OneDrive is the cloud storage service that Microsoft offers to store all your files securely in one place,

which you can then access from virtually anywhere.

The service works like a traditional external drive, but with the difference that it is available through the
internet and offers additional features. For example, since it works across devices and platforms, you can
create a file on one device and pick up where you left off on another (desktop computer, laptop, tablet, or
phone) without having to transfer anything to a USB flash drive or email it to yourself, which not only
creates extra steps but also creates unnecessary copies. Also, OneDrive makes it easy to share content with
other people and collaborate in real-time using the Microsoft 365 integration.

If you use a Windows 10 device, you get even more features. When setting up the service with a Microsoft
account on your computer, you can also sync and roam your system preferences and many settings
(including BitLocker recovery keys) across your devices. Files On-Demand is also another cool feature that
allows you to access all your files without downloading them, saving a lot of local storage. And since the
data is stored in the cloud, you can use it as a data recovery mechanism if the computer breaks or is stolen.
We will walk you through the process to create an account, set up the client, and perform everyday tasks
with OneDrive.

• How to set up OneDrive on Windows 10……………………………………………Page 2

• How to upload files to OneDrive………………………………………………………..Page 6
• How to choose folders available locally in OneDrive…………………………..Page 8
• How to determine sync status badges in OneDrive…………………………….Page 11
• How to use Files On-Demand with OneDrive……………………………………..Page 15
• How to share files with OneDrive……………………………………………………….Page 18
• How to restore previous version of files in OneDrive………………………….Page 22
• How to check storage usage in OneDrive……………………………………………Page 24

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How to set up OneDrive on Windows 10
On Windows 10, when setting up a new installation, OneDrive is usually automatically configured once you
add a Microsoft account to create a system account. However, if this is not the case, or you are setting up
the cloud service with a new account, you will need to configure the service manually.
Setting up OneDrive on your device is a straightforward process. Here's how:
1. Open Start.
2. Search OneDrive and click the top result to open the app.
Quick tip: If you do not find OneDrive on the Start menu, the client is probably not installed. You can
download the OneDrive client offline installer from Microsoft and double-click the file to install it. Also, if
the setup process does not appear, right-click the cloud icon from the notification area and select the Sign
in button.
3. Confirm the Microsoft account address.
4. Click the Sign in button.

5. Confirm your account password.

6. Click the Sign in button again.
7. (Optional) Click the Change location option to specify a different folder to store the cloud files.
(Usually, the default location is recommended.)

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8. Click the Next button.
9. (Optional) Clear the Desktop, Documents, and Pictures selections.

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Quick note: OneDrive offers the ability to back up your system profile folders. Although it is recommended
to use this option, you may not have enough space to upload all your files if you have the free version of
the service. If this is the case, skip this option until you sign up for a subscription plan. You can always
access the backup settings from the Backup tab in the OneDrive settings.
10. Click the Skip button (or Continue button).
11. Click the Not now button.
12. Click the Next button.
13. Click the Next button again.
14. Click the Next button one more time.

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 15. Click the Later button.
16. Click the Close button.
After you complete the steps, OneDrive will be ready to start uploading files.

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How to upload files to OneDrive
OneDrive connects seamlessly with File Explorer to make the process of uploading files super easy.
To upload documents and other files to OneDrive on Windows 10, use these steps:
1. Open File Explorer.
2. Click on OneDrive from the left pane.
Quick note: On devices with multiple OneDrive accounts, the folders may be named differently. For
example: "OneDrive — Personal" for your regular account, and "OneDrive — Family" for business accounts.
3. Snap the OneDrive folder to the left side (Windows key + left arrow).
4. Open another instance of File Explorer (Windows key + E).
5. Navigate to the folder with the content you want to upload.
6. Snap the folder with the local files to the right side (Windows key + right arrow).
7. Drag and drop each file and folder you want to upload to the OneDrive folder (left).

Once you complete the steps, the files and folder in the OneDrive location will automatically sync to the
cloud service in the background.
Of course, this is only one way to upload files. You can always cut and paste the files into the OneDrive
folder. Or you can select the files and use the "Move to" option available in the "Home" tab of File Explorer.
In the future, instead of continually making transfers manually, remember that within the application, you
can always save files directly into the OneDrive folder.
If you have many files, 5GB of storage may not be enough with the free account. As a result, we
recommend opting into one of the Microsoft 365 plans as it comes with 1,000GB of OneDrive storage and
additional perks. For instance, with the subscription, you get access to the Office apps, Microsoft Family
Safety, Microsoft Teams (consumer), and other features like Microsoft Editor, PowerPoint Presenter Coach,
Money in Excel, and more.

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Microsoft 365
Microsoft 365 (Office 365) gives you full access to all the apps and perks, such as 1TB OneDrive storage and
Skype minutes. You can also install Word, Excel, PowerPoint, Outlook, and other apps on up to five devices,
and depending on the subscription, you can share the account with up to six people.

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How to select folders available locally in OneDrive
You can also choose which folder will be accessible locally from File Explorer.
To choose the OneDrive folders available through File Explorer on Windows 10, use these steps:
1. Click the OneDrive (cloud) button from the notification area.
2. Click the Help & Settings menu.
3. Select the Settings option.

4. Click the Account tab.

5. Click the Choose folders button.

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Clear the folders you do not want to make available inside File Explorer.

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 6. Click the OK button.
Once you complete the steps, only the folders you selected will be available as files on-demand, and any
other folder will be hidden from File Explorer.
If you are also using the backup option, you won't be able to customize this feature. If this is the case, you
will need to stop the OneDrive backup for those folders before hiding them.

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How to determine sync status badges in OneDrive
OneDrive uses at least 10 different badges to indicate the status of the app and file syncing process.
OneDrive icon status
 Solid white cloud icon — Confirms that OneDrive is running without problems and sync is up to
date.

 Solid blue cloud icon — Indicates a "OneDrive for Business" account is configured. The sync is up to
date, and there are no problems.

 Solid gray cloud icon — Lets you know that OneDrive is running, but the account is signed out or
not connected to any account.

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  Cloud icon with arrows forming a circle — The sync client is actively downloading or uploading files
to the cloud.

 Solid red with white X icon — Lets you know that OneDrive is running, but there are sync problems.

Files and folders statuses

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 White cloud with blue borders icon — Indicates the file is available only with an internet
connection, and it is not using space on the local storage. You will need to double-click the file to
finish the download and open it with an app.
 White icon with green borders and checkmark icon — File is available offline. You can open it
without an internet connection, and it is using local storage space.
 Solid green with white checkmark icon — Indicates that you are using the "Always keep on this
device" option to ensure important files are available offline.
 Solid red with white X icon — Indicates a problem trying to sync a particular folder or file.
 Cloud icon with arrows forming a circle — Indicates a file is currently syncing to the cloud service.

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How to use Files On-Demand with OneDrive
OneDrive Files On-Demand is a feature that enables you to access your entire collection of files using File
Explorer without having to download them to your device.
When the feature is enabled, OneDrive will only download small pieces of information to make the content
visible on the computer, allowing you to sync hundreds of gigabytes without utilizing the local space
quickly. However, you will need an internet connection to open files that you do not explicitly make
available offline or did not already open.
Files On-Demand should come enabled by default, but if it is not, you can enable it with these steps:
1. Click the OneDrive (cloud) button from the notification area.
2. Click the Help & Settings menu.
3. Select the Settings option.

4. Click the Settings tab.

5. Under the "Files On-Demand" section, check the Save space and download files as you use
them option.

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Quick tip: In the same way, if the feature is not for you, then clear the option to disable it.
6. Click the OK button.
Once you complete the steps, OneDrive Files On-Demand will be enabled on the device.
Manage Files On-Demand
You can also manage your files in different ways. Here's how:
1. Open OneDrive folder.
2. Right-click the file or folder and choose one of the options:
o Free up space: Makes a file available only with an internet connection while saving hard
drive space.
o Always keep on this device: Ensures the content is always available offline, but it'll use hard
drive space.

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After you complete the steps, depending on your selection, the files will always be kept on the device or
only with an internet connection to save storage space.

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How to share files with OneDrive
You can also use OneDrive to share files with family, friends, or colleagues. Instead of copying files using a
USB flash drive or sending emails, the cloud storage service lets you share virtually any files with anyone.
This is possible by creating a secure link that others can use to access the content, and you can revoke it at
any time.
To share files with OneDrive on Windows 10, use these steps:
1. Open OneDrive folder.
2. Right-click the file and select the Share option.

3. (Optional) Click the Anyone with the link can edit option.
4. Clear the Allow editing option if you want someone else to only view the file.

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Quick tip: If you have a Microsoft 365 subscription or OneDrive plan, you can also set the expiration date
and password for the file you are sharing.
5. Click the Apply button.
6. Specify the email address if you'll be sending the link to another person. Or click the Copy
Link option to copy the link to the clipboard.

7. Click the Send button.

8. Click the Close button.
After you complete the steps, the recipient will receive the link to access the shared files. If you copied the

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link, you could paste the link on an email or social media post to share the content.
Stop sharing file in OneDrive
To stop sharing a particular file stored in the cloud, use these steps:
1. Open OneDrive folder.
2. Right-click the shared file and select the Share option.

3. Click the three-dotted button in the top-right corner.

4. Select the Manage access option.

5. Click the Remove link (X) button.

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 6. Click the Edit button for the email account for which you want to stop access.
7. Click the Stop sharing option.

8. Repeat steps No. 6 and 7 to remove other users (as necessary).

Once you complete the steps, the files will no longer be accessible by other people.

How to restore previous version of files in OneDrive

Similar to the web version, the OneDrive integration with File Explorer includes "version history," a feature
that allows you to view and restore older versions of files, including Office documents, pictures, videos, and
virtually any type of files, including folders.
To view and restore a previous version of a file in OneDrive, use these steps:
1. Open OneDrive folder.
2. Right-click the shared file and select the Version history option.

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Quick tip: If the file is open, close it before restoring a previous version.
3. View all the available versions of the file.
4. Select the version you want to restore and click the three-dotted button.
5. Click the Restore option.

After you complete the steps, the version you selected will replace the older version of the file available in
the cloud storage service.

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How to check storage usage in OneDrive
To view the current storage usage of OneDrive, use these steps:
1. Click the OneDrive (cloud) button from the notification area.
2. Click the Help & Settings menu.
3. Click on Settings.

4. Click the Account tab.

5. Under the "OneDrive" section, confirm the storage usage and how much space you have left.

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If you are running low on space, click the Get more storage link to open OneDrive on the web to select the
subscription plan that best fits your situation

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