Microsoft OneDrive Guide

Install the Microsoft OneDrive application

Log in to the Microsoft OneDrive web portal

These instructions are not required if you will be using the Microsoft OneDrive application.

1. Go to the Microsoft web portal in your web browser.
2. When prompted to log in:
   • For faculty and staff, enter your Firstname.Lastname@ubc.ca email and your UBC CWL password.
   • For students, enter your CWL@student.ubc.ca email (where "CWL" is replaced with your UBC CWL username) and UBC CWL password.
3. Click the dotted square in the upper left corner and select OneDrive from the list of apps. The interface where you can access and manage your files will open in a new window.

Add files to Microsoft OneDrive

You can add, edit, and delete files using both your desktop OneDrive folder (if you installed the application to set this up) and the web portal. Files in Microsoft OneDrive will sync in one place no matter how you access them.

Options for adding files

• If you installed the application, you can add files to Microsoft OneDrive by dragging and dropping them into your OneDrive folder.
• You can also save new Microsoft files that you create using the desktop applications (e.g., Word, PowerPoint, OneNote) directly to Microsoft OneDrive. When saving, choose the "OneDrive – UBC" online destination.
• If you are using the web portal, you can add files to Microsoft OneDrive either by clicking Add new in the sidebar navigation and selecting one of the options to create a new file or by clicking Files upload to upload an existing file.

Share files on Microsoft OneDrive

When using Microsoft OneDrive, you can share files with other people and collaborate in one spot without having to exchange multiple versions of the same document. You can also manually merge changes from different contributors and the changes you and your collaborators make will save in real-time.

By default, files and folders that you store on Microsoft OneDrive are accessible only by you unless you share them. You can see which people a file is shared with and modify the share settings at any time.

1. Launch the share settings for a file:
   • If you installed the application, right-click the file or folder you would like to share in your OneDrive folder and choose Share from under "Quick Actions" (select the share option that has the OneDrive icon next to it).
   • Alternatively, after logging in to the web portal, hover over an individual file or folder and click the share icon.
2. Once you have launched the share settings, you can choose who should see, edit, and download the file. To find people at UBC, use their first name, last name, or email address.
3. Click Send for the specified people to receive an invitation through their UBC email.

Access files shared with you in Microsoft OneDrive

You will receive an email notification from Microsoft OneDrive or from the person sharing with you when a new file is available.

1. Click either the name of the file or Open in the email.
2. The file will open in a new tab in your browser. If prompted to log in:
   • For faculty and staff, log in to Microsoft OneDrive with your Firstname.Lastname@ubc.ca email and your UBC CWL password.
   • For students, log in with your CWL@student.ubc.ca email (where "CWL" is replaced with your UBC CWL username) and UBC CWL password.

Collaborate with others in Microsoft OneDrive

If you are working with others, you can use Microsoft OneDrive to track your collaboration in several ways.

• When you are working on a shared document, if anyone else is working on the file at the same time, you will be able to see them as an icon at the top of the document. Click their profile icon to see options to jump to where they are working in the document or open their contact information.
• Each shared file has a version history. This history tracks changes and saves different versions over time. You can see who made which edits, browse previous versions, and restore or save older versions.
  • To view the version history of any document when in the web portal, click the file name at the top and select Version History.
  • On Windows, right-click the file name in your OneDrive folder, hover over OneDrive and select Version History.
  • On Mac, right-click the file name in your OneDrive folder and select Version History.