OneDrive for Business Help - Main Page

Overview

OneDrive for Business is a cloud, file storage app that is part of Microsoft 365.  OneDrive includes anywhere access, quickly view all your files, collaborate and share with others, content is automatically backed up and can be accessed offline in the desktop app and the OneDrive mobile app. SVSU staff and registered students are eligible to use OneDrive.

Do not store sensitive data on OneDrive.  Users that store documents and files with personal information must store them on network shared drives, not on local "hard drives" or portable data storage media, or cloud destinations such as, but not limited to, Dropbox, Google Drive, or Apple iCloud.​​​ Please view our Internet and Network Resources Acceptable Use Policy under General Regulations. You should only store data that DOES NOT CONTAIN FERPA, HIPAA, or PPI data in your SVSU, OneDrive account.
Article Sections

About OneDrive (your work and school account)

Accessing OneDrive

Uploading Content to OneDrive

Managing Content on OneDrive

Sharing Content in OneDrive

Using the OneDrive desktop app

Possible Errors and Sync Problems in OneDrive

OneDrive Help and Resources 


About OneDrive (your work and school account)

Learn how to navigate OneDrive home and the advantages of using OneDrive.

Navigate OneDrive Home (see all files in one place)

Video: The All New OneDrive  (view time is 9:27 sec) - by Mike Tholsen (Principal Group Product Manager - Microsoft)

Blog: The OneDrive app is available in Microsoft Teams.

The new OneDrive Home will show you all your recent files, who is the owner and recent activity all in one place. Quickly locate files shared, and favorite a file or folder to get back to your content quickly, (sample image below). Files will be seen no matter where it was shared, Teams, Microsoft 365 group. You can filter by file type, see all Word, Excel, PowerPoint, or PDF files. You will still be able to access your own content from My Files in the left navigation menu.  Sharing and Permissions have been updated as of July 11, 2023, see what's changed.

More updates are coming to OneDrive 
View the OneDrive blog for more details. Newly released, when creating a folder you can choose a color,  find Files by people you are working with, access  files shared in meetings, a simplified sharing experience (less clicks), and coming soon the ability to open non-Microsoft files and sync the changes back to OneDrive.

Your access to OneDrive is enabled and disabled automatically based on your role at the University. Please view our OneDrive Policy at SVSU.

OneDrive home interface

The new OneDrive for Web Home experience is available for work and school accounts. Quickly find shared files in People and Meetings views in the NEW OneDrive.

OneDrive Menu

  • OneDrive Home: See all recent your files and activity, filter or favorite a file.
  • My Files: Access all files and folders.
  • Shared: You will find all files filtered by what you have shared and those that have been shared with you.
  • Favorites: Allows you to see all the files you have added as a favorite.
  • Recycle bin: Allows you to see all files/folders deleted from your OneDrive, you can restore content up to 93 days from the day of deletion.
  • Browse files by
  • Quick Access:: Provides quick access to all SharePoint sites.

Advantages of OneDrive for Business (work or school)

  • Save your work files and folders to OneDrive so they're always with you, even on your smart device.
  • Get work done together with virtually anyone, anytime (without having to contact ITS to set up the security permissions for others).
  • Maintain multiple versions of your documents automatically and recover an earlier version.
  • Synchronize your OneDrive files to your computer or device so you'll be able to access your documents even if there's no available Internet connection.
  • Store up to 1 TB of information, includes files on OneDrive, your email, and media stored in Microsoft Stream.

Tip: OneDrive for work and school accounts are not the same as a personal OneDrive account.
A personal OneDrive account is different from your
OneDrive (work or school) account as it syncs with your SVSU account, view a comparison of both OneDrive cloud apps.


Accessing OneDrive

Content stored in OneDrive is accessible from anywhere, with any device (e.g. computer, tablet, smart phone).

How do I access OneDrive online?

For the best experience use the most recent versions of the following browsers to access OneDrive on the web:

Click the collapsible panels to view the content on the various ways you can access your OneDrive content.

Accessing OneDrive on the web (access from any computer)
OneDrive desktop app (sync content from the cloud)
OneDrive Mobile app (Android or iOS)
Important: Only Store Non-Sensitive Data on OneDrive.  This means content must not that contain FERPA, HIPAA, or PPI data.

Do not store sensitive data on OneDrive.  Users that store documents and files with personal information must store them on network shared drives, not on local "hard drives" or portable data storage media, or cloud destinations such as, but not limited to, Dropbox, Google Drive, or Apple iCloud.​​​ Please view our Internet and Network Resources Acceptable Use Policy under General Regulations. You should only store data that DOES NOT CONTAIN FERPA, HIPAA, or PPI data in your SVSU, OneDrive account.

Uploading Content to OneDrive

Learn how to upload a folder, limitations to uploading to OneDrive on the web, and recommendations to using the OneDrive desktop app.

How do I upload a file or folder?

  1. Login into your Microsoft account and authenticate your login credentials. Validate your account sign with MFA if you are not logged in already.
  2. Go to portal.office.com click the waffle menu (upper left).
  3. Choose OneDrive to open it in a new browser tab.
    NOTE: Alternatively, here is the direct link to access your OneDrive https://svsu0-my.sharepoint.com/ feel free to bookmark for ease of access.
  4. Once logged in click the Add New button, and choose as appropriate, Files upload (allows selection of multiple files) or select Folder Upload.

    Uploaded Image (Thumbnail)

What limitations are there for uploading large files or multiple files to my OneDrive?

It is recommended to use the OneDrive sync client to upload large or multiple files rather than the OneDrive online interface.

  • When syncing files or folders to the OneDrive desktop sync app only sync what you need.
  • Don’t sync everything to your computer.
  • Make sure that a file/folder you want to sync is not larger than 15GB, if it is, the file or folder would need to be compressed or zipped.
Access all your files in OneDrive. Use Files on Demand without taking up space on your computer for Windows 10 version 1809 and later.

Managing Content on OneDrive

Find instructions on accessing your recordings and managing your content in OneDrive.

How can I access my Files or Teams meeting Recordings?

The new OneDrive Home shows all your files and those that have been shared with you. All files no matter how they were shared are accessible in your OneDrive. This includes your recorded Teams meetings. You can access all files in the "For You" section located at the top of your OneDrive home page. or you can locate it in the Recent section and filter your search by file type, search by name in the top-middle search bar, and more. Microsoft has simplified the ease of access to all files across Microsoft 365.

OneDrive Home

This is your default landing page when you open your OneDrive.

OneDrive Home page interface with callouts

My Files

In the left menu, My files will show you a folder and file structure as it always has. You can access all your files and folders. You can find non-Teams channel meetings in the Recordings folder on your OneDrive.

OneDrive My files accessing non-channel Teams meeting recordings

How do I download files or folders from OneDrive?

You can quickly download files or folder in your OneDrive or SharePoint to your computer with a couple clicks. 

Article: Download files and folders from OneDrive or SharePoint - Microsoft Support

If multiple files are selected in OneDrive, and you click Download, a zipped folder will be downloaded to your computer.
MS Support Page (Windows) - Zip and unzip files on Windows 10
MS Support Page (Mac) - Zip and unzip files and folders on Mac (once on the page, click the version of your Mac for instructions).

OneDrive on the web: How do I save to and edit files?

Using the sync feature when using OneDrive in a computer lab, or on another person's computer is different because the OneDrive desktop app is not installed you will need to use OneDrive on the web. You can use the download function to work on the file locally, then when your done, upload it back to OneDrive on the web.

You can work online inside the browser using Word Online, Excel Online, or PowerPoint Online to edit and save files automatically or open them on the desktop (if installed). 


Can I restore a file to an earlier version of a file?

You can return to previous versions of a file, open, or delete a version. The current limit of saved versions for a single document in OneDrive is 500 versions. Simply hover the ellipses, next to the file you want to view/restore then select "Version history".

Article: Restore a previous version of a file in OneDrive - Microsoft Support

How do I delete files or folders stored in my OneDrive?

It is recommended if you have a large amount of files to use the OneDrive desktop app. However, you can delete files from the both versions of OneDrive. Content can be restored from your Recycle bin up to 93 days. If you end up deleting a large amount of files from your OneDrive you will receive an email from no-reply@sharepointoline.com titled, "Heads up! We noticed that you recently deleted a large number of files from your OneDrive, " a sample screen shot is provided below.

 

How do I recover a deleted file?

If you accidentally delete a file or folder in your OneDrive for Business, you can recover from the Recycle Bin, items will store for 93 days. 

Article: Restore deleted files or folders in OneDrive - Microsoft Support

How do I create a shortcut to a shared folder on my OneDrive?

Save time and add a shortcut to content that has been shared with you. 

  • In OneDrive on the web, click Shared > Shared with Me
  • Look for the shared file or folder, select it then in the top menu click Add shortcut to My files.
  • The shared folder will now appear in My Files on your OneDrive.

Article: Add a shortcut to My files from a Shared Folder on your OneDrive - Microsoft Support


Sharing Content in OneDrive

Learn more about the benefits of sharing and various methods of sharing depending on how you want to share your content.

What are the benefits of sharing?

  • Reduces the size of your inbox.
  • Ensures users are looking at the most current version of a document.
  • You can see who made changes by looking at the version history
  • Collaborate with others up to 10+ persons at a time

How do I share documents or folders with others?

Sharing specific files or folders on your OneDrive are not accessible to anyone until you share them. The default sharing method "Anyone with this link" means the link to your file or folder can be accessed by anyone, a 30-day expiration date is applied. You can change how your content is shared, there are some sharing options available that give people viewing or editing permissions inside or outside of SVSU. 

Note: When sharing with people with an SVSU email address they have access indefinitely until you remove the sharing permissions.

 

OneDrive Sharing PermissionsOneDrive Sharing and Permissions

Tip:
As of  July 11, 2023 the sharing experience has been changed in OneDrive. You will see a small pop up window, select the gear icon to choose your sharing method, see sample image and the sharing options below.



Sharing Methods and Options: You can share content from OneDrive on the web, from within a Microsoft Office 365 app, or from Outlook.

The link settings available for sharing are defined below:

Anyone with the link:
Use with caution, it can be forwarded to anyone outside of SVSU and gives access to anyone who receives this link. You can control the permissions such as turn off editing, block downloading, and set a password. All links expire in 30 days (it cannot be extended) however, you can choose an earlier date. 
People in Saginaw Valley State University: People within SVSU can access the file or folder, whether they receive it from you or it was forwarded from someone else. You can control the permissions such as turn off editing, block downloading of the file or folder.
Uploaded Image (Thumbnail)

People with existing access: Can be used by people who already have access to the file or folder.  Alternatively, they can access the shared file or folder from the Shared section from the left menu navigation. 
People you choose: Only the people you specify have access. If forwarded to someone else they will not be able to view the shared file or folder. You can control the permissions such as turn off editing, block downloading of the file or folder.

Note: You can stop/revoke access by sharing a file or folder at any time. Revoking access or change permissions, you must be the owner of the item. 


Microsoft Support Documentation


Using the OneDrive desktop app

Using the OneDrive desktop app allows you to work on commonly used files stored in the cloud. Files stored in OneDrive provide the ability to access those files across your devices your computer, mobile app, or any computer with internet access.

OneDrive desktop app: How do I save files to and edit files?

SVSU public computers have DeepFreeze installed. Each time the computer is restarted, contents on that computer are erased. Anyone that installs the OneDrive sync client these machines will either need to set up the install OneDrive each time they use the computer, or they will need to use the OneDrive web app.

After installing and setting up the OneDrive desk top app, you will be able to save directly to your OneDrive. Saving will work the same as saving to a network drive or the C drive.

How do I change which folders are syncing to my computer?

You can adjust which folders are being synced at any time. You can specify which folders to sync from OneDrive on the web to your computer.

Unchecking a folder does not delete the contents, it simply stops the syncing to your computer and removes the folder, and it is still available in OneDrive on the web. You can Choose which files or folders that you want to sync to your computer.

If you want to turn off the folders syncing to your computer or uninstall OneDrive -- you can. You will not lose content stored online.


How do I access a shared folder through OneDrive sync client on my computer?

  1. Log into OneDrive on the web
  2. Click Shared with Me
  3. Open the folder that has been shared with you.
  4. You should see the Sync button in the command bar. Click Sync, OneDrive sync client installs.
     

     NOTE: If you don't see "Sync" the person that shared the folder with you did not give you editing rights.

  5. The window "Sync your OneDrive files to this PC" opens, click OK.
  6. The newly synced shared folder, labeled “Saginaw Valley State University,” will display in the Quick Access pane within File Explorer (Windows Users).
Find Shared Folders Faster on OneDrive on the web. Open the folder that was shared with you and click Add shortcut to My Files (top menu).


How do I use OneDrive Files on Demand to save space on my computer?

OneDrive Files On-Demand is a feature of the desktop app that allows you access files that you need and use less storage space on your computer, your files will back up to OneDrive, the files are not local. 

Turn on Files On-Demand

If Files On-Demand is not enabled, make sure you’re signed in to OneDrive on your device. 

  1. Open OneDrive settings (click the OneDrive cloud icon bottom right of your screen, and then select the gear icon then Settings.)
  2. Go to the Sync and back up tab, expand the Advanced settings, and toggle on Files On-Demand.

Work Offline Use or Free Up Space on your Device

With the OneDrive desktop app installed on your computer, you have shortcuts to the online files. You can mark a file or folder for offline access or online only by right clicking on it and select: 

  • Always keep on this device (use for local access) - filled in green circle and white check mark. These files are always available on your computer. They do take up space, but are available when you need to work offline.

  • Free up space (use for online-only) - white circle with a green check mark. Clicking an online only file will download it to your computer and become a locally available file. 

Files On-Demand - Microsoft Support Articles


Possible Errors and Sync Problems in OneDrive

OneDrive syncing on the desktop app can occur for various reasons, the sections below provide instructions on troubleshooting and steps to fix the problem.

Why do I receive a file upload error?

Several error messages can occur when trying to upload to OneDrive website or when you are saving to the OneDrive sync client. You can fix the upload error simply by renaming the file.

  • Avoid using invalid characters in your file name such as:
    • ~ " # % & * : < > ? / \ { | } .
  • Avoid using these names (see below), they are not allowed as file names or folder names:
    • AUX, PRN, NUL, CON, COM0, COM1, COM2, COM3, COM4, COM5, COM6, COM7, COM8, COM9, LPT0, LPT1, LPT2, LPT3, LPT4, LPT5, LPT6, LPT7, LPT8, LPT9

Article: Fix problems uploading files on the OneDrive website - Microsoft Support

How can I fix a sync problem with my OneDrive?

When you see a red "X" over your OneDrive icon, or a filename or folder this means that your file not syncing or running correctly. There are some common fixes related to why your file or folder won't sync. A frequent one that we see is when a file name or path length is too long.

 Tip: The entire path must contain fewer than 255 characters including the folders and file names. SVSU ITS recommends renaming the file(s) or folder(s) to a shorter name.


Fix OneDrive sync problems - Microsoft Support Articles


OneDrive Help and Resources 

In this section you will find help guides to get you started with OneDrive. 

Microsoft Support Articles

OneDrive for Business vs OneDrive Personal?

OneDrive for Business and OneDrive Personal are separate cloud storage applications.

  • Supported on Windows 10, Windows 11, and MacOS devices. 
  • Create Microsoft 365 files (Excel, Word, PowerPoint) within a browser which is known as Office Online apps. 
  • Synchronize and access files from anywhere, your university computer, other computers on campus, your personal computer, tablet or mobile device.

Please see the table matrix below on the comparison of both storage applications.

OneDrive for Business

OneDrive (Personal account)

Available for all registered students and staff

Free with a Microsoft account

Includes 1 TB of space, this includes files stored on your OneDrive, email and media stored in Microsoft Stream. 5GB of free storage, if you need more there is a cost.
Synchronizes with your SVSU account.

OneDrive Personal cannot sync to your SVSU account.

If you need assistance with using OneDrive for Business, please reach out to SVSU ITS. Note: ITS is closed when the Zahnow library is closed. 
Create a Ticket

Details

Article ID: 104672
Created
Tue 4/7/20 3:55 PM
Modified
Fri 4/12/24 11:40 AM

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