
Access | You can access Microsoft OneDrive from your computer as soon as you install the Microsoft OneDrive application. Or you can log in to the Microsoft web interface to access OneDrive files. | |
---|---|---|
Cost | Free. | |
Bandwidth | High demand on internet connections. | |
Canvas Integration | None. | |
Privacy | Verified by UBC’s Privacy Impact Assessment process. | |
Similar UBC-Supported Tools | Y | Microsoft Teams is another centrally-supported way to access the real-time document collaboration offered by Microsoft OneDrive. |
What can I use it for?
You can use Microsoft OneDrive for secure file storage and management:
- Creating, editing, and accessing your files from anywhere
- Synchronizing files across multiple devices
- Sharing and synchronously collaborating on files with others at UBC
- Accessing files from Microsoft Teams
This tool guide was last reviewed in March 2023 with version 23.023.0129.0002 of Microsoft OneDrive.
What do I need to use Microsoft OneDrive?
The Microsoft OneDrive application
Although Microsoft OneDrive has a web interface, you may find it more convenient to install the Microsoft OneDrive application on your computer or mobile device. The application will create a OneDrive folder in your regular directory, where you can interact with the files you’re storing without having to log in on your web browser.
Linux users will need to access Microsoft OneDrive through the web interface, as this operating system does not work with the Microsoft OneDrive application.
Tips
- Active UBC employees should automatically be able to log in to Microsoft OneDrive using their Firstname.Lastname@ubc.ca email and UBC CWL (Campus-Wide Login) password. If you have trouble logging in or your UBC email account does not end with “@ubc.ca”, contact the UBC IT Service Centre Help Desk.
- When using the web interface, Microsoft OneDrive supports most web browsers, including the latest version of Chrome, Firefox, Microsoft Edge, and Safari.
How do I use Microsoft OneDrive?
There are many ways to interact with Microsoft OneDrive, but it’s easiest to download the application for managing files. Alternatively, you can log in to the web interface and manage files there.
Click any bar below for instructions and tips for using Microsoft OneDrive.
Install the Microsoft OneDrive application
- On Windows 10, Microsoft OneDrive is already installed. For other versions of Windows, download the desktop application by going to the Microsoft OneDrive download page and clicking Download.
- Open the Microsoft OneDrive installer that downloads, and follow the steps to install the application.
- Enter your Firstname.Lastname@ubc.ca email and your UBC CWL password when prompted to log in.
- When setup is complete, you will see a new OneDrive folder in your directory.
- If you are currently using the Microsoft OneDrive Mac App Store application, you must first uninstall it by moving the application into your trash.
- Download the desktop application by going to the Microsoft OneDrive download page and clicking Download.
- Open the Microsoft OneDrive installer that downloads, and follow the steps to install the application.
- Open the OneDrive application, and enter your Firstname.Lastname@ubc.ca email when prompted to sign in.
- Follow the setup prompts to the new OneDrive folder in your directory.
Tips
- You can download the Microsoft OneDrive mobile application from the iOS App Store or Google Play Store.
- You do not have to install the application to use Microsoft OneDrive; however, you may find it more convenient than using the web interface, as the web interface will regularly require you to log in.
Log in to the Microsoft OneDrive web interface
These instructions are not required if you will be using the Microsoft OneDrive application.
- Go to portal.office.com in your web browser.
- Enter your Firstname.Lastname@ubc.ca email and your UBC CWL password when prompted to log in.
- Click Apps in the left-hand navigation.
- Select OneDrive from the dashboard, and the interface will open in a new window.
Tips
- You don't need to use the web interface, if you've installed the Microsoft OneDrive application; however, you can use the web interface along with the application, as they work in tandem with each other.
Add files to Microsoft OneDrive
You can add, edit, and delete files through both your OneDrive folder (if you installed the application to set this up) and the web interface. Files in Microsoft OneDrive will sync in one place no matter how you access them (e.g., on a computer, a mobile device, the web interface).
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 files directly to Microsoft OneDrive. If you installed the application, choose your OneDrive folder when you select where to save the new file. If you didn’t install the application, choose the "OneDrive – UBC" online destination.
- After logging in to the web interface, you can add files to Microsoft OneDrive using the New (to create a new file) or Upload (to upload an existing file) options at the top.
Tips
- With the application installed, you can make changes to any files in your OneDrive folder while you are offline. The updates will be synced automatically once you are online again.
- Green checkmark icons in your OneDrive folder indicate files you can work with offline. Other Microsoft OneDrive status icons mean different things.
Collaborate with others in Microsoft OneDrive
If you’ll be 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 also working on it at the same time, you'll be able to see them as an icon at the top of the document. Clicking that profile icon will give you the option to jump to where they are working in the document.
- Each shared file has something called a version history. This history tracks changes and saves different versions over time. You can see who made which edits and restore or save older versions.
- View the history of any shared document when you are in it by clicking the file name at the top, and selecting Version History. You can restore previous edits to the document while viewing the history.
Tips
- If you are in the web interface, you can see a summary of recent activity on any file by right-clicking the file and choosing "Details". This action will open a panel with a chronological activity history.
Microsoft OneDrive FAQ
Find UBC-specific answers to frequently asked questions by clicking any bar below.
Yes. Microsoft OneDrive meets UBC policy and BC requirements for security. All data in Microsoft OneDrive are encrypted, stored securely, and hosted in Canada. You can read more about Microsoft OneDrive privacy and security from UBC IT.
Yes. You’ll need one UBC Microsoft account to access all Microsoft products, but you can use them independent of each other.
No. You can also access Microsoft OneDrive from your browser by signing in at portal.office.com and selecting OneDrive. However, you may find it more convenient to use the app than the web interface, which will regularly require you to log in.
If you install the Microsoft OneDrive application, you will see a new OneDrive folder in your directory for managing your files. You can also use the web interface along with the application, as they work in tandem with each other.
Where can I get more support with Microsoft OneDrive?
Technical support
If you have trouble with Microsoft OneDrive:
- Contact your faculty’s Instructional Support Unit as your first point of contact.
- Contact us for further assistance:
604 827 4775 or LT.hub@ubc.ca or visit the LT Hub online.
Pedagogical support
- Microsoft OneDrive can be used to facilitate collaborative writing projects with your students. The UBC Online Teaching Program can help you create and run group activities in the online classroom (Module 4.6).
Student support
- Share UBC’s Microsoft OneDrive student guide with your students.
Learn more
- For more how-to instructions, explore the Microsoft OneDrive support site.