Getting Started with OneDrive

Learning to use OneDrive can be difficult if you don’t know the terminology, tools, layouts, features, etc. This guide will help you learn a little about the system to help you create your OneDrive workspace.

About OneDrive

Screenshot of the One Drive program after it opens

OneDrive is an online document and file storage location. It gives you one place to store, share, collaborate, and sync your work and school files. If you have internet access you’ll have access to your files from most devices. LSC faculty, staff, and students can use OneDrive to:​

  • Store and organize files online for access on any computer or device on- or off-campus.​
  • Securely share files and work together in real time.​
  • Create, view, edit, and share files on the go with the OneDrive mobile app.

Additional Benefits of using OneDrive:

Screen shot of One Drive with an arrow pointing to selecting the New drop down menu button and the available options highlighted

  • Access to online versions of Word, Excel, and PowerPoint through OneDrive.​
  • OneDrive files are backed up regularly and can be restored if necessary.​
  • Able to use the Version History option to review and restore previous versions of your documents.

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Logging into OneDrive

Screenshot of the Lake Superior College website with an arrow pointing to selecting the Login drop down menu and selecting the One Drive option

You can log into OneDrive from the Login dropdown menu on the Lake Superior Collage website using the OneDrive or Email & Office 365 links.

Screenshot of the One Drive program after it opens

Enter your StarID@minnstate.edu and password to access your Office 365 account. ​Note: Students would use their StarID@go.minnstate.edu and their password.

If you access OneDrive from in your Outlook email account (or another O365 program):
Screenshot of Outlook Online with arrows pointing to the Access your Office 365 apps icon and One Drive app icon option

  1. Select the Access your Office 365 apps (nine squares) icon in the upper left corner.
  2. Select the OneDrive option.

Screenshot of OneDrive with the OneDrive is ready message highlighted

If you haven’t used OneDrive before, your account will start setting up for you; this process doesn’t take long. When you see the “Your OneDrive is ready” message, select the arrow icon to be taken to your account.

Screenshot of the One Drive program after it opens

OneDrive will open.​

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OneDrive Layout

OneDrive has four main areas:​

Screenshot of One Drive with different available areas in the navigation column mentioned in instructions A through D highlighted

  • My Files​ (A) – where you’ll create, upload, store, etc. your folders and files.
  • Recent​ (B) – where you’ll see the most recent files that you’ve worked on in your OneDrive or any Teams that you belong to.
  • Shared​ (C) – where you’ll find a list of the folders and files that have been shared with you and that you’ve shared with others.
  • Recycle bin (D) – where you’ll find the folders and files that you’ve deleted within the past 90 days.

My Files

In the My Files area, you can use the:

Screenshot of My Files with different areas mentioned in instructions A through E highlighted

  • New dropdown menu button (A) – allows you to add new folders and files to the My Files area.​
  • Upload dropdown menu (B) – allows you to upload folders and files to the My Files area.​
  • Sync (C) – allows you to sync files on your computer with the My Files area.​
  • Sort & View options (D) – allows you to change how the My Files area displays folders and files.​
  • My Files section (E) – allows you to see all the folders and files in your OneDrive account. Note: An Attachments folder for Outlook email attachments will automatically be created for you.​ The Attachment folder will allow you to save any Outlook email attachments that you want to keep in your OneDrive.​ Once the files are in the Attachments folder, you can move them to other folders as needed. You may also have folders or files already in the My files section that IT backed up to your OneDrive account when they worked on your computer.​

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Using the New Dropdown Menu

You’re able to create a new:
Screenshot of One Drive with an arrow pointing to selecting the New drop down menu button and the available options highlighted

  • Folder​
  • Word document​
  • Excel workbook​
  • PowerPoint presentation​
  • OneNote notebook​
  • Forms from Excel​
  • Link

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Creating Folders and Sub-folders

Screenshot of My Files with the folders highlighted

In the My Files section, you can organize your OneDrive account using folders. You can make folders for the different areas of your job or courses you teach.​ Folders can have sub-folders if you want to organize the files even more.​ To create new folders, click the New dropdown menu and select the Folder option.

Screenshot of the Create a folder window with the name filled in and an arrow pointing to clicking the Create button

The Create a folder window will open and allow you to type the name of the folder you want to create.  Note: You can have spaces in folder names, but Microsoft won’t allow you to add these special characters ” * : < > ? / \ | in the name.

Repeat this for all the folders you’d like to create.

Once you’ve created your folders, they will appear in the My files area. You’ll see columns for:
Screenshot of the My Files area with several folders created and with different areas mentioned in the description below highlighted

  • Name
  • Modified (date/time)
  • Modified By
  • File Size
  • Sharing

You can use these columns to sort your materials by selecting the column name. Your folders will appear alphabetically by default.

Creating Sub-folders

You can create sub-folders within the folders you’ve create at the top My files level. For this example, we want to add folders for the specific destinations we want to travel to.

To do this:

Screenshot of the My Files area with an arrow pointing to selecting the Destinations folder

Select the folder you want to add sub-folders to. For this example, we’ve selected the Destinations folder.

Screenshot of the Destinations folder with an arrow pointing to clicking the New menu button

  1. Click the New dropdown menu button.
  2. Select the Folder option.

Screenshot of the Create a folder window with the folder name typed and an arrow pointing to clicking the Create button

In the Create a folder window, type the name of the sub-folder. For this example, we’ve typed Alaska (USA).
Click the Create button.

Repeat these steps for the rest of the sub-folders you need.

Screenshot of the Destinations folder with all the subfolders highlighted

You can create as many sub-folders as you like, including sub-folders within sub-folders, but make sure that you don’t have so many folders that you don’t know where your files are located.

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Creating Files

Creating new files is easy to do in the My Files area. You’ll have access to the online versions of Word, Excel, and PowerPoint because OneDrive is part of the Office 365 suite.

To do this:

Screenshot of the My Files area with arrows pointing to clicking the New menu button and selecting Word document from the list

  1. Click the New dropdown menu button.
  2. Select the file type option you’d like to create. For this example, we’ve selected Word Document.

Screenshot of a Word document open in a browser

The Office 365 version of Word will open and allow you to create new documents that can be edited from anywhere and by anyone you share the file with.​ Note: Some of the features and functions of Word may not be available in this online version. Use the Editing dropdown menu to select Open in Desktop App to work in the full version.

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Uploading Folders and Files

You can use the Upload dropdown menu to upload folders and files from your computer. Once they’re in your OneDrive account, it’s recommended that you use these files as your “working” files and only use the ones still on your computer as another backup option.  This allows you to access them anywhere you have internet access and not just on your work computer.

Screenshot of dragging files from the File Explorer folder on a computer desktop into a folder in the My Files area of One Drive

Another way to upload folders and files from your computer to the My Files area is to use the drag and drop feature.​ Select the items you want to upload and drag them into a folder in the My Files area.
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Sharing Folders and Files

Screen shot of the My Files area with arrows pointing to selecting a folder and selecting the Share icon in the navigation bar. The folder Share icon is also highlighted.

When you select the folder or file you’d like to give others access to, the Share icon will appear in the navigation bar and next to the folder name.​ You’ll be able to select how much access they have to view, edit, and download the file.​ You can use the Manage Access option to remove sharing permissions.

Changing Sharing Permissions

Three screen shots of the Sharing Windows. The first has an arrow pointing to selecting the People you specify can edit option. The second is the Link settings window with an arrow pointing to selecting the Anyone with the link option. The third is the Link settings window with the Other settings highlighted

If you want to customize the settings, select the “People you specify can edit” option on the Send link window.​ On the Link settings window, select the option that best fits your needs:​

  • Anyone with the link.​
  • People in MNSCU with the link.​
  • People with existing access.​
  • Specific people.​

You can also adjust the options in the Other settings area that best fits your needs.  This is where you’d allow others to be able to edit the folder or file. Note: People with editing permissions are able to delete the folders and/or files you share with them, so check the Recycle Bin if a shared folder or file is missing.

Using Shared Files to Collaborate

When collaborating with others on a document, presentation or spreadsheet, everyone needs to use the online version of the Word, PowerPoint, or Excel programs to make sure the changes sync properly. It’s recommended that no one use the Open in Desktop option when collaborating.

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Moving Folders and Files

Screen shot of the My Files area after selecting a file's three dots and an arrow pointing to selecting the Move to option on the menu that opened

Select the 3 dots next to a folder or file and select the Move To option.

Screen shot of the Move 1 Item slide out panel with the destination folder highlighted and an arrow pointing to clicking the Move Here button

Select the location you want to move the folder or file to and click the Move Here button.
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Copying Folders and Files

Screen shot of the My Files area after selecting a file's three dots and an arrow pointing to selecting the Copy to option on the menu that opened

Select the 3 dots next to a folder or file and select the Copy To option.

Screen shot of the Move 1 Item slide out panel with the destination folder highlighted and an arrow pointing to clicking the Copy Here button

Select the location you want to copy the folder or file to and click the Copy Here button.

Renaming Copied Folders and Files

After you’ve copied a folder or file, Office 365 will put a “1” after the file name if it’s in the same folder as the original. You’ll want to rename the duplicate folder or file.​

Screen shot of the Rename window with the duplicate files highlighted in the background

Select the 3 dots next to the duplicate folder or file and select the Rename option.
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Using Version History

When files saved in OneDrive have been edited, all the changes to the document will be listed on the Version History panel.  This panel w​ill show you when the change was made and who modified the document.  To see this information, select the 3 dots next to the file name and select the Version History option.​

Screen shot of the Version History panel with the versions listed by date. The three dots for one date are highlighted

Use the 3 dots next to a version to be able to:​

  • Restore​
  • Open File​
  • Delete Version

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Recent

Screen shot of the Recent area with the files accessed today and yesterday listed

The Recent area will show files you’ve accessed recently:​

  • In your OneDrive account.​
  • That have been shared with you.​
  • In Teams you belong to.

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Shared

There are two tabs in the Shared area, Shared with you and Shared by you.

Shared With You

Screen shot of the Shared area with the Shared with You tab selected and the shared files listed

Any files that have been shared with you will be listed on the first tab in the Shared area.​ It will show the file type; the file name and where it’s shared from; and the date it was shared.​ You’re able to filter the files by the Date Shared:​

  • Older to Newer​
  • Newer to Older​
  • Group by Date Shared

Shared By You

Screen shot of the Shared area with the Shared By You tab selected and the files you shared listed. The three dots for one of the files is highlighted

Any files that have been shared by you will be listed on the second tab in the Shared area.​ It will show the file type, file name, location, and activity.​ This is another place you can use Manage Access option to adjust the sharing permissions.​ Note: Manage Access is in the Show Action (3 dots) menu, along with Preview, Share, Copy Link, and Details.​

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Recycle Bin

Screen shot of the Recycle bin

Any file that you’ve deleted from your OneDrive account will be listed here with the:​

  • File type​
  • Name​
  • Date deleted​
  • Deleted by​
  • Created by​
  • Original location

Screen shot of the Recycle Bin with arrows pointing to selecting two files and the Delete and Restore buttons are highlighted. The Second stage recycle bin is also highlighted

The files you delete from the My Files area will still be available in the Recycle bin for up to 93 days. ​You can Delete or Restore files by:​

  1. Selecting the files.​
  2. Selecting the Delete or Restore icons depending on your needs.​

The Second-Stage Recycle Bin has the files that you’ve deleted using the Delete (garbage can) icon if you need to recover them.

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