OneDrive - Getting Started

Overview

OneDrive is Microsoft's service for hosting files in the "cloud" that's available for the Temple University community with your Microsoft 365 subscription. Microsoft 365 (formerly Office 365) is available for Temple students, faculty and staff for download on TUportal. Once you log in to the portal, look on the left for Microsoft Download .

OneDrive enables you to store and sync files, and then access them from compatible mobile devices and via the web.

Please note : You can save public, sensitive or confidential information on OneDrive but not HIPAA PHI (Protected Health Information ). If you’re unsure of where to store different types of files, please consult the Storage Comparison Chart .

You can access your OneDrive files either on the web or by using the OneDrive App for your computer or mobile device.

Using OneDrive on the Web

To access your OneDrive on the web, go to portal.office.com and click OneDrive . (If you do not see OneDrive listed, click All apps .) The website enables you to:

  • Access your files from anywhere from the web
  • Start using OneDrive right away because no setup is required
  • Manually upload and download files from your computer
  • Automatically save to OneDrive when you’re using Microsoft 365 online (Word, Excel, etc.)

Using the OneDrive App for Windows or Mac

The OneDrive app enables you to:

  • Sync your files between your computer and the cloud.
    If you add, delete or update a file using the app, the changes are updated on OneDrive on the web and vice versa. If you are working offline, the changes will sync up when you go back online.
  • Access your files easily by clicking the OneDrive icon ( ) on your computer or by using the Windows File Explorer or Mac Finder.

Setting Up the OneDrive App
Get started using the OnDrive App by performing the quick setup process below:

  1. Determine your version of Windows or MacOS .
  2. If your computer is running Windows 10 version 1709 or later , or macOS Mojave or later, proceed to the next step. Otherwise, first see OneDrive App Setup for Unsupported Operating Systems before performing the setup process.
  3. Perform a quick setup process for Windows or Mac .

    IMPORTANT! When prompted for your email address make sure to enter your AccessNet-username @temple.edu (for example, tua00000@temple.edu ). Then, if prompted, click the Work or School button.


Using OneDrive for Mobile

To access your files on the go, see the instructions for using the OneDrive Mobile app .

How to Use OneDrive Features

  • Upload Files
    You can upload files or folders from your computer to OneDrive manually or by using drag and drop.
  • Share Files
    OneDrive allows you to share folders and files both within Temple and externally. You can set security on files with a password and expiration date and also set permission for collaborative editing. To learn more, see the Microsoft Share OneDrive files and folders page .
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    Consider Microsoft Teams
    While OneDrive is good for sharing files on a one-off basis, Microsoft Teams is a better choice when sharing files with a group of people. For more information, see the Microsoft Teams video training page or Teams Quick Start Guide (PDF format).
  • Restore a File or Folder You Accidentally Deleted
    The OneDrive web app enables you to restore deleted files or folders .
  • Restore a Previous Version of a File
    OneDrive keeps track of previous versions for files. To restore a previous version of a file, see the instructions .
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  • Save Storage Space
    When using the OneDrive app, the Files on Demand feature provides access to your OneDrive files without having to download all of them and use up storage space on your computer. This feature is available on computers running Windows 10 version 1709 or later or macOS Mojave or later.
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  • Choose Which Folders to Sync
    The OneDrive app enables you to save local disk space by choosing which folders to sync .
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Access Files Others Have Shared with You

Files you share with others will appear in the OneDrive My files folder, but not files that others have shared with you. To view these files, click Shared on the left navigation pane and make sure Shared with you is selected at the top of the page.

To view a shared folder in your My Files folder:
1) Select the folder.
2) Click Add shortcut to My files at the top of the page.

Note: If you use the OneDrive app on your computer, shared folders will not appear unless you sync them from OneDrive on the web:

Syncing a Shared Folder with the OneDrive App

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Go to portal.office.com and click OneDrive .

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To view files others have shared with you, click Shared on the left navigation pane and make sure Shared with you is selected at the top of the page.

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Click a folder to view the contents.

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Click Sync near the top of the screen to initiate the process of syncing the shared folder with your OneDrive app.

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When notified the sync is complete, open the OneDrive app by clicking the File Explorer icon ( ) on the Dock (macOS).

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Below the OneDrive - Temple University icon on the left, a new Temple University icon will appear. Click this icon.

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Your shared folders will then appear. Click a shared folder to display the contents. To learn more about the status icons, see "Save disk space with OneDrive Files On-Demand" for Windows 10 or Mac .

Safely Remove a Shared Folder from OneDrive

If you no longer want to access a shared folder in OneDrive, follow the steps below to unlink the folder. Locally available files will remain on your computer while online-only files are removed. This process ensures that everyone else in your group will still have access to the shared files and folders.

If you simply delete files and folders without going through this unlinking process, they will be removed for everyone.

Instructions

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Click the blue OneDrive cloud icon in the Windows taskbar notification area.

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Click Help & Settings and then Settings .

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Click the Account tab. Look for the folder that you want to stop syncing and click Stop sync . Then click OK .

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If prompted to confirm, click Stop sync .

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A message appears indicating that OneDrive is updating files. When complete, the message will change to OneDrive is up to date .

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When the update is complete, you will still be able to access your locally-available files, as described above under "Access Your S: Drive Files with Microsoft OneDrive."

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Click the OneDrive cloud icon in the Mac taskbar notification area.

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Click Help & Settings and then click Preferences .

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Click the Account tab. Then look for the folder that you want to stop syncing and click Stop sync . Then click OK .

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If prompted to confirm, click Stop syncing .

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A message appears indicating that OneDrive is updating files. When complete, the message will change to OneDrive is up to date .

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When the update is complete, you will still be able to access your locally-available files,as described above under "Access Your S: Drive Files with Microsoft OneDrive."

FAQs

  • What if I already have a personal OneDrive Account?
    If you have a personal (consumer) account, you can continue using it. It will be separate from your Temple account. On the desktop software, you will have separate folders for each account that will be distinguished by the folder names (Temple account / Personal account name). You will need to log in to the mobile applications and Office Online from the account that you wish to access files from / save files to.
  • How long does my Microsoft 365 subscription last?
    Your Microsoft 365 subscription through Temple ends one year after you graduate.
  • Can I share files with someone outside of Temple?
    Yes, you can share files and folders with someone both within and outside of Temple. For more information, see Share Files above under How to Use OneDrive Features .
  • Can I map my OneDrive to a drive letter?
    Although possible, ITS does not support mapping OneDrive to a drive letter. Please access OneDrive using the OneDrive App or the OneDrive on the web, as described above.

Where can I find additional help?
For additional information, see the resources below:
- Microsoft Cloud Storage Training video for faculty and staff
- OneDrive help from Microsoft
- Learning OneDrive course
- Microsoft 365 Resources Library
- Microsoft Store Events, Virtual Workshops and Online Training

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