How to use the New Microsoft OneDrive

Introduction

Microsoft OneDrive is a powerful cloud storage platform that allows you to store, share, and collaborate on files from any device, anywhere. In this beginner’s guide, we will explore how to effectively use OneDrive to manage your documents, collaborate with others, and integrate it with Microsoft Office applications. Whether you’re using OneDrive for work, school, or personal use, this tutorial will provide step-by-step instructions to get you started.

How to Get Started with OneDrive

To begin using OneDrive, you can access it in several ways:

• Via Microsoft 365: If you’re logged into Microsoft 365, simply click on the app launcher at the top left and select OneDrive.
• Through the Microsoft Edge Sidebar: If you use Microsoft Edge, you can access OneDrive directly from the sidebar.
• Direct Sign-In: You can also visit the OneDrive website and sign in with your Microsoft account.

Once logged in, you’ll be taken to the home view, where you can start managing your files.

Exploring the OneDrive Views

OneDrive offers various views to help you organize and access your files efficiently:

• Home View: Displays AI-recommended files and recent documents.
• My Files: Lists all your uploaded folders and files. You can navigate using breadcrumb links to move between folders.
• Shared View: Shows files that others have shared with you.
• Favorites: Quickly access important files by marking them as favorites.
• Recycle Bin: Stores deleted files that can be restored or permanently removed.

Adjusting Settings in OneDrive

You can personalize your OneDrive experience by changing the display settings. To switch between dark mode, light mode, or select a theme, go to the settings menu at the top right. This allows you to adjust the appearance and customize how you interact with OneDrive.

Uploading Files to OneDrive

Uploading files is simple:

1. Click “Add New”: Select files or folders from your device to upload to OneDrive.
2. Drag and Drop: You can also drag files or entire folders directly into OneDrive.
3. Track Uploads: Once uploaded, you can view and manage the files in the “My Files” section.

Navigating and Sorting Files

OneDrive allows you to organize your files using different sorting options. You can sort files by name, date modified, or file size. There are also different viewing modes—compact list or tiles—which help you browse through large volumes of files more efficiently.

Creating New Folders and Documents

Organize your files by creating folders directly in OneDrive:

1. Create a New Folder: Go to “Add New” and select “Folder.” You can name the folder and even assign a color for better organization.
2. Create New Documents: You can also create new Word, Excel, or PowerPoint documents directly from OneDrive and edit them in real-time.

Integrating OneDrive with Desktop Applications

OneDrive integrates seamlessly with Microsoft Office applications like Word, Excel, and PowerPoint. When working on a document, ensure you are signed into your Microsoft account, and save the document directly to OneDrive. This ensures your files are backed up and accessible from any device.

Sharing Files with Others

OneDrive makes file sharing simple and secure:

• Share via Link: You can generate a shareable link to allow others to view or edit files.
• Manage Permissions: Choose whether the recipient can edit or only view the file. You can also manage and revoke access later if needed.

Managing File Access and Permissions

You can manage access to shared files by clicking “Manage Access.” This feature lets you grant or remove permissions, ensuring that only the right people can view or edit your files.

Requesting Files from Others

OneDrive also allows you to request files from others. This is particularly useful for collecting documents, images, or other materials without the need for multiple emails. Recipients will receive a link where they can upload their files directly to your specified folder.

Using Version History

If changes are made to a shared file, OneDrive’s Version History feature allows you to view previous versions and restore them if necessary. This ensures that you can recover earlier versions of documents if unwanted edits are made.

Deleting and Restoring Files

Accidentally deleted a file? OneDrive stores deleted files in the Recycle Bin, where you can easily restore them. Files remain in the Recycle Bin until permanently deleted or restored to your main file structure.

Syncing OneDrive with Your Computer

To enhance productivity, install the OneDrive app on your desktop. This enables seamless synchronization between your local files and the cloud. You can drag files into your OneDrive folder on your computer, and they will automatically sync with your online OneDrive account.

Managing Storage and Backup

OneDrive can also be used to back up important files from your desktop, documents, or pictures folders. In the settings, you can choose which folders to back up, ensuring that your files are always secure and accessible.

Conclusion

Microsoft OneDrive is an indispensable tool for storing, sharing, and collaborating on files across devices. Whether you are a student, professional, or casual user, OneDrive’s features make managing your files easier than ever. From real-time collaboration to automatic backups and file recovery, OneDrive helps ensure that your data is safe and always within reach.