the screen are core OneDrive functions:

  • SEARCH – Use keywords to locate files in your OneDrive space
  • NEW – Enables the creation of new documents in the Online Office applications – Word, Excel, PowerPoint, OneNote – the selection appears in a drop-down list
  • UPLOAD – Add files to the OneDrive space. Uploaded files may be up to 10GB in size
  • SHARE – Use SHARE to permit others to view and/or edit specific files or folders
  • COPY LINK – Let’s you create a link to a document that may be sent to others to they may access your file. When sharing with someone outside the University, an EXPIRY DATE may be attached to the file such that access may be automatically revoked by disabling the link.
  • DOWNLOAD – Documents may be taken down from the OneDrive and stored on a local device or network storage (i.e., your computer’s hard disc or the departmental network).
    • NOTE: When a file is downloaded, it’s connection to the OneDrive is broken. The file is duplicated locally. If you edit the document and want the changes preserved on OneDrive, the file must be UPLOADED again. A message will appear advising that the new file has the same name as the one on OneDrive – so if the edited file is to replace the existing OneDrive file then accept the REPLACE option. Otherwise, upload the file with a different name, or to a different location on OneDrive.
  • SORT – Provides a variety of options for listing the files in OneDrive
  • The “QUADRANT BOX” – Toggles the file display of files between a list format and a tile format.
  • The “I” Info icon — Shows access and update history about the document, and the people to whom access has been granted.
OneDrive: Sharing a Document

Document sharing requires two steps:

  1. Setting up the kind of sharing permissions desired
  2. Sending a link to the document to others to enable the sharing

Starting with the SHARE icon…

  • A dialogue box opens up, asking: “WHO WOULD YOU LIKE THIS LINK TO WORK FOR”
  • Three options appear:
    • ANYONE – Meaning that anyone can use the link to the file as generated by Office 365 OneDrive
      • This option provides an EXPIRY DATE option such that the link may cease to function after a set period. This is especially important when files are shared with people outside of the University.
    • PEOPLE IN THE UNIVERSITY OF TORONTO – This option limits access rights to files to members of the University community with active Office 365 accounts.
    • SPECIFIC PEOPLE – This option limits use of the link to specific people within U of T.
    • ALLOW EDITING – Selecting this option permits recipients of the link to edit the file or just to have viewing rights.
  • Once rights have been APPLOED and the correct people selected to share the file, the link contains these conditions.
  • The next step is to send the link to the desired recipients.
  • The recipients will get an e-mail with a link to the file.

OneDrive is a powerful tool for collaboration. There are many advantages to using OneDrive for file sharing, including:

  • Using a University-authorised system for secure file storage
  • Enabling two or more people to collaborate on a document while having only one copy
  • Tracking the versions of a document and restoring prior versions if needed
  • Keeping track of document comments and edits – in ONE place, not across multiple copies of a document
  • Not having to send out and then collate edits from multiple persons
  • No longer needing to send e-mails to yourself to work on a document outside the University
  • Anytime, anywhere file access via secured Internet connections
Portal content: migration options available to faculty and staff

Click here to download the PDF
Portal content migration options
Please note that SharePoint is not available in all Divisions;
please contact your Divisional IT team to discuss

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