Using Office365 OneDrive to Share and Store Files

Included in this article:

What is Onedrive?

OneDrive is Xavier University's officially supported cloud storage, allowing you to share and collaborate on documents with colleagues as well as those outside Xavier.  It is very similar to other cloud storage providers, such as Google Drive, or Dropbox. You can store a total of 1 TB of files on your OneDrive!

What can be stored on OneDrive?

You can store up to 1 TB worth of documents in OneDrive, with a 10 GB file size limit.

We recommend that you refrain from storing any departmental data on OneDrive. Faculty and staff should instead use Sharepoint or the R drive for collaborative sharing of department materials, especially sensitive items.

Accessing OneDrive via the WWW

To access OneDrive using a web browser: 

  1. Go to
  2. Log in using your Xavier credentials.
  3. Click in the upper-left corner, and then click the OneDrive icon.

Uploading Files to OneDrive

To upload files into OneDrive:

  1. In the Onedrive toolbar, click Upload.

  2. Choose the file you wish to upload, and click Open. The file will be uploaded and added to your OneDrive file list.

Alternatively, you can also drag-and-drop a file directly onto the OneDrive webpage. Watch a video that demonstrates the above steps.

Sharing OneDrive Files 

By default, files you upload to OneDrive are private until shared with others. There are several ways to share a document. You can share a web link to a specific document, with the caveat that anyone you share that link with can likewise share it with others. For more fine-grained control, you can target specific individuals by sending a sharing invitation.

Share a link to a file

You can quickly share a link to a document that others can also share by using Get a link. Get a link is available only for individual files, but it’s the easiest way to share with everyone in your organization or to share with people externally.

  1. Right-click on the file in OneDrive, and select Get a Link from the menu.
  2. Select an appropriate level of access from the list. You can grant Edit or View-only access.
    • Edit or View links can optionally be created as Guest links, which allow those outside Xavier to access the document. 
    • You can optionally set a link to expire after a certain period by clicking on Set Expiration.
  3. The link created can then be copied and pasted into an email, IM, Canvas course, etc.

  4. Click the Close button.

Sharing via Invitation

  1. Right-click the file or folder you want to share, and then select Share.
  2. In the Share dialog box on the Invite people tab, type names or email addresses of people you want to share the document or folder with.

  3. Choose to grant Edit or View permissions from the pulldown menu on the right.

  4. If you want, type a message to be included with an email that’s sent to all invitees. The email includes a link to the shared document.
  5. Click Share.

Viewing/Opening Shared Files

You can quickly get an overview of all files shared with you by clicking Shared with Me on the left toolbar:

Files and folders can be opened by left-clicking the name of the file or folder.

OneDrive Apps

The OneDrive app is available for download at

More Information

Microsoft offers short online video tutorials on all aspects of Office 365. 


Article ID: 353
Mon 3/7/16 4:24 PM
Fri 10/1/21 2:07 PM