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Microsoft OneDrive Guide

Microsoft OneDrive is a secure file-hosting service that allows you to store, share, and synchronize files and folders from any connected devices. It offers 1TB of encrypted data storage, keeps track of file versions, and allows you to access and edit files and folders offline. Microsoft OneDrive supports UBC faculty, staff, and students securely sharing and collaborating on files in real time, with granular control over who can see and edit what.
Access Immediate You can access Microsoft OneDrive from your computer as soon as you install the Microsoft OneDrive application. You can also log in to the Microsoft web portal to access OneDrive files.
Cost Yes Free.
Bandwidth Partial High demand on internet connections.
Canvas Integration No None.
Privacy Yes Verified by UBC’s Privacy Impact Assessment process.
Similar UBC-Supported Tools N Microsoft OneDrive is the only centrally supported tool for storing and synchronizing files.

What can I use it for?

You can use Microsoft OneDrive for secure file storage and management:

  • Creating, editing, and accessing files from anywhere
  • Synchronizing files across multiple devices
  • Sharing and collaborating with others at UBC in real time
  • Accessing files shared through Microsoft Teams

This tool guide was last reviewed in July 2024 with version 24.126.0623.0001 of Microsoft OneDrive.

What do I need to use Microsoft OneDrive?

The Microsoft OneDrive application or a supported web browser

Although Microsoft OneDrive has a web portal, we recommend that you install the Microsoft OneDrive application on your computer or mobile device. The application will create a OneDrive folder in a directory on your device, where you can interact with your stored files without having to log in on a web browser.

When using the web portal, Microsoft OneDrive supports using most web browsers, including the latest version of Chrome, Firefox, Edge, and Safari. For more information regarding compatible versions, please refer to the the Microsoft OneDrive system requirements.

Linux users can only access Microsoft OneDrive through the web portal, as this operating system does not support the Microsoft OneDrive application.

A UBC Microsoft account

To access Microsoft OneDrive and other Microsoft products at UBC, you will first need a UBC Microsoft account:

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”, please contact the UBC IT Service Centre Help Desk for further assistance.

To get a UBC Microsoft account, you need to be a registered, active UBC student and create a UBC email address that uses your UBC CWL (Campus-Wide Login). This email–which will look like CWL@student.ubc.ca (where “CWL” is replaced with your UBC CWL username)–will serve as the email attached to your UBC Microsoft account. If you have not already, please follow UBC IT’s instructions to active your UBC student email.

Tips

  • If you are a student and have privacy concerns about sharing your UBC CWL username with others through the required email address, you may anonymize your username first. To do so, sign in to the UBC CWL myAccount page, click “Rename CWL” in the navigation, and follow the steps to complete the request.

How do I use Microsoft OneDrive?

There are several ways to interact with Microsoft OneDrive. We recommend that you install the application for managing files. Alternatively, you can log in to the web portal and manage files there.

Click any accordion bar below for instructions and tips for using Microsoft OneDrive.

Expand All

> Install the Microsoft OneDrive application

Install the Microsoft OneDrive application

  1. On Windows 10 and 11, Microsoft OneDrive is already installed. For older versions of Windows, download the desktop application by going to the Microsoft OneDrive download page and clicking Download.
  2. Open the downloaded Microsoft OneDrive installer, and follow the steps to install the application.
  3. Open the application. 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.
  4. When setup is complete, you will see a new OneDrive folder in your File Explorer directory.
  1. If you are currently using the Microsoft OneDrive Mac App Store application, you must first uninstall it by moving the application into your trash.
  2. Download the desktop application by going to the Microsoft OneDrive download page and clicking Download.
  3. Open the downloaded Microsoft OneDrive installer, and follow the steps to install the application.
  4. Open the application. When prompted to log in:
    • For faculty and staff, enter your Firstname.Lastname@ubc.ca email.
    • For students, enter your CWL@student.ubc.ca email (where "CWL" is replaced with your UBC CWL username) and UBC CWL password.
  5. Follow the setup prompts to the new OneDrive folder in your directory.

Tips

  • You can also download the Microsoft OneDrive mobile application to access, upload, and share your files from your mobile device. It is available for download 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 portal, as the web portal will regularly require you to log in.

> Log in to the Microsoft OneDrive web portal

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.

Tips

  • You do not need to use the web portal, if you have installed the Microsoft OneDrive application. However, you can use the web portal in coordination with the application, as they work in tandem with each other.

> Add files to Microsoft OneDrive

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.

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 that you can work with offline. Other Microsoft OneDrive status icons mean different things.

> Share files on Microsoft OneDrive

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.

Tips

  • Files placed in shared folders will automatically be shared with the people who can access the folder. Using shared folders is convenient if you have multiple documents to share with the same group.
  • If you will be sharing multiple files with the same group of people, you can also share files in Microsoft Teams. To share files in Microsoft Teams, upload files to the team’s channel.

> Access a file shared with you in Microsoft OneDrive

Access a file 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.

Tips

  • Using the web portal, you can access the history of files that have been shared with you by clicking "Shared" in the sidebar navigation. Once you are viewing shared files, you can toggle between the "With you" and "By you" tabs and filter your viewing by file type or your collaborator's name.

> Collaborate with others in Microsoft OneDrive

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.

Tips

  • If you are in the web portal, you can also see a summary of recent activity on any file. Click the "My files" tab in the sidebar navigation, right-click the file, and select "Details". This action will open a panel with a chronological history of file activity.

Microsoft OneDrive FAQ

Find UBC-specific answers to frequently asked questions by clicking any accordion bar below.

> Are my files secure in Microsoft OneDrive?

Yes. Microsoft OneDrive meets UBC policy and BC requirements for security. All data in Microsoft OneDrive is encrypted, stored securely, and hosted in Canada.

> How are Microsoft OneDrive, Microsoft Teams, and SharePoint connected?

These three tools are tightly connected. Because of this connection, you may hear people use the terms interchangeably (e.g., "the file is on OneDrive/Teams/SharePoint") to refer to the same file. A short explanation of the connection is as follows:

  • SharePoint is the online storage system that Microsoft uses behind-the-scenes for the files that you share in Microsoft OneDrive and Microsoft Teams.
  • Microsoft OneDrive is one streamlined way of managing these online files, with a focus on giving you increased personal storage that by default no one else can access.
  • Microsoft Teams is another way of managing these online files, with a focus on collaborating with a team and storing files where by default everyone in the team can access them.

> Can I use Microsoft OneDrive on its own, without using Microsoft Teams?

Yes. Microsoft Teams is a collaboration tool that can work in coordination with Microsoft OneDrive, but you can use the tools independent of each other.

You can use your UBC Microsoft account to access all Microsoft products.

> Do I need to download an application to use Microsoft OneDrive?

No. You can also access Microsoft OneDrive from your browser by signing in to the Microsoft web portal and selecting OneDrive. However, you may find it more convenient to use the application than the web portal, 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 portal in coordination with the application, as they work in tandem with each other.

Where can I get more support with Microsoft OneDrive?

Faculty support

If you are an instructor and have trouble with Microsoft OneDrive:

If you are an instructor and are looking for pedagogical support:

Student support

If you are a student and have trouble with Microsoft OneDrive:

If you are a student and are looking for online learning support:

Learn more

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