What is OneDrive for Business?
OneDrive for Business gives you one place to store, share and sync your work or school files.
As part of Niagara College’s Office 365 subscription, you can save your files in OneDrive and then work with them from almost any device.
Note: OneDrive for Business is different from OneDrive, which is intended for personal storage separate from your workplace.
Sign in to Office 365 with your work or school account, so you can:
- Upload files from your PC or Mac.
- Share files with others.
- Give others permission to edit files and work on them at the same time.
- Get to your files from anywhere, on your computer, tablet or phone.
- Sync OneDrive for Business to your PC or Mac, so you can access your files even when you’re offline.
Using OneDrive for Business at Niagara College
OneDrive for Business is managed by the College, same as other network storage on premise.
For students, OneDrive for Business is where you store your files. It replaces the H: Home drive for students used in school years 20015/16 and earlier. All content from H: drives was migrated to OneDrive for Business.
For employees, OneDrive for Business is a new storage space. It replaces the C: drive Documents folder if you saved content locally on your PC. Continue to use the G: drive and N: drive as appropriate for shared content with your department, groups and College.
OneDrive for Business Basics
Keep private files private
When you store a file in OneDrive for Business it’s only accessible by you, unless you share it with others. When you share files, you can choose individual people to share with or share with everyone. You can also create separate folders in OneDrive for different purposes such as public, personal or for individual projects. Each folder can be shared with a different person or group or nobody else at all.
Use the OneDrive for Business navigation pane, file list and toolbar to view and work with your files.
Video help with this topic
- Select the Files, Recent and Shared with me links to see how that changes what you see in the file list.
- Select Discover to see what’s trending around you, based on who you work with and what you’re working on.
- If you belong to Groups, select a group to see files related to that group.
- Use the toolbar to Search for files, create New files and folders, Upload files and Sync them.
- Select Sort to change how you’d like to view your files.
- Select View to change the view.
- Select Information to check recent activity on your files.
- Select a file and choose what you’d like to do with it: Open, Share, Get a link, Download, Delete.
Upload files and folders in OneDrive for Business
Upload files to OneDrive for Business so you can get to them from anywhere, on almost any device.
- Select Upload. Note: In Google Chrome or Microsoft Edge, select Upload > Files.
- Select the file or files you want to upload.
- Select Open.
Note: You can also upload files by opening File Explorer, selecting the files you want to upload and dragging them to OneDrive for Business.
Upload folders in Microsoft Edge or Google Chrome
- Select Upload > Folder.
- Select the folder.
- Select Upload.
Upload folders in other browsers
1. Select New > Folder to create a folder.
2. From the folder you want to upload, select the files.
3. Drag and drop the files into the new folder you created in OneDrive.
What files can be stored in OneDrive?
While you can upload almost any format file, some files may not be allowed for two reasons: security and invalid characters in the file names. OneDrive for Business security policies block certain file types and a small set of characters. For more information on what file formats and invalid characters aren’t allowed, see Invalid file characters and file types in OneDrive for Business.
Create files and folders in OneDrive for Business?
With your files saved to OneDrive for Business, you can create files and folders to manage your work.
Video help with this topic
Create a file in OneDrive
- Select New and choose the type of file you want, like Word, Excel or PowerPoint.
- To rename the file, click the title of the file in the title bar, for example Document and then type a name. All changes are automatically saved in the Office online apps, so when you go back to OneDrive, your new document is already saved.
Create a file in an Office desktop app
- Open a desktop app, like a Word document, Excel workbook or PowerPoint presentation.
- Select File > Save As.
- For the location, select your OneDrive for Business account.
- Type a name for the file.
- Select Save.
- Select New > Folder.
- Type a name for the folder.
- Select Create.
- Select the files you want and drag them into the folder.
Share files and folders in OneDrive for Business
Documents you place in OneDrive for Business are private by default, but you also have the ability to share them with others, control who can view or edit them and work together at the same time. This makes OneDrive for Business your best option for draft documents or personal documents that no one else needs to see.
Video help with this topic
Share a file
- In the file list, right-click a document or select a document and then select Share.
- Select Get a link.
- Choose who to share with and if they can view or edit the file.
To share with people inside your organization, choose:
- View link – account required – people inside your organization can view, copy or download the document.
- Edit link – account required – people inside your organization can edit, copy or download the document.
- To share with people outside your organization, choose:
- View link – no sign-in required – people outside your organization can view, copy and download the document.
- Edit link – no sign-in required – people outside your organization can edit, copy and download the document.
- For external links, select SET EXPIRATION and choose when you want the link to expire.
- Click Copy and paste the link in an email or post it.
Note: Links that don’t require a sign-in can be opened by anyone, so make sure the content can be shared publicly.
Share a folder
1. In the file list, right-click a folder or select a folder and then select Share.
2. Type the names or addresses of who you want to share with.
3. Select Share. The people you share with get an email with a link to your folder.
Work together at the same time
• Everyone with edit permission can work on shared documents together at the same time.
• Within the file, click the Share button to invite more people.
• You can also share documents from the OneDrive app on your phone or tablet.
Set up OneDrive for Business on your phone or tablet
With OneDrive for Business on your phone or tablet, take your files with you and work where you want, on all your devices.
Video help with this topic
- Download the OneDrive app:
- For Android phones and tablets, download the OneDrive app from the Google Play store.
- For iPhones and iPads, download the OneDrive app from the App Store.
Note: If you have a Windows 10 phone, you already have the OneDrive app.
- Sign in with the account you use for Office 365 for business, to see and share your files stored in OneDrive.
- To add another account, like your personal OneDrive account:
- For Android phones and tablets, tap the Menu icon and then tap Add another account.
- For iPhones and iPads, tap the Accounts and Settings icon and then tap Add account.
- If you have the Office mobile apps, like Word, Excel or PowerPoint, you can also open, view and edit your OneDrive files from there.
Find lost or missing files in OneDrive for Business
If you can’t find a file or folder in your OneDrive for Business, try these tips.
Check the recycle bin
The files or folders might have been accidentally deleted (by you or by someone else if they’re in a shared folder). Go to the recycle bin on the OneDrive for Business website. If you’re syncing your OneDrive for Business on a computer, check your desktop Recycle Bin (on a PC) or Trash (on a Mac).
- Remember that when you delete a file in OneDrive for Business from one device, it deletes it from your OneDrive for Business everywhere. And if you move a file from OneDrive to a different location on a device, it removes it from your OneDrive.
- OneDrive for Business automatically empties files from the recycle bin if they’ve been there for 30 days. If you want to keep a file that’s in your recycle bin, make sure to restore it within 30 days. For more info about restoring files, see Delete or restore files and folders.
- If you shared a folder with other people and you no longer want them to be able to delete items from the folder, you can change the permissions for the folder. For more info, see Share files and folders and change permissions.