OneDrive

Wondering how to use OneDrive? Checkout this chapter for an overview.

Limitations and Restrictions

Restrictions

When sharing files or folders you must explicitly list each user or group you would like to share with. The share option 'Anyone with the link can...' is disabled. This does not restrict whom you can share with. You can still share files and folders with users outside of the A-State organization, however, you have to explicitly list the user or group you would like to share with.

Limitations

Syncing between OneDrive Business accounts and OneDrive Personal accounts is not supported by Microsoft at this time. You can still share with users that only have Personal OneDrive accounts (accounts that are not tied to an organization), however, the user will only be able to access the shared file or folder from a web browser.

Additional Microsoft resources

 

Set Up the OneDrive Sync App

Set up the OneDrive sync app in Windows

  1. If you don't have Windows 10, Microsoft 365, Office 2016 or Office 2019, install the new OneDrive sync app for Windows. If you use the latest software, you already have the OneDrive sync app and you can skip to step 2.

  2. Select the Start button, search for OneDrive, and then open it.

  3. When OneDrive Setup starts, enter your work or school account, and then select Sign in.

  4. If prompted to choose a Work or school account or a Personal account, always pick the Work or school account.

OneDrive-Setup.png

Note: If you already had an account signed in to OneDrive and you want to add another account, select the OneDrive cloud icon in the Windows taskbar notification area, select More > Settings. In Settings, select Account, select Add an account, and then sign in.

For more info, see Sync files with OneDrive in Windows.

Set up the OneDrive sync app on Mac

  1. Install OneDrive for Mac.

    Important: If you're using the OneDrive Mac Store app, uninstall it before installing the latest build of the sync app.

  2. Start OneDrive by pressing cmd + Space to launch a Spotlight query and type OneDrive. This starts OneDrive Setup.

  3. Enter your work or school account and then select Sign in.

  4. If prompted to choose a Work or school account or a Personal account, always pick the Work or school account.
OneDrive-Setup_MacOS.png
Note: If you already had an account signed in to OneDrive and you want to add another account, click the OneDrive cloud icon up in the Menu bar, click the three dots to open the menu, and select Preferences. Click the Account tab, select Add an Account to start OneDrive Setup, and then sign in.

For more info, see Sync files with OneDrive on Mac OS X.

Additional Microsoft resources

Important PC Folders (Auto Backup)

You can backup important computer files on OneDrive like your Desktop, Documents, and Pictures files.

  1. Select the OneDrive cloud icon in the notification area (right side of the Windows Taskbar just before the clock).

  2. Select Help & Settings > Settings.

  3. On the Backup tab, under Important PC Folders, select Manage backup and follow the instructions.

    OneDirve-ManageBackup.png

  4. In the Back up your folders dialog, make sure the folders that you want to back up are selected.

    OneDrive-Backup_Folders.png
Additional Microsoft resources

Manage Files and Folders in OneDrive

Select what to do with a file

  1. In OneDrive, right click the file.

  2. Select a command.

OneDrive-File_Context_Menu.png
Create a folder

  1. Select New > Folder.

  2. Type a name for the folder.

  3. Select Create.

onedrivefolder1.png

Search for files

Looking for an older doc? Search is a powerful tool to find all your online docs.

  1. Type a word or phrase in the Search box.

  2. Select a file, or press Enter.

onedrivefolder2.png
Additional Microsoft resources

 

Upload and Save Files and Folders to OneDrive

Use OneDrive in your browser

  1. Sign in to office.com, then select the app launcher   M365-App_Launcher.png  > OneDrive.

  2. Pick a file or folder by selecting the circle to the left of the item, and then select a command at the top of the page.
    Note: The circle does not show until you mouse over the item.

OneDrive-WebBrowser1.jpg

You can store over 300 types of files on OneDrive. From a web browser:

  1. Select Upload > Files or Upload > Folder.

  2. Select the files or folder you want to upload.

  3. Select Upload, Open or Select Folder.

OneDrive-Upload.png
Use OneDrive on your desktop

If you use Windows 10, OneDrive may have already asked you to sign in to sync your files.

If OneDrive isn't installed on our computer or setup, please refer to the following KB Article:

Windows 10

In File Explorer, select: OneDrive - Arkansas State University - Jonesboro.

FileExplorer-OneDrive.jpg
Mac OS
In Finder, select: OneDrive - Arkansas State University - Jonesboro.
Save and open files in your Office apps

Note: Requires Microsoft 365, Office 2019, or Office 2016.

OfficeApp-OneDrive.jpg

Additional Microsoft resources

Collaborate in OneDrive

Default Settings

  • The default type of link that is selected when sharing files or folders is Specific people
  • The default permission level is View

Limitations and Restrictions

Please refer to the Limitations and Restrictions page.

Share OneDrive files from your Office apps

To share a file from within Word, Excel, PowerPoint, or another Office app:

  1. Select Office-Share_Icon.png Share on the ribbon (generally located on the right side of the ribbon).

    Or, select File > Share.

    Note: If your file is not already saved to OneDrive, you'll be prompted to upload your file to OneDrive to share it.

  2. Select who you want to share with from the drop-down, or enter a name or email address.

  3. Add a message (optional) and select Send.

onedrivecollab4.jpg

 

Share files from OneDrive on the web

  1. Right click the file and select Share.

    Or, select a file and select Office-Share_Icon.png Share on the toolbar.

  2. Select who you want to share with from the drop-down, or enter a name or email address.

  3. Add a message (optional) and select Send.

OneDrive-Share_ContextMenu.png

Change views

The left pane lets you filter your view of items in OneDrive.

  • My Files - See all of your OneDrive files and folders.

  • Recent - See which Office documents you've opened most recently, whether you've modified them or not.

  • Shared - See items that you've shared with other people and that other people have shared with you.

  • Recycle bin - See items and folders that you've deleted.

OneDrive-Views.jpg

Stop or change sharing

If you are the file owner, or have edit permissions, you can stop or change the sharing permissions.

  1. Select the file or folder you want to stop sharing or change.

  2. Right click on the file and select Manage access.
    Or, select Information icon in the upper-right corner to open the Details pane.
    OneDirve-Info-Icon.jpg
    Under the Has access section, select Manage access.

  3. To remove or change the sharing permissions
    1. To completely stop sharing the item, select Stop sharing at the top of the Manage Access pane.
    2. To remove a link or change the permissions, click the three dots next to the link to open the Link settings pane. 
      • To delete the link, select the X next to the link.
      • To change the link permissions, select the dropdown arrow under Link settings and choose the appropriate permission setting (Can Edit or Can View).
      • To remove a user's access to the link, select the X next to the account you want to remove.
      • To allow additional users access to the link, under the section This link works for, select Specify people for this link and type in the user's name or email address
onedrivecollab3.jpg         onedrivecollab2.jpg

  • Select a file and select Office-Link_Icon.png Copy link.

  • Or, right click a file and select Copy link.

onedrivecollab1.jpg

Additional Microsoft resources

Work on the Go with OneDrive

Share a file from your mobile device

  1. Open the OneDrive app on your mobile device.

  2. Select a file or folder - press and hold until the checkmark appears next to it.

  3. Tap the OneDrive-Mobile_Share_Icon1.png Share icon.

Open a file in an Office app

  1. Open an Office app like Word, Excel, or PowerPoint on your device.

  2. Tap Open, then tap OneDrive - Arkansas State University - Jonesboro.

  3. Browser to the file and open it.

  4. If you would like to share the file, tap the OneDrive-Mobile_Share_Icon1.png Share icon.

Open your files on your mobile device

  1. Open the OneDrive app on your mobile device.

  2. Tap a file to preview it.

  3. Tap the More icon (three vertical dots) in the upper right corner.
    1. For Office files, tap Open to open the file in the default Office app.
    2. For other files types, select Open in another app
Additional Microsoft resources

Sharing File and Folders in OneDrive

Overview

By default, the files in your OneDrive are private. You control access by sharing them. Shared folders with Edit permissions can be added to another user’s OneDrive, allowing them to sync and work on the files offline.

Caution: When sharing folders with Edit permissions, recipients can see all contents of the folder. Be mindful of what you share.

Note: Recipients can only add folders to their OneDrive—not individual files. If you want to share only specific files, place them in a folder first.

Sharing Options

When sharing in OneDrive, you have two main choices:

Tip: You can also right-click a file/folder in the OneDrive desktop app and select Share a OneDrive link. By default, this link allows editing. To adjust permissions, use the steps below.

How to Share Files and Folders

  1. Go to the OneDrive website and sign in with your A-state account.

  2. Select the file(s) or folder(s) you want to share.

    • List view – click the circle to the left of the item.

    • Tiles view – click the circle in the top-right of the item.

  3. At the top of the page, click Share.

  4. Choose one of the following link types:

    • People in [Your Organization] – Anyone in your organization with the link can access.

    • People with existing access – Sends a link without changing permissions.

    • Specific people – Only individuals you enter will have access.

  5. (Optional) Under Other settings, adjust:

    • Allow editing (default ON) – Lets recipients modify or delete items. Turn off to make the link view-only.

    • Block download – Prevents downloads; users can only view online.

    • Expiration date – Set a date when the link stops working (Microsoft 365 only).

    • Password – Require a password to open the link (Microsoft 365 only).

    • Open in review mode only – For Word files, restricts recipients to comments/suggestions.

  6. Click Apply.

  7. Select Copy link (or Send) and share it via email, chat, or post.

Troubleshooting Sharing Links

                                                 

For further assistance, contact the ITS Help Desk at 870-972-3933 or stop by IT Support Services (itsupportservices@astate.edu). It is located on the bottom floor of the Dean B. Ellis Library, Room 149.