Republic of the Philippines

Department of Education
INFORMATION AND COMMUNICATIONS TECHNOLOGY SERVICE
User Support Division

MICROSOFT OFFICE 365 ONEDRIVE

USER GUIDE
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I. Logging in your O365 Account to OneDrive

1. Log in your O365

account to Office.com
and click on OneDrive.

Or Use OneDrive on your desktop, but first you need to install the desktop version of OneDrive.

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II. Manage files and folders in OneDrive

Create a folder
1. Select New > Folder.

2. Type a name for the folder.

3. Select Create.

Important PC Folders (auto backup)

You can backup important computer files on OneDrive like your Desktop, Documents, and Pictures
files.

1. Select the OneDrive cloud icon in the

notification area, at the far right of the taskbar.

2. Select More > Settings.

3. On the Backup tab, under Important PC Folders,

select Manage backup and follow the
instructions.

Set up the OneDrive sync app in Windows

1. Select the Start button, search for OneDrive,
and then open it.

2. When OneDrive Setup starts, enter your work or

school account, and then select Sign in.

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III. Upload and save files and folders to OneDrive

You can store over 300 types of files on OneDrive. With Microsoft Edge or Google Chrome:
1. Select Upload > Files or Upload > Folder.

2. Select the files or folder you want to upload.

3. Select Open or Select Folder.

With other browsers:

▪ Select Upload, select the files you want to upload, and select Open.

▪ If you don't see Upload > Folder, create a folder, and then upload the files to that folder.

Drag and Drop file

To move a file or folder from one window to another, drag it there while holding down the right
mouse button. Select the file. Moving the mouse drags the file along with it. (Be sure to hold down
the right mouse button the entire time.)

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Save and open files in your Office apps

▪ Select File > Save As > OneDrive - [company name] to save a work file to OneDrive.

Save personal files to OneDrive - Personal.

▪ Select File > Open and then select OneDrive, to open a file saved to OneDrive.

Note: Requires Microsoft 365, 2019, or 2016.

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IV. Collaborate in OneDrive

Share files from OneDrive

1. Right click the file and select Share.

Or, select a file and select Share on the

toolbar.

2. Select who you want to share with from

the drop-down, or enter a name or email
address.

3. Add a message (optional) and select Send.

OneDrive for Business users also have the option to restrict the level of access (anyone with the link,
only people within your organization, only people with existing access to the file, or only individuals
you specify). Also, if you opt to disable editing, you can also opt to prevent viewers from downloading
the file.

▪ Anyone gives access to anyone who receives this link, whether they receive it directly
from you or forwarded from someone else. This may include people outside of your
organization.

Note: If a sharing option has been greyed out, your organization's admins may have
restricted them. For example, they may choose to disable the Anyone option to prevent
usable links being forwarded to others.

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▪ People in <Your Organization> gives anyone in your organization who has the link
access to the file, whether they receive it directly from you or forwarded from
someone else.

▪ People with existing access can be used by people who already have access to
the document or folder. It does not change the permissions on the item. Use this
if you just want to send a link to somebody who already has access.

▪ Specific people gives access only to the people you specify, although other people
may already have access. If people forward the sharing invitation, only people
who already have access to the item will be able to use the link.

1. Select who you want to share with from the drop-down, or enter a name or email address.

2. Select Anyone with the link can edit to customize the link options.

3. Set the options you want on your link, then select Apply when you're done.

• Allow editing - When you share items with this type of link, people can edit files, and
can add or delete files in a shared folder. Recipients can forward the link, change the
list of people sharing the files or folder, and change permissions for recipients. If
you're sharing a folder, people with Edit permissions can copy, move, edit, rename,
share, and delete anything in the folder.

Note: Unchecking this box means that people can view, copy or download your items without signing
in. They can also forward the link to other people. However, they cannot make change to the version
on your OneDrive.

4. Add a message (optional) and select Send.

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Change views
The left pane lets you filter your view of items in OneDrive.

▪ Files - See all of your OneDrive files and folders.

▪ Recent - See which Office documents you've opened most

recently, whether you've modified them or not.

▪ Shared - See items that you've shared with other people and
that other people have shared with you.

▪ Discover - See what's trending around you, based on who you

work with and what you're working on.

▪ Recycle bin - See items and folders that you've deleted.

Share with you

▪ See items that other people have shared with you.

Share by you
• See items that you've shared with other people

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Share files with a link

2. Select the files or photos you want to share, and then select Share .
3. Select Allow editing to give permission to edit the files.
4. Uncheck Allow editing to give permission to view, but not edit the files.
5. Select Get a link.
6. Select Copy.
7. Select More to see your social media options.

Share files in email

1. Select the files or photos you want to share, and then select Share .
2. Choose if you want to allow Allow editing.
3. Select Email.
4. Enter the email addresses of the people you'd like to share with and add an optional
message.
5. Select Share.
Everyone you share with will receive an email.

Share a folder

When you share folders with Edit permissions, people you share with can add the shared folders to
their own OneDrive. This lets them keep the folder alongside their own folders and items, easily move
items between folders, and more easily work on it offline. Any updates they make sync with the shared
folder, so everyone with access to the folder is up to date.

1. Select the folder you want to share, and then select Share .
2. Choose if you want to allow Allow editing.
3. Select Get a link or Email and follow the steps above.

Note: The recipient can add shared folders to their OneDrive, not individual files. If you want the
recipient to add files to their OneDrive, put the files in a folder first, and then share the folder.

Change permissions
1. Select Shared.

2. Select a folder or file, and then select the Information

icon.

3. Do one of the following:

▪ Select Add People to share with more people.

▪ Select Manage access to change permissions.

Select the Can Edit or Can View dropdown to change permissions or Stop Sharing.

▪ Select the X to remove the link.

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Note: You can also generate sharing links through the

OneDrive desktop app for Windows 7, Windows 10, and
Mac. All you need to do is right-click the file or folder in
your OneDrive folder on your computer, and select Share
a OneDrive link. This will copy a link to your clipboard
that you can paste into an email, website, blog post, and
so forth.

However, these links are set by default to Edit permission. If you only want someone to have View
permission, you'll need to use the OneDrive website to generate the link (or modify the one you just
created).

Collaborate on Word documents with real-time co-authoring

When someone shares a Word document with

you, the email you receive includes a link that
opens the document in your web browser: in
Word for the web. Select Edit Document >
Edit in Browser.

If anyone else is working on the document,

you'll see their presence and the changes
they're making. We call this coauthoring, or
real-time collaboration.

From here, if you'd rather work in your Word

app, switch from Editing to Open in Desktop
App, near the top of the window.

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Insert or delete a comment

Attaching your comments to specific parts of a document makes your feedback more clear. If someone
else is commenting on the document, replying to their comments lets you have a discussion, even
when you're not all in the document at the same time.

1. Select the content you want to comment on.

2. Go to Review > New Comment.

3. Type your comment. If you want to make changes to any of your comments, just go back and
edit them.

4. To reply to a comment, go to the comment, and select Reply.

Note: Keep in mind that it's possible for others to edit your comments. Comments in an Office
document are stored in the file, so anyone with edit access to your file can edit your comment.

Track changes in Word

Turning on Track Changes gives you and your coworkers a way to make changes that are easy to spot.
The changes are like suggestions that you can review, and then remove them or make them
permanent.

Turn Track Changes on and off by going to Review > Track Changes.

▪ When it's turned on, deletions are marked with a strikethrough, and additions are marked
with an underline. Different authors' changes are indicated with different colors.

▪ When it's turned off, Word stops marking changes, but the colored underlines and
strikethrough are still in the document.

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Accept tracked changes

Even if Tracked Changes is currently turned off, there's a possibility that your document contains
colored underlines and strikethrough, indicating insertions and deletions that were made as
suggestions while Track Changes was turned on.

The markings are visible to anyone who chooses All Markup or Simple Markup in the Tracking section
of the Review tab.

Remove the markings by accepting or rejecting the changes. Use the buttons in the Changes section
of the Review tab.

▪ Previous and Next take you from one change to the next.

▪ Accept makes a change permanent.

▪ Reject gets rid of a change.

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Stop or change sharing

If you are the file owner, or have edit permissions, you can stop or change the sharing permissions.

1. Select the file or folder you want to stop sharing.

2. Select Information in the upper-right corner to open the Details pane.

3. Select Manage access and:

▪ Select the X next to a link to disable it.

▪ Select Can Edit or Can View, and then

select Stop Sharing.

▪ Select Can Edit or Can View and then select

Change to….

Copy link
▪ Select a file and select Copy link.

▪ Or, right click a file and select Copy link.

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V. Delete files or folders in OneDrive

You can delete specific files or photos on OneDrive, or you can delete entire folders and all the items
in them. If you need to, you might be able to restore deleted files from the OneDrive recycle bin.

1. Select the files or folders you want to delete by pointing to each item and clicking the circle
check box that appears. (The left image below shows items in List view, the right image shows
items in Tiles or Photos view.)

2. To select all files in a folder, click the circle to the left of the header row, or press CTRL + A on
your keyboard. (You can also select several files at once by selecting one file, scrolling down
the list, then hold down the Shift key while left-clicking the last item you want to select.)

3. On the bar at the top of the page, select Delete. (You can also right-click the selected file or
folder and select Delete.)

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Note: If you do not see the Delete icon in the top navigation bar, or when you right-click a selected
item, you may not have permission to delete that file or folder.

4. To delete a folder, rather than just its contents, you may need to go up or back a level to select
the whole folder.

Empty your recycle bin

Your deleted files and folders go to the OneDrive recycle bin from which you can restore files if you
need to.

First, select Recycle bin in the OneDrive left side navigation.

▪ To permanently delete specific files or folders from the recycle bin, select those items, then
select Delete in the top navigation.

▪ To permanently delete the entire recycle bin at once, select Empty recycle bin in the top
navigation.

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VI. Restore deleted files or folders in OneDrive

If you accidentally delete a file or folder in OneDrive, you may be able to recover it later from the
OneDrive recycle bin.

1. Go to the OneDrive website, and sign in with either your Microsoft account or your work or
school account.

2. In the navigation pane, select Recycle bin.

3. Select the files or folders you want to restore by pointing to each item and clicking the circle
check box that appears, and then click Restore.

Notes:

• If you're signed into OneDrive with a Microsoft account, items in the recycle bin are
automatically deleted 30 days after they're put there.
• If you're signed in with a work, items in the recycle bin are automatically deleted after 93 days,
unless the administrator has changed the setting.

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VII. OneDrive icons

Three little blue lines

The glimmer marks (three little blue lines) seen next to a file or
folder indicate that the file is new. You'll see this only when using
OneDrive.com online.

Red circle with white cross

A red circle with a white cross means that a file or folder cannot be
synced. You'll see this in File Explorer or on the OneDrive notification area
icons.

Click the blue or white OneDrive icon in the notification area to learn
more about the problem.

Gray OneDrive icon

A grayed-out OneDrive icon in the taskbar means you're not signed in, or
OneDrive setup hasn't completed.

On a PC, press , search for OneDrive and then open the

OneDrive desktop app.

On a Mac, use Finder or Spotlight to start OneDrive.

Note: If you see the error message "You're already syncing a personal
OneDrive on this computer. Unlink that account to add a new one",
follow these steps to unlink and re-link your personal OneDrive
account. You won't lose files or data by disabling, uninstalling or
unlinking OneDrive on your computer. You can always access your files by
signing in to your OneDrive account online.
1. Select the OneDrive cloud icon in the notification area.
2. Select More > Settings.
3. Click Unlink this PC.
4. Follow the steps in the Welcome to OneDrive wizard to set up
OneDrive.

OneDrive paused icon

The paused symbol over the OneDrive or OneDrive for Business icon
means your files are not currently syncing.

To resume syncing, select the blue or white OneDrive icon in the

notification area, select More and then Resume syncing.

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OneDrive icon with sync pending arrows

The circular arrows over the OneDrive or OneDrive for
Business notification icons signify that sync is in progress. This includes
when you are uploading files, or OneDrive is syncing new files from the
cloud to your PC.

Sync icons may also be seen online in OneDrive.com.

OneDrive will also check for other file or folder changes and may show
"Processing changes". If OneDrive shows “Processing changes" for a long
time, it could be because you have an online file open, a very large file
syncing, a lot of files stuck in a queue.

Red with white bar OneDrive icon

If you see a red "no entry" style icon over your OneDrive icon, it means
your account is blocked.

Yellow exclamation mark OneDrive icon

If you see a yellow warning triangle over your OneDrive or or OneDrive
for Business icon, it means your account needs attention. Select the icon
to see the warning message displayed in the activity center.

People icon next to a file or folder

If you see a "people" icon next to your OneDrive files or folders, this
indicates the file or folder has been shared with other people.

Blue cloud icon

A blue cloud icon next to your OneDrive files or folders indicates that the
file is only available online. Online-only files don’t take up space on your
computer.

You can’t open online-only files when your device isn’t connected to the
Internet.

Green tick icons

When you open an online-only file, it downloads to your device and
becomes a locally available file. You can open a locally available file
anytime, even without Internet access.

If you need more space, you can change the file back to online only. Just
right-click the file and select “Free up space.”

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Solid green circle with the white check mark

Files that you mark as "Always keep on this device" have the green circle
with the white check mark.

These always available files download to your device and take up space,
but they’re always there for you even when you’re offline.

Padlock icon
OneDrive will show a padlock icon next to the sync status if the file or
folder has settings which prevent it from syncing.

3 squares icon next to "Owner" or "Can edit"

The three squares icon next to an album indicates a shared collection of
files. You will see this whether you are the owner of the files, or if they
have been shared with you.

Diamond icon
The blue diamond icon on the OneDrive.com toolbar shows your current
subscription with OneDrive or Microsoft 365, and how much storage you
have used.

Flashing OneDrive icon in Android

The OneDrive cloud icon may briefly appear in your Android notifications
as part of the normal upload process.

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Microsoft OneDrive FAQS

Who can I share files with?

• Share files with specific individuals, never with “everyone” or the “public”.

• Be careful sending links to shared folders because they can often be forwarded to others who
you did not provide access to.

• Remember that once a file is shared with someone and they download it to their device, they
can share it with others.

How are files shared in OneDrive?

• Files aren't shared by default. When you upload a file to OneDrive, only you can see it until
you share it with another user or group.

Which files are "Shared with Everyone"?

• If you upload a file in the Shared with Everyone folder, everyone can see it.

What happens if I delete a file? Can you recover it for me?

• If you're signed into OneDrive with a Microsoft account, items in the recycle bin are
automatically deleted 30 days after they're put there.
• If you're signed in with a work, items in the recycle bin are automatically deleted after 93 days,
unless the administrator has changed the setting.

Learn more…
Find out more about it here: https://support.office.com/

Contact Support
Got a question? We've got you covered! Email us: icts.usd@deped.gov.ph

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