Microsoft 365 How-To

Dispatcher Guide for CTRS Team Members
Outlook • Teams • Planner • To Do • OneDrive •
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Understanding OneDrive

What is OneDrive?
OneDrive is your personal cloud storage in Microsoft 365. It's like a hard drive that lives in the cloud -- you can save files from any device, and they're available everywhere you sign in. Think of it as your own file cabinet that follows you between your phone, your computer, and any web browser.
OneDrive vs SharePoint
OneDrive is for your personal files -- documents, photos, and anything you upload yourself. SharePoint is for team files that belong to a group or the whole company. When someone shares a file or folder with you through Teams or Outlook, that file usually lives in SharePoint. Your own uploads go to OneDrive.
Storage Limits
1 TB is enough for hundreds of thousands of photos and documents. You're unlikely to run out unless you're storing large video files.
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Accessing OneDrive

Open OneDrive
  1. Open the OneDrive app. If you don't have it yet, download it from the Google Play Store (search "Microsoft OneDrive").
  2. Sign in with your work email (e.g., [email protected]) and approve the Authenticator prompt.
  3. You'll see your files and folders. Tap Files at the bottom to browse everything, or Shared to see files others have shared with you.
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Uploading Files

Upload Files
  1. Open the OneDrive app and navigate to the folder where you want to upload.
  2. Tap the + button (bottom right).
  3. Choose Upload to pick files, or Scan to capture a document with your camera.
  4. Select one or more files from your device and tap Open or Select.
  5. The upload starts immediately. You'll see a progress notification.
Create a Folder
  1. Open the OneDrive app and go to Files.
  2. Tap the + button.
  3. Tap Create a Folder.
  4. Type a name for the folder and tap Create.
Auto Camera Upload
Turn on Camera Upload to automatically save every photo and video you take to OneDrive. Open OneDrive → tap your profile icon (top left) → Settings → Camera Upload → toggle it on. This is great for drivers who take photos on the job -- they'll be backed up instantly without any extra steps.
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Sharing Files and Folders

Access Files Shared With You
  1. Open the OneDrive app.
  2. Tap Shared at the bottom of the screen.
  3. You'll see files and folders that others have shared with you, organized by who shared them.
  4. Tap any file to open it. If it's a document, it opens in the appropriate Microsoft 365 app (Word, Excel, etc.).
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Syncing Files (Desktop)

How OneDrive Sync Works
When OneDrive is running on your desktop, it keeps a OneDrive folder in File Explorer that mirrors what's in the cloud. Save a file there and it automatically uploads. Edit it on another device and the changes sync back. It's like Dropbox, but built into Windows and connected to your Microsoft 365 account.
Files On-Demand
OneDrive uses Files On-Demand to save space on your computer. You'll see cloud icons next to files that are stored online only:

☁️ Cloud icon -- File is online only (doesn't take up disk space). Double-click to download it when you need it.
✅ Green checkmark -- File is downloaded and available offline.
🟢 Green circle with white checkmark -- File is set to always stay on this device.

Right-click any file → Always keep on this device to make it available offline, or Free up space to move it back to online-only.
Set Up Sync
Desktop Feature
OneDrive sync is a desktop feature that keeps files in your File Explorer automatically in sync with the cloud. On mobile, the OneDrive app gives you access to all your files without needing sync -- just open the app and browse your files. Any changes you make on mobile (uploads, edits) are automatically available on your desktop and vice versa.
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Managing Storage

Check Your Storage Usage
  1. Open the OneDrive app.
  2. Tap your profile icon (top left, or tap Me at the bottom).
  3. You'll see your storage usage at the top -- a bar showing how much of your 1 TB is used.
Tips for Managing Space
Empty the recycle bin: Deleted files still take up space for 93 days. Go to onedrive.com → Recycle bin in the left sidebar to permanently delete them.

Remove old files: Sort by size or date to find large or outdated files you no longer need.

Use camera upload wisely: If you enabled auto camera upload on mobile, photos and videos add up. Periodically review and delete duplicates or blurry shots.

Check Shared files: Files shared with you don't count against your storage -- only files you own do.
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