Upload and Share Files Using OneDrive

Last updated on September 17, 2026

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.

This tutorial focuses on uploading and sharing files via OneDrive, to upload and share a file directly through Canvas, view our tutorial, Upload a File to a Canvas Course.

Directions

[Length 8:02, CC Available]

1. Go to MSU Denver’s Faculty and Staff Hub.
2. Click Quick Links on the top right of the screen.
3. Click on the Office 365 (Email and more) option.
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 (folder icon) in the left-hand navigation menu.
2. Click the blue + icon at the top left corner of the OneDrive page.
3. Select Folder from the drop-down menu.
4. Type a Folder Name.
5. Select a Folder Color from the color options.
6. Click Create.

Upload Files into a Folder in OneDrive

1. Click the Name of the folder you wish to upload files into.
2. Click the blue + icon at the top left corner of the OneDrive page.
3. Select Files upload from the drop-down menu.
   • To upload an entire folder from your computer, select Folder upload.
4. Locate and Select the File you want to upload to your OneDrive Folder.
   • To select more than one file at a time, hold down the ctrl (Windows) or command (Mac) key, and select all the files you wish to upload.
5. Click Open.
6. 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.

Share with Individual Users

1. Enter the name or email of the user/s you want to share the file with in the pop-up window.
2. Click the pencil icon to the right of the names to edit their access level.
   • Can edit: The user can make any changes to the file/folder.
   • Can review: The user can suggest changes that you can approve or reject.
   • Can view: The user can view and download the file or any files in a shared folder, but can’t make any changes.
   • Can’t download: The user can view the file/folder, but can’t download them or make any changes.
3. Click Send to send an email inviting the users to access the file/folder.

Edit Link Settings

Instead of entering every students’ name/email, you can change the share link settings to allow anyone with an MSU email address to have access to the file/folder.

1. Click the Gear Icon to the right of the Copy link button at the bottom of the share pop-up window.
2. Select a group of people the link will work for.
   • Anyone with the link: Anyone inside or outside MSU can access the file/folder with the link.
   • People in MSU Denver: Any user who is logged in with their MSU credentials can access the link.
   • People with existing access: Creates a link to remind users who already have access to the file to open it.
   • People you choose: This is the default, and allows you to designate specific people inside or outside of MSU Denver people that can access the link by entering their emails.
3. Select an Access Level for users who can access the link under More settings.
   • Note: The default is Can Edit. If you only want students to be able to view the file, select Can View.
   • Note: 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. 
4. Optionally, enter an Expiration date for when users will lose access to the file/folder.
   1. Note: If you selected ‘Anyone’, the expiration date is automatically set to last two weeks and are mandatory on all files or folders. 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 save your link settings and return to the previous menu.
   • Note: You can still share the file with individual users if you want them to have a higher access level, such as edit, than users with the link.
6. Click Copy link to copy the link to share with users.
   • To share the link with students, paste the link somewhere in your Canvas Course, such as an announcement or page. If People in MSU Denver was selected, students will be able to click the link to open the file/folder.

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.
6. Click the Links tab to manage any Sharepoint links you created.
   • Click the trashcan to the right of a link to delete it and stop any link sharing access.
   • Click the settings gear icon to the right of the link to edit the access level the link provides.
7. Click the Grant Access icon (Person) 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 name or email address of the person you are granting direct access to.

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Have Questions?

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