Microsoft 365 How-To

Manager & Admin Guide for CTRS Team Members
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Manager & Admin
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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. Look for the OneDrive cloud icon in your system tray (bottom-right of the taskbar, near the clock). Click it to open OneDrive.
  2. If OneDrive isn't running, search for OneDrive in the Start Menu and open it. Sign in with your work email if prompted.
  3. Your OneDrive folder appears in File Explorer in the left sidebar. Files you save here sync automatically to the cloud.
  4. You can also access OneDrive in your browser at onedrive.com -- sign in with your work account.
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Uploading Files

Upload Files
  1. Open your OneDrive folder in File Explorer.
  2. Drag and drop files or folders directly into the OneDrive folder (or any subfolder inside it).
  3. Files sync automatically -- look for the green checkmark icon on each file to confirm it's uploaded.
  4. Alternatively, go to onedrive.com in your browser, navigate to a folder, and click Upload → Files or Folder.
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

Share a File or Folder
  1. Open File Explorer and navigate to your OneDrive folder, or go to onedrive.com.
  2. Right-click the file or folder and choose Share (File Explorer), or select the item and click Share in the toolbar (web).
  3. Type the name or email of the person you want to share with.
  4. Click the pencil icon or the permissions dropdown to choose Can edit or Can view.
  5. Click Send. They'll get an email notification with a link.
Set Sharing Permissions
  1. When sharing, click or tap the link settings (the gear icon or "Anyone with the link" text) to control who can access the file.
  2. Choose Specific people to restrict access to only the people you name. This is the most secure option.
  3. Choose People in Commercial Towing Services to allow anyone in the organization with the link to access it.
  4. Set Can edit if you want them to make changes, or Can view for read-only access.
  5. You can also set an expiration date or password for extra security by clicking Link settings.
Manage Existing Sharing
To see who has access to a file, select the file and look for Manage Access (web) or tap the three dots → Details → Manage Access (mobile). From here you can change permissions, stop sharing, or copy the link to send again.
Access Files Shared With You
  1. Open File Explorer and look for OneDrive - Commercial Towing Services in the left sidebar, or go to onedrive.com.
  2. Click Shared in the left sidebar (web), or look in the Shared with me view.
  3. You'll see files and folders that others have shared with you.
  4. Click any file to open it. Documents open in the desktop app or the browser, depending on your settings.
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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
  1. OneDrive is usually pre-installed on Windows. If the cloud icon isn't in your system tray, search for OneDrive in the Start Menu and open it.
  2. Sign in with your work email when prompted.
  3. Choose the default folder location (or change it if you prefer a different drive).
  4. Click Next through the setup wizard. OneDrive will start syncing your files.
  5. Your OneDrive folder now appears in File Explorer in the left sidebar. Anything you save there syncs to the cloud automatically.
Sync Status Icons
If you see a red X or warning icon on the OneDrive cloud in your system tray, there's a sync problem. Click the icon and look for error messages. Common fixes: make sure you're connected to the internet, check that your storage isn't full, and try clicking Resume syncing if it was paused.
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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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