
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, file versioning, and the ability to access and edit files and folders offline. In Microsoft OneDrive, you can access your files from any device, synchronously collaborate on them with other students, and view and restore previous versions.
Access | You can access Microsoft OneDrive from your computer as soon as you set up a UBC Microsoft account and install the Microsoft OneDrive application. Or you can use your account to log in to the Microsoft web interface. | |
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Bandwidth | High demand on internet connections. | |
Privacy | Verified by UBC’s Privacy Impact Assessment process. |
What will I use it for?
You can use Microsoft OneDrive for secure file storage and management:
- Create, edit, and access your files from anywhere
- Synchronize files across multiple devices
- Share and synchronously collaborate on files with others at UBC
- Access 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.
However, Linux users will need to access Microsoft OneDrive through the web interface, as this operating system does not work with the Microsoft OneDrive application.
A UBC Microsoft account
To access Microsoft OneDrive and other Microsoft products at UBC, you will need a UBC Microsoft account. To get a UBC Microsoft account, you have to be a registered, active UBC student and follow the opt-in process, as outlined below.
Tips
- If you will be using the web browser, Microsoft OneDrive supports most web browsers, including the latest version of Chrome, Firefox, Microsoft Edge, and Safari.
How do I use Microsoft OneDrive?
You will first need to make sure you’re set up with a UBC Microsoft account. It’s also easiest to download the Microsoft OneDrive application for managing the files. Alternatively, you can log in to the web interface and manage files there.
Click any bar below to find instructions and tips for using Microsoft OneDrive.
Set up a UBC Microsoft account
To get a UBC Microsoft account, you need to be a registered, active UBC student and follow the opt-in process below. Once you opt in, you do not need to follow the process again.
- You will first create a new UBC email address that uses your UBC CWL (Campus-Wide Login). This email will look like "CWL@student.ubc.ca" (where "CWL" is replaced with your actual CWL username), and it will serve as your UBC Microsoft account.
- To create this email address, sign in to the UBC CWL myAccount page.
- If you have privacy concerns about sharing your CWL with others through this new email address, you may anonymize your CWL first. To do so, click Rename CWL in the navigation and follow the steps.
- When you are ready, click Activate Student Email in the navigation.
- After reading the terms and conditions, click Accept.
- It may take up to 48 hours before your account becomes active. Once your account is active, you can access Microsoft OneDrive (as well as Microsoft Teams) with this new email address and your UBC CWL password.
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 CWL@student.ubc.ca email (where “CWL” is replaced with your CWL) when prompted for your work, school, or Microsoft account.
- 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 CWL@student.ubc.ca email (where “CWL” is replaced with your CWL) when prompted for your work, school, or Microsoft account.
- 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 CWL@student.ubc.ca email (where "CWL" is replaced with your actual CWL username) when prompted for your work, school, or Microsoft account.
- 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., 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 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 classmates in Microsoft OneDrive
If you’ll be working with classmates on group assignments or other coursework, 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 the UBC IT Service Centre Help Desk:
604 822 2008 or fill out the UBC IT request form.
Online learning support
- Visit UBC’s Keep Learning site and the Chapman Learning Common’s student toolkits.
Learn more
- For more information, explore UBC IT’s Microsoft OneDrive overview.