HOW TO USE ONEDRIVE: Getting Started with Microsoft Onedrive

How to Use Onedrive
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Microsoft’s OneDrive cloud storage service allows you to safely store all of your files in one location and access them virtually from anywhere. The service functions similarly to a conventional external drive, with the added that it is accessible online and comes with extra capabilities. Both novice and experienced users will find OneDrive to be user-friendly. This manual will show you how to use OneDrive wisely to share files, for backup purpose and to get the best possible business outcomes.

How to Use Onedrive

OneDrive is one of many Microsoft 365 platforms that enables you to save, distribute, and view your files from any location at any time. Together, you and your team can backup your information and collaborate. It’s an excellent platform for business and school assignments overall.

OneDrive is a component of the Microsoft 365 corporate subscription packages. These plans typically include storage, standard to high security, and access to Office programs on the web and via mobile devices.

In OneDrive, you may carry out a variety of collaborative and cooperative tasks. You may automatically upload your data  from any device to your OneDrive account in addition to storing, sharing, and accessing your files. The ability to access your files from any location is made possible by this functionality.

Why Should We Use OneDrive?

OneDrive has numerous uses. One of them is its dependable backup tool, which will keep copies of your data on a safe cloud platform in case your local servers are damaged. Every time you and your team access a document in OneDrive, both the local and cloud copies will be updated.

The best thing is that if you need to work alongside or share a document with a coworker, you can always access it. You can collaborate on, share, and edit as many files as you like online. The team’s productivity must be maintained, and this functionality is essential.

Here is a list of some of OneDrive’s most fundamental yet important features:

  • Share the URLs to your OneDrive files and folders with others.
  • Your local files will instantly sync to OneDrive.
  • Work together with coworkers on desktop or web-based Microsoft Office applications.
  • Obtain previous editions of your data

How to Use Onedrive to Share Files

There are just two options for sharing on OneDrive personal or home: anonymous sharing with anyone and sharing with certain people. Each one will be thoroughly discussed below.

Create A Universal OneDrive Share Connection.

With the help of this option, you can distribute papers widely, even to strangers. You can post such links to social networking platforms like Facebook, Twitter, or LinkedIn or include them in your newsletters. Anyone with the link can read or edit the shared items depending on the permission you choose.

The URL can be shared with anybody and published anywhere without your permission or even awareness, making it the least secure approach. Signing in to OneDrive is not necessary. Get a OneDrive sharing link by following these instructions:

  • Connect your Microsoft account to OneDrive.
  • Select the file to distribute. Additionally, you can choose numerous products and share them all at once.
  • Share can be selected from the context menu by right-clicking the selected objects. instead, click the Share icon up top.
  • The dialog window for sending links will display. Go directly to the next stage if you are satisfied with the Anyone with the URL can modify default configuration. Click on Anyone with the link, then select the extra options under Other settings, for more options. When finished, press Apply.
  • Returning to the main Send link dialog window, click Copy Link after clicking Apply.
  • The URL will then be transferred to your clipboard after you click Copy. Now you may paste the URL anywhere—in an email, on social media websites, or elsewhere.

Sharing OneDrive Files With Specific People

You can limit who can access the link in order to maintain tighter control over the shared items. This is how:

  • Select the desired item(s) in your OneDrive, then click the Share button at the top of the page. You can also select Share after selecting the Show actions button (3 vertical dots) adjacent to the item in a list view.
  • Click Anyone with the link may edit in the dialog box that appears, and then switch the selection to Specific people. Select whether to permit editing or not, enter an optional expiration date, and then click Apply.
  • Insert the email addresses of the persons you want to share your things with in the To field. If you’d like, you can also include a message with them. Once finished, click Send.

Keep in mind that all receivers are subject to the permissions you choose. Repeat the previous instructions for two groups of users with varied permissions if you want to allow certain users to edit and others to simply view. The specified individuals receive an email message similar to the one below, and they can access the papers through the embedded link.

How to Use Onedrive for Business

The first thing you should consider when using OneDrive for business is how you want to organize your files. We all have different organizational styles. You may examine ten different computers and discover ten distinct “systems,” each of which functions for the owner of that particular computer. Although there are several steps involved, sharing files or folders with Microsoft OneDrive for Business is simple. Simply follow the instructions, and you’ll soon be sharing your files with ease and working with your team and clients.

#1. Access Your Account.

After logging in to your Microsoft 365 account, select OneDrive from the applications menu.

#2. Select Documents or Folders.

By clicking the circle to the left of the item, you may choose the file or folder you want to share. You can make numerous selections at once.

Choose Get a link, then check the box next to Anyone with the link can change this item in the Share box to share the file or folder with a link. To email the folder to someone else: Select Email and then Can edit in the Share box. Choose Share from the menu at the top of the page for either sharing option.

#4. Set Your Permissions

You can select your sharing parameters after the Share Send Link box displays. Allow editing, or don’t; you can even specify a deadline.

#5. Distribute to Your Connections

After entering your message and a name or email address, click Send. The URL to that file will subsequently be included in an email. You can select a contact or contacts from the list that displays from your established Contacts list when you start to enter information in the box.

#6. Obtain Your Sharing URL

To share your link, you can also choose to copy the link or open Outlook.

Once a Share link has been made, you can pick that document in the future and choose Copy link from the top navigation bar to obtain a copy of the link at any time.

How to Use Onedrive as Backup

Microsoft offers a cloud service called OneDrive backup that lets users save, sync, and share data online. OneDrive is preloaded on Windows 10 computers and is a component of the Microsoft 365 productivity package. OneDrive may be accessed straight from the OneDrive app or using a web browser. Let’s examine some of its most significant capabilities in more detail.

OneDrive Backup for PC Folders

You may backup your PC folders, including essential documents, pictures, music, and other items, to a cloud storage using OneDrive. Your data is better protected and is also simpler to access on other devices thanks to this. Up to 5GB of files can be backed up in OneDrive for no cost, or up to 1TB with a Microsoft 365 subscription.

Is OneDrive A Backup Solution?

Important files and folders can be stored in the cloud using OneDrive, which also offers security measures like two-factor authentication (2FA) and AES 256-bit encryption to some extent protect your data. However, it falls short in a few crucial areas when used as a backup solution. For instance, based on a predetermined policy, the ability to recognize essential documents that require backup.

You cannot restore programs, operating system settings, user profiles, and other data in the event that your hard drive breaks because the sync and share features only operate for files and folders. Although cloud storage and backup may appear to be the same thing, they differ in terms of scope and purpose. By storing copies of your files and folders in the cloud, cloud storage services like OneDrive let you free up space on your local device. However, unlike cloud backup systems, they do not provide all-encompassing protection or restore capabilities. However, cloud backup solutions are made to protect your data and make it possible for speedy recovery in the event of a loss or breach.

Benefits of Using Onedrive Backup

Your backed-up files and folders are simple to access from any device with OneDrive. You can download the files from your OneDrive backup or access them through a web application in the event that your device is lost or stolen. You can also change your backup choices in OneDrive. Every time you connect a camera, phone, or other device to your PC, you can opt to automatically save pictures and videos to OneDrive. The option to automatically store screenshots to OneDrive is also available.

Limitations of Using Onedrive Backup

OneDrive has a number of advantages, but it also has some restrictions. Files and folders may not sync if the name of your file or folder contains characters like ” ” #% & *: >? / |.” File and folder names that contain “.lock, CON, PRN, AUX, NUL, COM0 – COM9, LPT0 – LPT9, _vti_, desktop.ini,” are prohibited.

How to Configure OneDrive for PC Folder Backup

It’s quick and easy to set up OneDrive backup for PC folders. To install OneDrive, follow these instructions:

  • A blue cloud symbol will appear in the Windows notification box; choose it.
  • After that, choose Help & Settings > Settings, followed by Backup > Manage backup:
  • Choose the directories you want to backup:
  • Choose Begin backup.

Is Onedrive Better Than Google Drive?

Google Drive is the option to go with if your business intends to exclusively use cloud-based storage. OneDrive is the best choice, though, if your business wants to employ online storage that also works with Windows and Microsoft 365.

How Do I Set Up Onedrive?

Setup of a Microsoft account:

  • visit the OneDrive registration page. Choose Make one!
  • You will see a form asking for information, such as your email address and password. After completing the form, click Create account.
  • Your OneDrive will now be accessible and your Microsoft account has been setup.

What Is the Storage Limit for Onedrive?

You can extend this storage to a maximum of 5 TB, according to your plan and the number of registered users.


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