How to Use OneDrive

Reading Time: 4 minutes
How to Use OneDrive
Reading Time: 4 minutes

OneDrive is the Internet-based storage platform from Microsoft that grants access to anyone with a Microsoft account. It works equivalently as other cloud storage applications such as iCloud and Google Docs.

If you are unfamiliar with OneDrive, the best way is to define it as a virtual hard drive, just as you can choose to store your files and documents on your computer when you put them in the cloud instead.

Suppose you store on Microsoft servers, which has many benefits. In such circumstances, the first benefit is that you can access your files from anywhere, for instance, traveling without your laptop and needing to check a document or perhaps edit a spreadsheet.

Then, you are able to access your files from any device available easily.

Using Microsoft OneDrive, you can store documents, online files, images and sync them across multiple devices (computers, smartphones, tablets, etc.). And you can also share files with other people/users.

To utilize OneDrive in a manner that suits you the most, you need to have a Microsoft Account. Setting up your account from their official website is a piece of cake, and from there, you can decide the proper plan according to your needs.

How to Get a OneDrive Account

These are the following steps to get your Microsoft OneDrive Account:

  • Go to the official Microsoft website, find OneDrive and click
  • Create a password for your account, and select your most-used email address
  • Verify your country by entering your date of birth

And there you go! You have a Microsoft account, which provides access to OneDrive, Outlook email, and Office Online.

You get 5 GB of free storage by default if you only open a Microsoft Account, included in the basic plan.

For more space, you need to purchase advanced plans.

On the other hand, for $1.99 a month, you can achieve 100GB of real estate. Subscribing to Microsoft 365 Personal ($6.99 per month or $69.99 per year) gives you a whopping 1TB of space on OneDrive, while Microsoft 365 Family ($9.99 per month or $99.99 per year) grants you 1TB each for up to six users.

How to Upload Files to OneDrive

Uploading files to OneDrive is also easy since you only have to open OneDrive from your browser and follow the instructions below.

  • Open OneDrive in your browser and sign in.
  • In the toolbar, click on the “Upload” button, and it will open up a dropdown menu. Select the documents you want to upload.
  • Simply select the document you want to send from your system. Then press boot from the dialog box. Up in the right corner of the OneDrive window, you will notice a two-arrow icon in a circle that tells you that the file is being attached and when it is finished. The file will appear on the OneDrive home screen unless you have chosen to save it to another folder.

Sync Files in OneDrive

Furthermore, you have to select the files and folders that need to be synced. It can be achieved by right-clicking on the System Tray icon and then choose Setting. After that, click on the Account tab to select Choose folders. There you will note all the documents (files and folders) that are moved in OneDrive. Whether you need to sync everything stored in the OneDrive folder, you have to click on the checkbox to make all files available.

Cloud Storage

You can decide to save the synced files locally or download them only when you need them. By clicking the Settings tab, you can look at the On-Demand Files setting, which should be turned on by default. With setup enabled, your OneDrive files are stored on the Internet instead of on your computer.

Back-Up With OneDrive

Crucial data shouldn’t be neglected at all, since every single one of us who is operating online, remotely, or establishing a business within the Microsoft suite must be aware of the danger that is lurking around – by not having the proper backup for your critical data (documents, files, folders, images, etc.).

With OneDrive, you can achieve a regular backup, but not the backup you need. Microsoft does offer you a backup on OneDrive. From the OneDrive program window, select the Backup tab. After that, click on Manage backup. Simply check the items you wish to back up and click Start backup.

But this is not enough, as Microsoft won’t satisfy your backup needs. It is recommended to use a third-party Microsoft 365 backup provider, and your worries will perish once and for all.

Share Files

You can share OneDrive folders or files with other users either from File Explorer or your OneDrive website. For this purpose, right-click on the file you need to share and select Share from the popup menu in File Explorer. It generates a link that you can email or share with someone else, allowing that person to read and potentially edit that file.

When to Use OneDrive for Business

OneDrive for Business is perfect for your business needs and if you are not willing to share all the documents with a larger group of people in your organization.

The files created or saved in Microsoft OneDrive, by default, are private and accessible to you only. Moreover, you are able to share them with others similarly like in Office applications (Word, Excel, PowerPoint, Outlook, OneNote, etc.).

By using a sync app available for both Mac and Windows, users can sync OneDrive for Business. It allows users to operate on their crucial files offline when the internet connection is off.


While OneDrive offers the most significant benefits to Windows and Microsoft users, it provides many benefits for both personal users and small businesses.

Whether you are primarily concerned with storage and accessibility or focusing on sharing and collaboration, you will want benefits. OneDrive offers similar features and scalability compared to alternatives like Google Drive.

The prices are the same, with a series of monthly and annual options, and the large-capacity home plan favors families. Hopefully, our guide will give new users a clearer picture of how to use OneDrive so that it can positively impact your routine, no matter which method you choose.