When you add your files and folders to OneDrive, you will be able to access them from anywhere, on almost any device. To add files or folders:

  1. Sign in to Office online using your University email and password, then navigate to the OneDrive icon on the left-hand side.
    Office home page

    The main OneDrive folder
  2. Click New to create a file or folder.

    Creating a new folder or file in OneDrive
  3. Once a file or folder is in OneDrive, you will have the option to download the file or folder, or give access to others by sharing the file.

Share a file

To share a file, either click the Share icon or select the file and click the Share option in the toolbar at the top of the screen.

Sharing a file in OneDrive

Sharing a file in OneDrive

You can then specify who is able to view the file and whether or not they are allowed to edit the file.

Selecting who to share with in Link Settings

To share a file or folder with a specific person, enter their email address and they will receive an email with the link.
Please note, if you have not corresponded with them previously, this may be marked as spam.

You can also create a shared link from within Windows to either a file or a folder. Browse within Windows explorer to your OneDrive folder and right-click on the file or folder you want to share. Choose the Share menu item (with the blue cloud next to it). In the subsequent Share Link dialog box you can enter the Link settings as shown above.

If a file in OneDrive is edited or updated, you can revert to older versions by right-clicking on the file and selecting the Version history option in the menu. This lets you Open (and then copy from) previous versions, or make an older version the current one with the Restore command.

Synchronising a shared folder with Windows PC

You can sync a folder someone has shared with you to your Windows PC by going to the system tray and left clicking on the blue cloud icon then choosing View Online.
Then click on the Shared folders in the left hand navigation menu.
Click on the folder you would like to synchronise with your PC, this will open the folder in a new window. From here click the sync icon.

For more help with using OneDrive, see the Microsoft Office support site:

OneDrive help & learning

Last updated 21/09/2021 11.36 AM

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