Microsoft 365 How-To

Driver 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 your browser and go to onedrive.com.
  2. Sign in with your work email (e.g., [email protected]) and approve the Authenticator prompt.
  3. You'll see your files and folders. Click My files in the left sidebar to browse your uploads, or Shared to see files others have shared with you.
Drivers -- Web Access Only
With a Business Basic license, you access OneDrive through the web browser at onedrive.com on your computer. The desktop sync app is not available with your license, but the mobile app and web version have all the features you need.
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Uploading Files

Upload Files
  1. Go to onedrive.com in your browser and sign in.
  2. Navigate to the folder where you want to upload.
  3. Click Upload in the toolbar at the top, then choose Files or Folder.
  4. Select the files from your computer and click Open.
  5. You can also drag and drop files directly from your desktop into the browser window.
Create a Folder
  1. Open your OneDrive folder in File Explorer (or go to onedrive.com).
  2. Right-click in an empty area and choose New → Folder (File Explorer), or click New → Folder in the toolbar (web).
  3. Type a name for the folder and press Enter.
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Sharing Files and Folders

Access Files Shared With You
  1. Go to onedrive.com and sign in.
  2. Click Shared in the left sidebar.
  3. You'll see files and folders that others have shared with you.
  4. Click any file to open it. Documents open in the browser automatically.
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Managing Storage

Check Your Storage Usage
  1. Click the OneDrive cloud icon in the system tray (bottom right).
  2. Click the gear icon → Settings.
  3. Go to the Account tab. Your storage usage is displayed here.
  4. Alternatively, go to onedrive.com, click the gear icon (top right) → OneDrive settings → More settings → Storage metrics.
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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