OneDrive
What Is OneDrive and How Does It Work?
This guide explains what OneDrive is, why your organisation uses it, and how it differs from saving files to your Desktop or a USB drive.
Time needed
5 minutes to read
Platform
Microsoft 365
Guide steps
3 clear sections
Before you begin
None — this is an overview guide.
Follow along
Step-by-step guide
Understand what OneDrive is
- Instruction 1: OneDrive is your personal cloud storage that comes included with your Microsoft 365 account. Every user in your organisation gets 1 TB of storage by default.
- Instruction 2: Think of it as your 'My Documents' folder, but stored in the cloud so it is accessible from any device — your work computer, home computer, phone, or a browser anywhere in the world.
- Instruction 3: Files saved to OneDrive are backed up automatically. If your laptop is stolen or crashes, your files are safe and can be accessed immediately from another device.
Action map
Understand what OneDrive is
- 01
OneDrive is your personal cloud storage that comes included with your Microsoft 365…
- 02
Think of it as your 'My Documents' folder, but stored in the cloud so it is accessible…
- 03
Files saved to OneDrive are backed up automatically. If your laptop is stolen or…
Visual guide
Use this visual action map alongside the written instructions above.
Open OneDrive help & learning for What Is OneDrive and How Does It Work?Understand how syncing works
- Instruction 1: When you install the OneDrive sync app on your computer, a OneDrive folder appears in File Explorer (Windows) or Finder (Mac). Files you save into this folder are automatically uploaded to the cloud.
- Instruction 2: Changes you make are synced within seconds, as long as you have an internet connection.
- Instruction 3: The files are available both locally on your computer (when online) and in the cloud — you can also access them at onedrive.live.com or portal.office.com.
Understand the difference between OneDrive and SharePoint
- Instruction 1: OneDrive is your personal storage — only you can see files here unless you explicitly share them.
- Instruction 2: SharePoint is team storage — files there are accessible to everyone in a team or project group. Think of OneDrive as your personal desk drawer, and SharePoint as the shared filing cabinet in the office.
- Instruction 3: For files you are working on alone, use OneDrive. For files the whole team needs to access, save them to the relevant SharePoint library or Teams channel.
Quick fixes
Troubleshooting
I accidentally saved a file to my Desktop instead of OneDrive
Move the file into your OneDrive folder (visible in File Explorer or Finder) to ensure it is backed up to the cloud. You can also set OneDrive to back up your Desktop automatically — see the 'Installing and Setting Up OneDrive Sync' guide.
I have run out of OneDrive storage
Contact the helpdesk. An administrator can check your usage and either clean up old files or request a storage increase through your organisation's Microsoft 365 licence.
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