Upload and Share Files Using OneDrive

Last updated on September 27, 2023

OneDrive is a cloud storage service from Microsoft. It is available to all MSU Denver staff, faculty, and students. This platform can be used to create, upload, store, edit, and share single or multiple files such as Word documents, Excel spreadsheets, PDF’s, and PowerPoint presentations. Files or folders stored in OneDrive can be shared with anyone, including people who are not within MSU Denver. This tutorial describes how to upload files from your computer to OneDrive and then share them both internally and externally, as well as how to manage their access.

Directions

1. Go to MSU Denver’s Faculty and Staff Hub.
2. Click on the Email and Collboration option.
3. Click on the Email (Office 365) button.
4. Login to Email (Office 365) using your MSU Credentials.
5. Click the Applications Icon in the upper-left corner (looks like nine dots in a square). 
6. Click OneDrive. If the ondrive icon isn’t visible, you may need to click the “Explore” option in this menu.

Create a Folder in OneDrive

1. Click My Files in the left navigation menu.
2. Click + New in the top left-hand corner from within OneDrive.
3. Choose Folder from the drop-down menu.
4. Type a Folder Name.
5. Click Create.

Upload Files into a Folder in OneDrive

1. Click the Name of the folder you wish to upload files into.
2. Click Add New in the upper left corner.
3. Click Upload from the top menu.
4. Choose Files or Folders.
5. Choose the Files or Folders you want to upload from your computer.
6. Click Open.
7. Repeat Steps 1-5 to upload additional files or folders.

Share Files and Folders

1. Navigate to the location of the File or Folder you wish to share.
2. Hover your cursor over the File or Folder you would like to share.
3. Click the Share icon (arrow pointing right) to the right of the file or folder’s name.
4. Click the Gear Icon if you would like to edit sharing settings.
   • The first four options will change who can use the link.
     • Anyone with the link is self-explanatory.
     • People in MSU Denver means they will need to log-in with their MSU credentials to access the link.
     • People with existing access are those people you’ve granted direct access to (explained below under Manage Access).
     • People you choose will let you designate specific people inside or outside of MSU Denver people that can access the link by entering their emails.
   • The More Settings section will let you define what changes people with access can make to the file.
     • This section will disappear if the “People with Existing Access” option is selected. These people will have all of the editing and downloading features available to them. 
     • Click the first option in the “More Settings” section. A drop-down menu will appear with sharing options. 
   • Can Edit allows for edits to all contents of the file.
   • Can Review can be selected for editable files. This will limit their edits to comments made in the file, not it’s actual contents.
   • Can View allows for viewing of the file, but not comments or editing of the content. 
     • The Block download option can be enabled on when the Can view setting is selected to prevent the file from being downloaded to a user’s computer.
   • Expiration dates last two weeks and are mandatory on all files or folders being shared with “anyone”. You are able to shorten the expiration date, but not lengthen it. 
   • Passwords can be set for access. You will need to share the password with recipients somehow.
5. Click Apply to return to the previous menu.
6. Enter the Email Address of anyone you would like to share the file or folder with.
   • Alternatively, you can click the Copy Link in the bottom left to generate a URL that you can copy and paste anywhere you like, including a Canvas course.
7. Click Send in the lower right corner of the pop-up window.

Manage Access to OneDrive Files and Folders

1. Hover your cursor over the file or folder you would like to manage access to.
2. Click the More Options (3-Dots) icon to the right of the folder name.
3. Click Manage Access from the drop-down menu.
4. Click Stop Sharing to cancel all access to the file or folder you might have granted.
5. Click the People tab to display the names of the people you have shared this file with and their level of access.
   • Edit Access options covered in the Share Files and Folders section of this tutorial by clicking the access level next to the person’s name
6. Click a Link to manage that specific link.
   • From here, you can delete the link by clicking the Trashcan Icon to the right of the link.
   • You can view the people for which a link will work by clicking the gear icon to the right of the link text box. 
7. Click the Grant Access icon in the upper right corner of the Manage Access window to grant direct access to an MSU Denver account.
   • You will need to enter the email address of the person you are granting direct access to. Granting access to a file or folder allows for all editing and sharing privileges for the recipient. This will also let them access the file or folder from the Shared section of OneDrive.