OneDrive is a file hosting service and synchronization service operated by Microsoft as part of its suite of Office Online services. It allows users to securely store, edit and access files to the cloud from multiple devices. You may also access OneDrive through the web or install it on your computer to automatically sync files to the cloud.

OneDrive and other Office 365 services are protected by NetIDplus authentication.

Choose an option below to get started.


Accessing OneDrive through the Web

In order to access your files on OneDrive for the web, go to http://portal.office.com and login with your UT Dallas login credentials.

Image of OneDrive login

Select “OneDrive” from the list of applications.

Image of OneDrive from list of applications

Once you are inside OneDrive, you will be presented with the file system displaying all your files and folders.

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Upload files or folders to OneDrive

You may also save a file to OneDrive directly from your Office365 applications.

Step 1

  • Select Upload > Files or Upload > Folder.

Image of Outlook

Step 2

  • Select Upload > Files or Upload > Folder.

  • Select Upload, select the files you want to upload, and select Open.
  • If you don’t see Upload > Folder, create a folder, and then upload the files to that folder.

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Save a file to OneDrive

You may also save a file to OneDrive directly from your Office365 applications.

Step 1

  • Select File > Save As > OneDrive – Personal.

Image of Outlook

Step 2

  • Select Enter file name here and type a name.

Step 3

  • If you want to save to another folder, select Browse, and select the folder you want.

Step 4

  • Select save.

The next time you open the Office app, you’ll see your saved file in the Recent list.

Note: Requires Office 365, 2019, or 2016

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Manage Files and Folders

Step 1

  • In OneDrive, right click the file.

Image of OneDrive

Step 2

  • Select a command.

Step 1

Select New > Folder.

Image of OneDrive Manage Share Option

Step 2

Type a name for the folder.

Step 3

Select Create.

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Collaborate in OneDrive

Step 1

  • Select the files or folder you’d like to share.

Image of OneDrive Share Option

Step 2

  • Select ShareShare Icon.

Step 3

  • Enter a name or an email address for the person or organization you wish to share with:
    • Select Allow editing if you want others to be able to edit the file.
    • Uncheck Allow editing if you only want others to be able to view the file.

Image of how to Share Link

Image of link settings

Step 4

  • Select how you’d like to share:
    • Get a link – Select Copy Link and paste the link into a message, file, webpage, or other location.
    • Email or Name – enter the emails of the people you want to share with, add a message (optional), and select Share.

Step 1

  • Select the file or folder you want to stop sharing.

Step 2

  • Select Information Information icon in the upper-right corner to open the Has Access pane.

Step 3

  • Select Manage access and:
    • Select Can Edit s to allow shared document/folder to be edited
    • Select Can View to allow a read-only access
    • Select Stop Sharing to remove all access

Image of OneDrive Share Option

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Set up OneDrive on a UTD Windows Computer

Step 1

Select the Start button, search for OneDrive, and then open it.

Step 2

When OneDrive Setup starts, sign in with [email protected] and your UTD password.

OneDrive Setup Image

Step 3

If you already have an account signed in to OneDrive

If you already have an account signed in to OneDrive and you want to add another account, you’ll do that in OneDrive Settings.

Substep 1

Select the white or blue OneDrive cloud icon in the Windows taskbar notification area.

Image of Windows Taskbar Notification Area

Substep 2

Select More > Settings.

(You might need to click the Show hidden icons arrow next to the notification area to see the OneDrive icon. If the icon doesn’t appear in the notification area, OneDrive might not be running. Click Start, type OneDrive in the search box, and then click OneDrive in the search results.)

Image of OneDrive Settings More Menu

Substep 3

In Settings, select Account, and then select Add an account.

Microsoft OneDrive Settings Account Tab

Substep 4

When OneDrive Setup starts, enter your new account, and then select Sign in.

Microsoft OneDrive Sign In Screen

Step 4

There are two screens in OneDrive Setup that are helpful to watch for:

This is your OneDrive folder

On the This is your OneDrive folder screen, select Next to accept the default folder location for your OneDrive files. If you want to change the folder location, select Change location – this is the best time to make this change.

Image of This is your OneDrive folder

Sync files from your OneDrive

On the Sync files from your OneDrive screen, choose the folders you want to sync, and select Next. This helps control the amount of space OneDrive files take on your computer and conserves bandwidth during sync processes. You can change this later in Settings, but this is a good opportunity as well.

Note: If you were already syncing OneDrive for Business to your computer (using the previous sync client) and you’ve just installed the OneDrive desktop app, you won’t see the This is your OneDrive folder or the Sync files from your OneDrive screen during OneDrive Setup. The OneDrive desktop app automatically takes over syncing in the same folder location you were using before. To choose which folders you’re syncing, right-click the blue cloud icon in the taskbar notification area, and select Settings > Account > Choose folders.

Image of Sync files from your OneDrive window

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See and manage your OneDrive Files

You’re all set. Your OneDrive files will appear in File Explorer in the OneDrive folder. If you use more than one account, your personal files appear under OneDrive – Personal and your work or school files appear under OneDrive – The University of Texas at Dallas.

Example image of OneDrive

You now have a new white or blue cloud icon (or both) in your notification area and your files are synced to your computer. Your blue cloud icon will appear as OneDrive – [UTD] when you hover over the icon.

Example image of Notification area

Any time you want to change the folders you sync on your computer, right-click that cloud icon in the taskbar notification area, and select Settings > Account > Choose folders. Find other information about your account and change other OneDrive settings from here.

Example image of OneDrive settings

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Use OneDrive Files On-Demand in Windows

OneDrive Files On-Demand helps you access all your files in OneDrive without having to download all of them and use storage space on your Windows device.

When you turn on Files On-Demand, you’ll see all your files in File Explorer and get new information about each file. New files created online or on another device appear as online-only files, which don’t take up space on your device. When you’re connected to the Internet, you’ll be able to use the files like every other file on your device.

Save space with OneDrive

With OneDrive Files On-Demand, you can:

  • Save space on your device by making files online only
  • Set files and folders to be always available locally on your device
  • See important information about files, such as whether they are shared
  • See thumbnails of over 300 different file types even if you don’t have the required application installed to open it

Your files will have these statuses in File Explorer:

Online-only files Online-Only File Icon

Online-only files don’t take up space on your computer. You see a cloud icon for each online-only file in File Explorer, but the file doesn’t download to your device until you open it. You can’t open online-only files when your device isn’t connected to the Internet.

Locally available files Locally available files icon

When you open an online-only file, it downloads to your device and becomes a locally available file. You can open a locally available file anytime, even without Internet access. If you need more space, you can change the file back to online only. Just right-click the file and select “Free up space.”

Always available files Always available files icon

Only files that you mark as “Always keep on this device” have the green circle with the white check mark. These always available files download to your device and take up space, but they’re always there for you even when you’re offline.

Step 1

Right-click a file or folder.

Step 2

Select Always keep on this device or Free up space.

Notes:

  • New files or folders created online or on another device appear as online-only to save maximum space. However, if you mark a folder as “Always keep on this device,” new files in that folder download to your device as always available files.
  • If a folder is online-only, you can still mark individual files within that folder as always available.

Online-Only File Icon

Step 1

Select the white or blue OneDrive cloud icon in the Windows taskbar notification area.

(You might need to click the Show hidden icons arrow Arrow up icon next to the notification area to see the OneDrive icon. If the icon doesn’t appear in the notification area, OneDrive might not be running. Click Start, type OneDrive in the search box, and then click OneDrive in the search results.)

Image of windows taskbar notification area

Step 2

Select More > Settings.

Image of onedrive settings menu

Step 3

Next to the location where you want to choose folders, select Choose folders.

Step 4

Clear the check box next to the folder you want to keep off this device.

Important: Files On-Demand settings are unique to each device, so you may need to do this on each device where you want to keep a folder off.

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Set up the new OneDrive sync client on Mac

Step 1

Download and Install OneDrive for Mac.

Important: If you are currently using the OneDrive Mac Store app, you must first uninstall it before installing the latest build of the OneDrive desktop app.

Step 2

Start OneDrive Setup.

  • Method 1: If you have no accounts signed in to OneDrive
  • Method 2: If you already have a personal account signed in to OneDrive

If you’re not signed in to OneDrive with any account, start OneDrive to connect a work or school account.

Step 1

1. Start OneDrive by pressing cmd+Space to launch a Spotlight query and type OneDrive. This starts OneDrive Setup.

Step 2

Enter your work or school account and then select Sign in to set up your account.

Image of Set up onedrive screen

If you already have a personal account signed in to OneDrive, you’ll want to add a work or school account in OneDrive Preferences.

Step 1

Click the OneDrive cloud icon up in your Menu bar, click the three dots to open the menu, and select Preferences.

Image of Mac menu bar

Step 2

2. Click the Account tab, and then select Add an Account to start OneDrive Setup.

Image of Mac account tab

Step 3

Enter your work or school account and click Sign in.

Image of onedrive settings menu


There are a few points of OneDrive Setup that are helpful to watch for:

Step 1

On the This is your OneDrive folder screen, click Choose OneDrive Folder Location.

Image of onedrive folder screen

Step 2

Select a location where you would like to save your OneDrive files and click Choose this location.

Image of onedrive folder screen

Step 3

When you see the This is your OneDrive folder screen, you’ll now see a path to the folder you selected. Click Next to continue.

Image of onedrive folder screen

Step 4

On the Sync Files from Your OneDrive screen, you can choose the folders you want to sync to your computer, and click Next. This conserves space on your computer, and reduces bandwidth needed for the sync processes.

Step 5

When you see Your OneDrive Is Ready for You, the last thing to do is make sure you select Open at login so my files sync automatically. This will ensure that OneDrive runs at login and you always have the most up to date version of all your files.

Image of onedrive ready screen


After you enable OneDrive to open at login, you’re done! Click Open your OneDrive folder to see your files sync to your folder.

You can find OneDrive up in your Menu bar. You’ll have a cloud icon for every account you’ve connected to OneDrive. So you’ll have one cloud if you’re only syncing a work or school account, one cloud if you’re syncing only a personal account, or two clouds if you’re syncing both.

image of mac menu bar

You’ll also see a folder in Finder called OneDrive – The University of Texas at Dallas.

image of mac onedrive folder

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Turn on Finder integration (Mac)

If you’re on OSX 10.10 or higher, get sync status directly from Finder by enabling Finder overlays in Settings.

Step 1

First, click the Apple logo in the top left corner of your Mac Desktop and select System Preferences, then select Extensions in the top-level menu (shown in the 3rd row from the top).

Image of Mac system preferences

Step 2

Toggle on the OneDrive Finder Integration to enable Finder overlays.

Image of Mac system preferences extensions option

Step 3

You’re all set. Open up your OneDrive folder in Finder to see overlays on your files and folders.

Image of onedrive folder

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Use OneDrive Files On-Demand on Mac

OneDrive Files On-Demand helps you access all your files in OneDrive without having to download all of them and use storage space on your device.

When you turn on Files On-Demand, you’ll see all your files in Mac Finder and get new information about each file. New files created online or on another device appear as online-only files, which don’t take up space on your device. When you’re connected to the Internet, you’ll be able to use online-only files like every other file on your device.

For more information on how to set up Files On-Demand on Mac, visit Microsoft’s knowledge article.

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Sync SharePoint sites

To sync libraries and folders

Step 1

Click the Office 365 app launcher Office 365 app launcher icon , and then click SharePoint.

Apps list in Office 365

Step 2

Click the site that you want to sync.

Step 3

Click Documents or navigate to the subfolder that you want to sync.

Step 4

Click Sync.

Image of sync button

Step 5

If your browser requests permission to use “Microsoft OneDrive,” confirm that this is okay.

Step 6

Choose the folders that you want to sync, and then click Start sync.

SharePoint team sites sync under a folder with your tenant name. This folder is automatically added to the left navigation pane in Finder.

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Set up syncing

Step 1

On the Office 365 app launcher, select SharePoint, and then select the site with the files you want to sync.

Step 2

Click Documents or navigate to the subfolder you want to sync.

Step 3

Click Sync. (You only need to do this once on a computer to set up syncing on that computer. After you set up syncing, the files sync automatically.)

Image of sync button in Office 365

Step 4

If your browser requests permission to use “Microsoft OneDrive,” confirm that this is okay.

Step 5

Choose the folders that you want to sync, and then click Start sync.

The files will sync to a folder on your PC that has the name of your organization (for example, %userprofile%\The University of Texas at Dallas). This folder is automatically added to the left pane in File Explorer. You can’t select to sync to a different location.

Image of syncing options

Image of file location in windows explorer

Step 6

To sync the files on another computer, go to that computer and follow the steps again.

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Change sync settings

To change the folders that sync for a site, or to stop syncing all files on a site, follow these steps:

Step 1

Select the white or blue OneDrive cloud icon in the Windows taskbar notification area.

Image of windows notification bar

Step 2

Select More > Settings.

(You might need to click the Show hidden icons arrow next to the notification area to see the OneDriveicon. If the icon doesn’t appear in the notification area, OneDrive might not be running. Click Start, type OneDrive in the search box, and then click OneDrive in the search results.)

Image of OneDrive settings

Step 3

Click the Account tab to see a list of all your syncing sites.

Image of OneDrive account tab

Step 4

4. To change the folders that you’re syncing, click Choose folders for that library, and then choose the folders that you want to sync. To stop syncing a site, click Stop sync next to the site. (Copies of the files remain on your computer. You can delete them if you want.)

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Manage your syncing sites (Mac)

You can manage your syncing sites in the sync client settings.

Step 1

Click the OneDrive icon in the menu bar.

Step 2

Click Preferences, and then click the Account tab.

Image of account information on Mac

Step 3

To change the folders that you’re syncing, click Choose Folders for that location, and then choose the folders that you want to sync. To stop syncing a site, click Stop Sync next to the site. (Copies of the files remain on your computer. You can delete them if you want.)

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View Version History in OneDrive

You can view the version history of Word documents, PowerPoint presentations, and Excel workbooks in their respective applications. For full instructions, click here.

To restore previous versions of other files, you will need to use the OneDrive website and follow the instructions below.

Step 1

Step 2

  • Select the document for which you want to restore an earlier version, select Show Actions (the three dots next to the date of the document) and then at the bottom of the dropdown menu, select Version history.

How to view version history via OneDrive website

Step 3

  • A menu will appear in the left pane with the previous versions of the selected document
  • Select the version you wish restore, select the Show Actions button (three dots) and select Restore.

Viewing version history via OneDrive website

Restoring version via OneDrive website

Step 4

  • If you see a confirmation message, click OK.
  • The document version you selected becomes the current version. The previous current version becomes the previous version in the list.

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Restore deleted files or folders in OneDrive (website)

Files are recoverable in OneDrive for up to 30 days. After this time they are not recoverable by UTD or Microsoft.

Step 1

  • Go to the OneDrive website and sign in with your UTDallas account

Step 2

  • In the panel on the left-side of the screen select the Recycle bin.

OneDrive Web Recycle Bin

Step 3

  • Right click on the file you want to restore and click the Restore option.

OneDrive Web Recycle Bin Options

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Restore deleted files or folders in OneDrive (Desktop App)

Files deleted from the Desktop App should be sent to your recycle bin or trash folder on your device. You can restore them from that location. If you can’t find the file in the recycle bin or Trash, try restoring from the OneDrive website.

Windows:

OneDrive Restore Option on Windows Desktop

Mac:

OneDrive Restore Option on Mac Desktop

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