Microsoft OneDrive Guide

Access Microsoft OneDrive

You do not have to install the application to use Microsoft OneDrive. However, you may find it more convenient than using the web portal, as you will be unable to edit files and folders when offline. All your Microsoft OneDrive files and folders will be synced across devices regardless of how you access them.

Add files and folders to Microsoft OneDrive

You can add, edit, and delete files and folders using both the web portal  and your device's OneDrive folder (if you installed the application to set this up). Microsoft OneDrive ensures that your files and folders remain accessible across all your devices. Any changes you make—whether editing, adding, or deleting—are automatically synced so you always have the latest version of each file or folder, no matter where you access Microsoft OneDrive (application or web portal).

Options for adding files and folders

• If you installed the application, you can add files and folders to Microsoft OneDrive by dragging and dropping them into the OneDrive folder on your device.
• You can save new files that you create using Microsoft 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 and folders to Microsoft OneDrive by clicking Add new in the sidebar navigation and either creating a new file or clicking Files upload or Folder upload to upload an existing file or folder.

Share files and folders on Microsoft OneDrive

When using Microsoft OneDrive, you can share files and folders 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. The changes that 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 or folder:
   • If you installed the application, right-click the file or folder you would like to share in your OneDrive folder. Then:
     • For Windows, select OneDrive and click Share.
     • For Mac, choose Share from under "Quick Actions" (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 arrow icon.
2. Once you have launched the share settings, you can set who can see, review, edit, and download the file. To find people at UBC, use their first name, last name, or email address.
3. Select the matching name or email in the drop-down list of contacts that appears. (Selecting a match from the drop-down list is necessary to prevent errors when you send the invitation.)
4. 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, log in with the email that the file was shared with:
   • For instructors 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.

• If someone is working on a document at the same time as you, you will be able to see them as an icon at the top of the document. Click their profile icon to see options for jumping to where they are working in the document or opening 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 File in the top menu in the document and select Version History.
  • To view the version history of any document when in the application on Windows, right-click the file name in your OneDrive folder, hover over OneDrive and select Version History.
  • To view the version history of any document when in the application on Mac, right-click the file name in your OneDrive folder and select Version History.