OneDrive is Microsoft's cloud storage platform. With your files in OneDrive, you can share them with others, control who can view or edit them, and work together at the same time. OneDrive can also be used to sync files across multiple devices. 


All KU faculty, staff, and students have access to 1 TB of cloud storage in OneDrive through their Office 365 account.


Web: Sharing Files

  1. Log into your email via a web browser. 
  2. Select the file or folder you want to share and click the Share option.
    Note: If you want to share a group of files, create a folder for those files and share the folder.



  3. Configure your desired share option based on your needs (see below) and then click Apply. Be sure to specify whether recipients should be allowed to edit the file or only view it. 
  4. Enter email addresses and click Send.




    Share Options

    Share with a link

  • Anyone with the link – this option provides access to anyone with the direct link to the document or folder. This option is only recommended when individuals outside KU will need to access the document or folder. This option does not require a KU login and changes are not tied to an individual user. If you choose this option, you can also set an expiration date for the link or require a password for additional security.

 

 

  • People in Kutztown University with the link – this option provides access to anyone with the direct link to the document or folder at KU. Access requires a KU login and changes are tied a specific user.

  • People with existing access – this option generates a direct link to the document, but only provides access to people with existing access (see below).

    Share with specific people (email)

  • Specific people – this option allows you to share with individual users. This option is recommended for documents only intended for a few individuals. Everyone you share with will be notified via email with the message you add.


    Managing Permissions - Web

  1. Select the shared file or folder in your OneDrive.
  2. Click the 3 vertical dots to the right of the file/folder name. Click Manage access.
  3. On the Manage Access screen, you can:
    • Stop sharing all together.
    • Add links to grant access.
    • Remove existing links giving access.
    • Add individuals to direct access.
    • Remove direct access.


Windows: Sharing Files

  1. In File Explorer under OneDrive, right click the file or folder you want to share. Click Share.
  2. Configure your desired share option based on your needs (see below) and then click Apply. Be sure to specify whether recipients should be allowed to edit the file or only view it.
  3. Enter email addresses and click Send.


    Managing Permissions - Win

        **See Managing Permissions - Web


Mac: Sharing Files

  1. In the folder window for OneDrive, Control-click the file or folder you want to share. Click Share.

  2. Configure your desired share option based on your needs (see below) and then click Apply. Be sure to specify whether recipients should be allowed to edit the file or only view it
  3. Enter email addresses and click Send.


    Managing Permissions - Mac

        **See Managing Permissions - Web

OneDrive File/Folder Statuses

        



Manage Hard Drive Space

OneDrive can be set to backup or sync files on a hard drive. In this case, the files would be local on the hard drive and also on OneDrive. To free up space on the hard drive, OneDrive can be set to Files on Demand. This will keep the files on OneDrive only but will copy to the hard drive when the file is in use. Once a file status is locally available, to set it back to online only, right click the file and select "Free up space".