OneDrive - Storing your files and data

OneDrive - Personal storage

Microsoft Office 365 should be used as the default solution for any of your file storage and collaboration needs. There are a number of tools available to use including Microsoft OneDrive.

Microsoft OneDrive is your personal secure file storage area where you can save your files and documents that you are working on. Files are always in sync and available to access even when you’re offline.

Documents you place in OneDrive for are private until you share them. You can share files individually and work on Office documents with others at the same time. This makes OneDrive a great option for draft documents that no one else needs to see.

OneDrive can be accessed from Windows, macOS, Linux, Android and Apple mobile handsets. You can edit and collaborate on Microsoft Office documents at the same time as other Loughborough and external colleagues using familiar Office applications like Word and Excel.

Using your OneDrive

By default, Microsoft OneDrive is installed on all managed University devices and in all computer labs on campus. Your day-to-day documents you create should be stored in the “My Documents” location on your university managed device. These documents will be automatically synchronised between your computer and Microsoft OneDrive in the cloud.

You can gain access to your OneDrive files via the internet, mobile app, and in File Explorer on your Windows PC or Finder on your Mac. 

With the OneDrive sync app, you can sync files between your computer and the cloud, so you can get to your files from anywhere.

OneDrive icon showing it has synced from the taskbar 

On the managed devices, when saving to My Documents in File Explorer area, this is auto-synced to OneDrive. You can work with your synced files directly in File Explorer and i.e. Whenever you’re online, any changes that you or others make will sync automatically.  You do not require the VPN to access OneDrive.

Image of OneDrive in file explorer

OneDrive in computer labs

When using computers on campus (in person or remote access) always remember to check that your work has saved / sync'd to your OneDrive account, (blue cloud icon in the taskbar) before signing out.‌

Allow time for files to sync to OneDrive before the end of your lecture:

  • Applications other than Microsoft may take longer to sync depending on their file size
  • Keep file names short in OneDrive. The path, including the filename, should not exceed 255 characters
  • The status of files synchronising to OneDrive can be checked by clicking the OneDrive (cloud) icon. This will launch the activity window confirming sync or error status

Images show the OneDrive client with a Sync error displayed using a red cross

Uploading & Creating Files

How to create files and folders

Create a file in OneDrive online

  • Select New and choose the type of file you are looking to create

Selecting a new file to create via OneDrive online

  • To rename the file, click the file name in the title bar, for example Document, and then type a name

Rename the file that has been created

  • All changes are automatically saved in the Office online apps, so when you go back to OneDrive, your new file is already saved

 Create a file in an Office desktop app

  • Open a desktop app, such as Word, Excel , or PowerPoint
  • Select File and then Save As

Open word document and select file image

  • Select your OneDrive work or school account

Save as showing the OneDrive options available

  • Type a name for the file and select Save

Create folders

  • Select New and then Folder

Selecting a new file to create via OneDrive online

  • Type a name for the folder and select Create

Image of folder name creation box

  • Select the files you want and drag them into the folder

How to upload files and folders

Upload Files or folders in a browser

  • Login to your OneDrive online and select Upload

OneDrive online upload options image

  • Select the file or folder you want to upload
  • Select Open

You can also upload files by opening File Explorer, selecting the files you want to upload, and dragging them to OneDrive for work or school.

Upload files and folders on the desktop

  • Open File Explorer or finder and select the files or folders you want
  • Dragging them into your OneDrive for work or school folder

Make sure you have set up your sync options. For more in formation on this, see

OneDrive on-demand Microsoft article - Synchronizing your data

Restrictions and limitations

There are some restrictions and limitations when you sync files and folders, including certain strings in filenames such as COM[1-9], LPT[1-9], NUL and AUX. For more information on restrictions.

OneDrive restrictions

Sharing Files and Folders

How to Share files

When you use Microsoft 365 Business and save your files to OneDrive, you can sharing your files from within the applications, using a file browser or using a web browser.

Share a file

  • Open the document you are looking to share and click on the Share button in the top right hand corner and select Share

Share a file from with a document

  • Start typing the name or email address of the person you are looking to share with if they are internal to the University or select the sharing settings and select the level of access to the file. Options include:
    • Anyone (if your organization allows it)
    • People in your organization
    • Specific people

OneDrive sharing access levels

  • Select the editing rights you would like people have to the document
    • Can edit - Full editing rights
    • Can review - Can suggest changes
    • Can view - Read only and can not edit

Folder sharing options with editing enabled

  • Select Apply to save the permissions
  • Enter the name or email address of people you want to share with
  • Type a message
  • Select Send

Alternatively, you can select Copy Link and send the link in an email or add it to a file.‌

Copied link image

Microsoft article - How to Share files and folders

How to Share folders

When you use Microsoft 365 Business and save your files to OneDrive, you can sharing your folders using a file browser or via a web browser from OneDrive online

Share a folder

  • Open OneDrive from file explorer. Select the folder you are looking to share and right click on it and select Share

Sharing a folder from Windows file explorer

  • Start typing the name or email address of the person you are looking to share with if they are internal to the University or select the sharing settings and select the level of access to the file. Options include:
    • Anyone (if your organization allows it)
    • People in your organization
    • Specific people

OneDrive sharing access levels

  • Select the editing rights you would like people have to the folder
    • Can edit - Full editing rights
    • Can view - Read only and can not edit

OneDrive folder sharing permissions

  • Select Apply to save the permissions
  • Enter the name or email address of people you want to share with
  • Type a message
  • Select Send

Alternatively, you can select Copy Link and send the link in an email or add it to a file.‌

Copied link image

Microsoft article - How to Share files and folders

Deleting and Restoring

How to Delete and restore files on your device

Delete files

  • Select the file or files you want to delete
  • Select Delete. The files move to the Recycle bin

Restore files

  • Select the Recycle bin/Trash
    • If you want all of your files back, select Restore all items
  • Or, select only the files you want and click Restore

The file is returned to its original location.

Note: To restore files from your Trash on a Mac, open the Trash, select the files or folders you want to recover, then right-click them and select Put back. The file or folder will be restored to its original folder.

Restore files from OneDrive online

  • In the navigation pane, select Recycle bin

Link to the OneDrive online recycle bin

  • 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

Image of folders selected and the option to restore them

 
Microsoft article - Restoring and deleting files

How to Restore your OneDrive

If lots of your OneDrive files get deleted, overwritten, corrupted, or infected by malware, you can restore your entire OneDrive to a previous time.

  • Go to your OneDrive
  • At the top of the page, select Settings > Restore your OneDrive from the left navigation

Screenshot of the OneDrive Restore link

  • On the Restore page, select a date from the dropdown list or select Custom date and time

OneDrive date selection Windows

  • Use the activity chart and activity feed to review the recent activities that you want to undo

Image of the OneDrive activity windows to select what you would like to restore

 

My OneDrive

Access OneDrive from your personal device

OneDrive on your personal device

Windows: OneDrive comes pre-installed with Windows 10 onwards. The OneDrive Sync Client allows you to save files directly to your OneDrive storage space, similar to saving to your Documents.

Mac: You can download the OneDrive Sync Client via the App Store (requires Mac OS X Catalina 10.15 or above). If you are currently using the OneDrive, you may need to first uninstall your current version and reinstall the latest build.

To access your OneDrive online follow these steps:

  • Visit https://lunet-my.sharepoint.com to access the web version of OneDrive
  • Sign in with your Loughborough University credentials (username and password) and click Login
  • You will be taken directly to your Office 365 OneDrive storage space, where you can upload and access files, as well as edit them via Office Online
  • You can also download and setup the OneDrive client by following the instructions on the “Setup OneDrive on your device” page
Setup OneDrive on your device Access your OneDrive online