OneDrive Staff/Faculty User Guide
OneDrive can be used on your computer, or through a web browser to store and access your files.
NOTE: All instructions are written for Windows 11. If you are using Windows 10, or a Mac, some instructions may look different.
You can either search for OneDrive, or find it in your taskbar as a small cloud icon in the bottom right-hand corner of your screen.
When OneDrive opens, enter your staff email in the text box.
Click next.
Click next.
NOTE: This page tells you how to add files to OneDrive, by clicking and dragging.
Click next.
NOTE: This page tells you how you can share folders and files with people.
Click next.
NOTE: Your files can be accessed from multiple places and can either be online only, on the device you are using, or always available.
Getting the mobile app is optional, click later.
You are now done getting OneDrive set up! It should now show up as a drive location in your file explorer. Go ahead and open the folder.
This is what your file explorer looks like when you open your OneDrive folder.
Open File Explorer from your taskbar at the bottom of your screen.
Click on the cloud icon at the left-side menu, it should have your name - Northcentral Technical College.
Your OneDrive is now open and you can access your files.
Open your preferred web browser, and go to onedrive.ntc.edu.
It may ask you to login. Go ahead and enter your email. If you are already signed in, skip to step 5.
Enter in your password.
NOTE: This password is the same as Workday, email, and Canvas. If you are having trouble logging in, please contact the NTC IT Help Desk.
Next you will need to Authenticate with Microsoft Authenticator.
NOTE: If you are having trouble with Microsoft Authenticator, please contact the NTC IT Help Desk.
After you login, you will see your One Drive home page. To view your folders and files, click on my files.
This is your my files view. From here, you can access your files through the web browser.
Open your OneDrive folder, then right-click on a file or folder you want to view online.
Hover over OneDrive, then select view online.
The file or folder will now open on your web browser in the OneDrive website.
File Explorer and OneDrive Tips and Tricks
When you save a document in OneDrive, it will automatically save any updates. Same with Excel workbooks and PowerPoints.
If the document is not saved in OneDrive, then it will show that auto save is turned off. To turn it on, you need to save the document in OneDrive.
Click on file, then save as.
Click on OneDrive, then select a folder on the right side, or browse.
A file explorer window will pop up. Click save to save it to the folder you want.
Your file will now auto save.
To change the folder color, right-click on the holder.
Then hover over OneDrive, and click folder color.
Select your folder color, then click apply.
Your folder will now show as the color you selected.
The process is similar if you are looking at the web version.
Click the 3 dots to the right of the folder name, then select the folder color.
You will now see the new folder color in both the web version and app version.
To create a new folder in OneDrive:
Right-click in the empty space in the folder.
Hover over new, then click on folder.
Name your folder.
If you wish to change the name, right-click on the folder, then click the rename button.
Version History allows you to restore previous versions of your auto saved document in OneDrive.
To access version history, right-click on your document from file explorer.
Hover over OneDrive, then click on version history.
A window will open and you can select which version you want to revert to.
The version will open in the web browser, and you can see what was in that version of your document.
From the web browser, you can click on the cloud next to your file name at the top-left of your screen.
A little window will show up under the file name. Click on version history at the bottom of that window.
A menu will pop up on the right-side of the screen, and you can select between the different file versions to see the differences.
Open the folder that you want to move the file into.
Left-click and hold to drag the file into the folder, then let go when it is hovering over the folder.
Your file should now be in the folder. You can also click and drag folders into different folders for organization.
Open the folder that you want to move the file into.
Left-click and hold to drag the file into the folder, then let go when it is hovering over the folder.
Your file should now be in the folder. You can also click and drag folders into different folders for organization.
In the web browser version of OneDrive, you can move files and folders using two different methods.
To click and drag, click and hold on the file you want to move.
Then hover over the folder you want to move it to, and release the mouse to move the file.
Your file will now show up in that folder.
To move the file using a different method, click the 3 dots to the right of the file name.
Then click move to.
A new window will open on your screen. Select the folder that you want to move the file to, then click move here.
Your file will now show up in that folder.
You may see 3 or 4 different icons when viewing your folders in OneDrive. Here is a guide to what they are:
There are three different icons that you will see in your OneDrive:
The outline of the blue cloud means that the file is only online.
This means the file is hosted in OneDrive and is not on your local hard drive.
The green checkmark means that the file is available on your computer.
The file has been downloaded from OneDrive and now also resides on your hard drive. It is synced between the two locations.
The two arrows in the circle means that the file is syncing.
This means that the file is copying its changes to OneDrive.
There is a fourth icon that may show up, which is a red circle with an x in it.
This symbol means that the file or folder failed to sync with OneDrive. If this happens, restart your computer, and check to see if you are logged into OneDrive. If the problem still persists contact the NTC IT Help Desk.
Right-click on a file, then click on Share with the OneDrive icon in front of it.
The share menu will pop-up, and you can either add emails for people to edit or view the file. Once you have all the emails entered, click invite.
The other option to share is clicking the copy link button at the bottom.
To change between the edit, view, and cannot download options, click on the pencil icon and make your selection.
Now that you have shared the link or invited people to the file, they can view or edit it.
They will get an email that you have shared a file with them.
Click on the share button arrow next to the name of your file.
Another window will popup, and you can type in names or emails, write a message, and select what privileges they get when you share the file.
Click send after all selections are made.
Your invitees will receive an email that a file has been shared with them.
When you share a file in OneDrive, you can see who has access to the file under manage access.
To see more sharing options, click on manage access.
A new window will popup and it will show who has access, who the owner is, and give you more sharing options.
To see more sharing options, click on manage access.
From the manage access screen, you can share the file or folder from the share button at the bottom of the screen.
There are two more options from the manage access window: groups and links.
Click on the groups button, then click on share with a group to share with an email group.
Click on the links button, then click on create and share a new link. This allows you to send a link to someone instead of having to add them manually through the share button.
Suggestions, comments, or concerns about this content? We can be reached at https://www.ntc.edu/helpdesk.