OneDrive allows you to automatically sync files across multiple devices, easily collaborate on shared documents, and edit Microsoft Office files through a web browser on any device.
How do I add files and folders to OneDrive
To add files or folders to OneDrive:
- Log in to Office online using your University of Otago email and password, then navigate to the OneDrive icon on the left-hand side.
- Click New to create a file or folder.
- 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:
- Click the Share icon next to the file name in OneDrive, OR
- Select the file and click the Share option in the toolbar at the top of the screen.
- Specify who is able to view the file and whether or not they are allowed to edit the file.
- To share a file or folder with a specific person, enter their email address and they will receive an email with the link.
If you have not corresponded with the recipient previously, this may be marked as spam.
You can also create a shared link from Windows to either a file or a folder:
- Browse using 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 in Windows
To sync a folder someone has shared with you to your Windows computer:
- Go to the system tray and click on the blue cloud icon.
- Choose View online.
- Click on Shared folders in the left-hand navigation menu.
- Click on the folder you would like to synchronise with your computer, and this will open the folder in a new window.
- From here click the sync icon.
Further information
OneDrive limitations
Microsoft Support – See files you shared in OneDrive