How to Use OneDrive: A Plain Guide for Small Businesses

OneDrive is Microsoft's cloud storage. If you use Windows or Microsoft 365, you almost certainly have it already, and it may be quietly saving your Desktop and Documents in the background. Used well, it means your files are backed up, available on your phone, and easy to share without email attachments. Used without thinking, it fills up and surprises you. Here's how to use it on purpose.

Three ways to get to your OneDrive

Where	How	Best for
Your computer	The OneDrive folder in File Explorer or Finder	Everyday work, like any other folder
OneDrive.com	Sign in with your Microsoft account in a browser	Any computer, sharing, the recycle bin
Your phone	The OneDrive app	Opening files on the move, camera upload

Getting started, step by step

1. On Windows 11, open OneDrive from the Start menu. It's already installed. On a Mac or an older PC, install the OneDrive app.
2. Sign in with your personal Microsoft account or your work or school account.
3. Accept or change the location of your OneDrive folder.
4. Decide whether to back up your Desktop, Documents and Pictures folders.
5. Install the OneDrive app on your phone and sign in with the same account.

How to save and upload files

• Drag files into the OneDrive folder in File Explorer or Finder.
• Save from Word, Excel or PowerPoint: choose File, Save a Copy, then OneDrive.
• Upload on the web: on OneDrive.com, choose Add new, then Files upload or Folder upload.
• From your phone: tap the plus button in the OneDrive app and choose a file or photo.

Microsoft says OneDrive can store over 300 types of file, so it's fine for PDFs, images, videos and design files, not just Office documents.

How to share a file

1. Right-click the file in your OneDrive folder, or select it on OneDrive.com.
2. Choose Share.
3. Enter email addresses, or copy a link.
4. Check the link settings: whether people can edit or only view.

Sharing a link instead of attaching a file means everyone works on the latest version, and you can stop sharing later.

Save space on your computer with Files On-Demand

OneDrive shows all your files in File Explorer without downloading them all. Files with a blue cloud are online-only and take no space. Open one and it downloads. Right-click any file and choose Free up space to make it online-only again, or Always keep on this device for files you need offline. Microsoft has turned this on by default for everyone.

The catch: OneDrive may already be syncing your Desktop and Documents

Many people discover OneDrive when it says it's full. That's because folder backup can sync your Desktop, Documents, Pictures, Music and Videos folders to the cloud, and on new Windows computers it's often switched on during set-up. It's good protection, but it uses your storage and means deleting a file from your desktop deletes it from OneDrive too. Check what's being backed up in OneDrive's settings, under Sync and backup, so there are no surprises.

If you delete something by mistake

Deleted files go to the OneDrive recycle bin on OneDrive.com. Microsoft says personal accounts can restore files deleted within the last 30 days, and work or school accounts within 93 days unless your administrator has changed that. One limit to know: you can only restore files that were in your own OneDrive, not files someone else shared with you.

Good habits for business use

1. Keep client work in clearly named folders, not loose on the Desktop.
2. Share folders with collaborators rather than emailing files back and forth.
3. Use a work or school account for business files, so your team can access them if you're away.
4. Check your storage now and then and clear out large files you no longer need.
5. Keep anything you need on a plane marked Always keep on this device.

If you're deciding between OneDrive and other cloud storage for your business, my guide to Dropbox alternatives compares the main options.

OneDrive and Microsoft Office work best together

When you save a Word, Excel or PowerPoint file to OneDrive, you can share it with a link and edit it with other people at the same time, each seeing the others' changes. Many Office apps also switch on AutoSave for files stored in OneDrive, so a crash or a flat battery doesn't lose you an afternoon of work. If you're still emailing documents back and forth for comments, try sharing a OneDrive link instead and ask for comments in the file.

My verdict

OneDrive is easiest to use when you treat the OneDrive folder as the home for your work files: save there, share from there, and let it sync. Check whether folder backup is quietly syncing your Desktop and Documents, use Files On-Demand to keep your computer light, and remember the recycle bin is there for mistakes. If photos from your phone are part of the picture, my guide to getting iPhone photos onto a Mac covers the Apple side.

Frequently asked questions

Can several people edit a OneDrive file at once?

Yes. Share an Office file from OneDrive and people can edit it together in Word, Excel or PowerPoint.

Is OneDrive already on my computer?

On Windows 11, yes. Microsoft says OneDrive is already installed.

How do I open OneDrive?

Use the OneDrive folder in File Explorer, sign in at OneDrive.com, or open the OneDrive app on your phone.

Can I recover deleted files from OneDrive?

Yes, from the recycle bin. Personal accounts keep them for up to 30 days and work or school accounts up to 93 days by default.

Does OneDrive use space on my computer?

Only for files you've downloaded or set to Always keep on this device. Online-only files take no space.

What types of files can I store on OneDrive?

Microsoft says more than 300 file types, including documents, PDFs, images and video.