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DRAFT © 2015. All Rights Reserved.

California State University, Bakersfield September 21, 2015

Faculty & Staff

OneDrive for Business:

Basics Quick Reference Guide

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REVISION CONTROL

Document Title: O365 OneDrive for Business Basics - QRG.docx

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Table of Contents

1.0 OneDrive for Business Overview ...................................................................................................................... 4

2.0 Accessing your Office 365 Account .................................................................................................................. 5

2.1 Accessing OneDrive from a web browser ............................................................................................... 5

Initializing OneDrive ................................................................................................................... 6

2.2 Accessing OneDrive from the OneDrive App.......................................................................................... 7

2.3 Accessing OneDrive from an Office Application ..................................................................................... 8

3.0 Storing Files in OneDrive .................................................................................................................................. 9

3.1 Dragging Files ......................................................................................................................................... 9

3.2 Uploading Files ..................................................................................................................................... 10

3.3 Saving files to OneDrive........................................................................................................................ 11

4.0 Working with Files ........................................................................................................................................... 12

4.1 Download a File .................................................................................................................................... 12

4.2 Open Online .......................................................................................................................................... 13

4.3 Open in Application ............................................................................................................................... 15

4.4 Open files from Native Applications ...................................................................................................... 16

5.0 Managing Files ................................................................................................................................................ 18

5.1 Create a Folder ..................................................................................................................................... 18

5.2 Copy File to Folder ................................................................................................................................ 18

5.3 Move File to Folder ............................................................................................................................... 19

5.4 Rename File .......................................................................................................................................... 20

5.5 Delete File ............................................................................................................................................. 21

5.6 Restore Deleted Items .......................................................................................................................... 21

5.7 Details ................................................................................................................................................... 23

5.8 Syncing files .......................................................................................................................................... 24

6.0 Sharing and Collaborating .............................................................................................................................. 25

6.1 Sharing files from a web browser .......................................................................................................... 25

6.2 Sharing files from an Office app ............................................................................................................ 26

6.3 Opening a Shared Document ............................................................................................................... 27

6.4 Working on the same document together ............................................................................................. 27

6.5 Version History ...................................................................................................................................... 28

6.6 Viewing files Shared with You ............................................................................................................... 31

7.0 Getting Help .................................................................................................................................................... 32

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1.0 OneDrive for Business Overview

OneDrive for Business is part of the Office 365 suite of applications. It allows you to store, sync, and share

your work documents, photos, videos, documents and other files virtually. Essentially, your documents and

files are in a secure cloud; thus providing you access wherever you have Internet connectivity. More

importantly, you can access your OneDrive from any device – phone, tablet, and computer.

With OneDrive, you have the ability to:

Access and update your files from any device connected to the Internet.

Instantly view pictures you take with your mobile phone on your Windows PC, iOS, or Android device.

Work on a document you create at work on a laptop or computer at home.

Share your documents and files with others

Work on documents with others at the same time.

Create new documents, spreadsheets,

presentations, folders, and more

Upload files and documents

Folder

Sync documents and files with other devices

Share documents, files, and folders

Document Sharing status

Author or person who last modified the document or

file

OneDrive and OneDrive for Business are different products. OneDrive is used for home or personal

accounts through Office 365 Home. OneDrive for Business is an enterprise solution for organizations, like

CSU Bakersfield. The use of OneDrive in the document refers to OneDrive for Business.

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2.0 Accessing your Office 365 Account

You can access OneDrive for Business from your web browser, the OneDrive for Business application, and

from your Office applications, such as Word, Excel, and PowerPoint. The first time you access OneDrive for

business you will need to initialize it.

2.1 Accessing OneDrive from a web browser

You can access OneDrive for Business from a web browser by accessing your Office 365 account. These

instructions will walk you through the steps.

1. Open your web browser and navigate to:

o365.csub.edu

2. On the CSUB page,

Enter your email address ([emailprotected])

Enter your password

Click Sign In

3. Your Office 365 account opens. Click the App

Launcher button, .

4. On the Apps Launcher, click the OneDrive icon,

5. OneDrive opens.

o365.csub.edu

mailto:[emailprotected]

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Initializing OneDrive

Before you begin using OneDrive, you will need to initialize it. The initialization process allows you to

activate OneDrive for uploading, retrieving, and sharing documents and folders. These instructions will walk

you through the process.

1. If you are already signed in, just click the App

Launcher button, .

2. On the Apps Launcher, click the OneDrive icon,

3. OneDrive opens to the Welcome page. To proceed,

click Next

4. You many see different screens as the wizard runs.

When the wizard finishes, click the

5. OneDrive opens.

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2.2 Accessing OneDrive from the OneDrive App

You can access OneDrive for Business from the OneDrive for Business application. These instructions will

walk you through the process.

1. Click the Windows Start button (lower left corner)

2. In the Search box, enter OneDrive

3. Under the Programs section, click OneDrive for

Business

4. On the Sign In page,

Enter your email address, such as

[emailprotected]

Click Next

5. On the CSUB page,

Enter your password

Click Sign In

6. Click Show my files

7. Your local OneDrive folder with copies of your

folders and documents from the cloud.

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2.3 Accessing OneDrive from an Office Application

You can access OneDrive for Business from your Office applications, such as Word, Excel, and PowerPoint.

These instructions will walk you through the process.

8. If this is your first time using OneDrive, you will need to activate it. See Section 2.1.1 Initializing

OneDrive.

9. To sign into your Office 365 account, Click Sign In

10. You will not see the Sign In link, if you are signed into Office 365 already. Instead, you will see your

name in the upper right hand corner. In this case, you can skip these instructions.

11. On the Sign In page,

Enter your email address, such as

[emailprotected]

Click Next

12. On the CSUB page,

Enter your password

Click Sign In

13. You are signed in.

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3.0 Storing Files in OneDrive

You have three ways to store your documents and files to OneDrive. First, you can drag and drop files and

documents from your computer or portable device. Second, you can upload your files and documents to

OneDrive. Lastly, you can save your documents to OneDrive directly.

3.1 Dragging Files

One way to store your files to OneDrive is to drag them. These instructions cover dragging your files to

OneDrive.

1. Make sure you have OneDrive opened.

2. To begin, navigate to the documents you want to

upload to One Drive

3. Arrange your document window and the OneDrive window, so you can see both.

4. Select the documents you want to upload.

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5. Drag the selected documents to OneDrive

Drop here...

6. Your files appear in OneDrive.

3.2 Uploading Files

A second method for storing your files and documents in OneDrive is to upload them. These instructions

cover uploading your files to OneDrive.

1. From OneDrive, click Upload

2. On your computer,

Find and select the documents you want to

upload

Click Open

3. Your files appear in OneDrive.

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3.3 Saving files to OneDrive

A third way for storing documents to OneDrive is to save them using the Save As menu from your Office

products. You must be signed in to your Office 365 account for this function to work. These instructions

cover saving documents to OneDrive using Word 2016 for PC.

14. If this is your first time using OneDrive, you will need to activate it. See Section 2.1.1 Initializing

OneDrive.

15. To begin make sure you are signed into your Office 365 account. If you see your name in the upper

right hand corner, then you are signed. If you are not signed in, see 2.3 Accessing OneDrive from

an Office Application.

16. From your Office application, such as Word 2016,

click the File tab

17. On the Info screen, click Save As

18. On the Save As page, click OneDrive – CSU

Bakersfield.

You should see your email address below it.

19. In the center pane, click the folder called OneDrive

– CSU Bakersfield

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20. On the Save As screen,

Give the file a name

Click Save

21. Your document appears in OneDrive.

22. After your document is saved to OneDrive, your Save button changes to a Sync button .

You can use the Sync button to save any changes to your document and synchronize your changes

with the document copy in OneDrive.

4.0 Working with Files

You can perform several tasks with your files in OneDrive. For example, you can download and open your files.

Additionally, you can create new files using the online applications, such as Excel, Word, and PowerPoint.

4.1 Download a File

You can download your files to your local computer. Downloading a file involves copying the file from OneDrive

to your local computer’s hard drive. Any changes you make to the local copy will not appear in the file on

OneDrive. These instructions will guide you in downloading a file.

1. From OneDrive,

Locate the file you want to download

Click the button

2. From the pop-up menu, click Download

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3. On the Opening … window,

Click Save File

Click OK

4. Most web browsers will save your file to your

computer’s Downloads folder.

Navigate to your Downloads folder

Double-click the downloaded file

5. The file opens in the appropriate application, in this

case, PowerPoint

4.2 Open Online

You can open Word, Excel, and PowerPoint documents from OneDrive. The documents will open in their

Online equivalent, such as Word Online, etc. The advantage of this option is your changes are available on

any device that you use with OneDrive, as well as anyone that you have shared the document with. These

instructions will assist you.

1. From OneDrive,

Locate the file you want to open

Click the document, such as Constitution

Draft

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2. The document opens in the appropriate Online

application, in this case, Word Online.

3. To print the document, click the icon

4. The Print option creates a PDF document. To view

the PDF, click the link.

5. Depending on your browser, the file opens in a new

browser window. To print the PDF, click the Printer

icon.

6. Return to OneDrive by clicking the appropriate tab

7. On the PDF screen, click Close

8. To edit the document the document online, click

Edit Document

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9. Select Edit in Word Online

10. Make your changes. The Online applications will

save your changes automatically. The document

status appears at the bottom of the screen.

4.3 Open in Application

You can open your documents in native Office applications. This process downloads a copy of the document

and then launches the appropriate application. When you choose to this option, your changes are not stored

in the OneDrive copy of your document. If you shared this document with others, they will not see your

changes. These instructions will assist you.

1. From OneDrive,

Locate the file you want to download

Click the document, such as Constitution

Draft

2. The document opens in the appropriate Online

application, in this case, Word Online.

3. To print the document, click the icon

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4. The Print option creates a PDF document. To view

the PDF, click the link.

5. Depending on your browser, the file opens in a new

browser window. To print the PDF, click the Printer

icon.

6. Return to OneDrive by clicking the appropriate tab

7. On the PDF screen, click Close

8. To edit the document the document online, click

Edit Document

9. Select Edit in Word Online

10. Make your changes. The Online applications will

save your changes automatically. The document

status appears at the bottom of the screen.

4.4 Open files from Native Applications

You can open a document stored in OneDrive, from most Office applications, such as Word, Excel, or

PowerPoint. The advantage of this option is your changes are sync’ed with OneDrive, as well as anyone that

you have shared the document with.

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1. Before you begin, you should:

Activate OneDrive, see Section 2.1 Initializing OneDrive.

Access OneDrive from your Application, see Section 2.3 Accessing OneDrive from Office

2. From your Office application, such as Word 2016,

click the File tab

3. On the Info screen, click Open

4. On the Open page, click OneDrive – CSU

Bakersfield.

You should see your email address below it.

5. If necessary navigate to the desired folder, then

click the desired document.

6. Your document opens in your application. You can

make any changes are additions.

7. After your OneDrive document is opened, your Save button changes to a Sync button .

You can use the Sync button to save any changes to your document and synchronize your

changes with the document copy in OneDrive.

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5.0 Managing Files

5.1 Create a Folder

You can create folders to keep your files and documents organized.

1. From the OneDrive, click New

2. From menu, click Folder

3. On the Folder screen,

Give the folder a name

Click Create

4. Your folder appears in OneDrive

5.2 Copy File to Folder

You can copy files to a folder. This is helpful, if you want to retain the original version of a file or document.

1. From OneDrive,

Locate the file you want to copy

Click the button

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2. From the pop-up menu, click Copy to

3. On the Copy Item to:

Select the desired folder

Click Copy

4. Your file or document appears in the selected folder

5.3 Move File to Folder

You can move your documents or files to a folder. This is helpful, if you want to organize related items

together.

1. From OneDrive,

Locate the file you want to copy

Click the button

2. From the pop-up menu, click Move To

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3. When the Move item to screen appears,

Navigate to the desired folder

Click Move

4. Your file or document appears in the selected folder

5.4 Rename File

On occasion, you may need to rename a file or document. You can easily perform this operation in

OneDrive.

1. From OneDrive,

Locate the file you want to rename

Click the button

2. From the pop-up menu, click Rename

3. When the Rename box appears,

Enter the new name

Click Save

4. Your file or document has a new name.

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5.5 Delete File

You can delete files from OneDrive.

1. From OneDrive,

Locate the file you want to delete

Click the button

2. From the pop-up menu, click Delete

3. When the Delete Confirmation appears,

Click Delete

4. Your file or document disappears from the selected

folder

5.6 Restore Deleted Items

When you delete documents, files, or document versions, the items are placed in the OneDrive Recycle Bin.

The OneDrive Recycle Bin allows you to restore selected items, delete selections, and empty the Recycle

Bin. These instructions will assist you with this tasks.

1. From the folder pane, click Recycle bin

2. The recycle bin opens.

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3. To restore a selection,

Check the desired document

Click Restore Selection

4. At the confirmation message, click OK

5. The item is moved to your Files folder

6. To delete one or more items,

Click the desired document(s)

Click Delete Selection

7. At the confirmation message, click OK

8. The item(s) are removed from your Recycle bin

folder

9. To empty your Recycle bin, click Empty Recycle

Bin

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10. At the confirmation message, click OK

11. All items are removed from your Recycle bin

5.7 Details

With Details, you view information about your files and documents. This information includes general

information, recent activity, and sharing status.

1. From OneDrive,

Locate the file you want to copy

Click the button

2. From the pop-up menu, click Details

3. The details shows a preview, link, sharing status, recent activity, and file information

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5.8 Syncing files

You can view your OneDrive files from your computer without using a web browser. All your changes will sync

to OneDrive in the cloud, whenever you have an Internet connection. For the sync to work, you will need to be

signed into your Office 365 account and the OneDrive for Business app.

1. For the sync to work, you will need to be signed into your Office 365 account and the OneDrive for

Business app

2. From the OneDrive, Sync

3. At the prompt, click Sync now

4. If this is your first time syncing, you may see this

message. To continue, click Sync Now

5. Click Show my files

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6. Your local OneDrive folder with copies of your

folders and documents from the cloud.

6.0 Sharing and Collaborating

You can share your documents with OneDrive for Business or from your Office application. Additionally, more

than one person can work on a document at the same time.

Documents and files stored in OneDrive for Business are tied to an individual. If the individual

leaves the university, their documents and files leave with them. As such, you will lose access to

these files and documents.

6.1 Sharing files from a web browser

When working with OneDrive using your web browser, you can quickly share a document or file with others.

1. From OneDrive,

Locate the file you want to share

Click the button

2. From the pop-up menu, click Share

3. The Share window opens.

Type the names or email addresses of each

person you want to share the document with

As you type, suggestions will appear. When

you see the name you desire, click it to add it

to your list.

4. Select the permission that you want to grant the

people. Your choices are:

Can Edit – read and make changes

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Can View - read only

5. Type a message to send all the people, you are

sharing with.

The email will contain a link to the shared

document.

6. (Optional)

If you prefer not to send an invitation and simply

just share the document.

Leave the message field blank

Uncheck Send an email invitation

7. When you are finished, click

6.2 Sharing files from an Office app

While working in an Office application (Word, Excel, or PowerPoint), you can share your document with others.

1. Before you share a document, you should:

Activate OneDrive, see Section 2.1 Initializing OneDrive.

Access OneDrive from your Application, see Section 2.3 Accessing OneDrive from Office

Save the document to OneDrive, see Section 3.3 Saving files to One Drive

2. To share the document, click Share

3. In Share pane,

In the Invite People, enter the names of

the people you want to share the document

with. You can also click the Address Book,

to search for names.

Select a permission, such as Can Edit

Enter a message

Click Share

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6.3 Opening a Shared Document

When a document is shared with you, you can open it from OneDrive or from the sharing invitation. These

instructions will guide you.

1. From the folder pane, click Shared with me

2. The folder opens. If you were granted edit

permission, you can edit this document like any

other document.

6.4 Working on the same document together

One advantage of using OneDrive is the ability to collaborate on documents. Essentially, one or more

people can edit a document at the same time. These instructions will cover this process.

1. To begin, you will need to share the document. For instructions on sharing a document, see sections

6.1 or 6.2

2. From OneDrive,

Locate the file you want to open

Click the document, such as Constitution

Draft

3. The document opens in the appropriate Online

application, in this case, Word Online.

4. To edit the document the document online, click

Edit Document

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5. Select Edit in Word Online

6. Once the document opens, you can begin editing.

7. When other are sharing the document, a notification

box will appear.

Click the box to see the participants.

8. As others edit the document, flags will appear in the document representing their contributions.

6.5 Version History

Whether you are revising a document or collaborating on a document with others, you can view the version

history of the document. Additionally, you can view prior versions.

1. From OneDrive,

Locate the file you want to work with

Click the button

2. From the pop-up menu, click Version History

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3. The Version History opens. It shows it version of the document, person who modified the document,

and more.

4. To open a version, click the date

5. When the Launch Application opens,

Click Microsoft Office 2016

Click OK

6. Click OK

7. The document version you selected opens in

Microsoft Office 2016.

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8. To restore a version, click the down arrow beside the

desired version date

Restore replaces the current version. It is added as

another version, which allows you to revert back.

9. From the menu, click Restore

10. Click OK

11. To delete a version, click the down arrow by the date

12. Click Delete

13. Click OK

Delete moves the document to your OneDrive

Recycle Bin. If you need to recover the deleted

version, you can restore it from the OneDrive

Recycle Bin.

14. To delete all versions, Delete All Versions

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6.6 Viewing files Shared with You

You can easily view files that are shared with you in OneDrive for Business. These instruction will guide you

in this process.

3. When you open OneDrive, your folder pane is

located on the left.

4. To access the files shared with you, click Shared

with me

5. The folder opens to show files shared with you. You can work with files, just like any other OneDrive

file or document.

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7.0 Getting Help

If you are unsure or need assistance, please refer to the resources below:

Resources on the Web

OneDrive Business

https://www.csub.edu/training/pgms/onedrv/index.html

For Office 365 questions or issues

Email [emailprotected]

For general training questions or information

Tammara Sherman, Ed.D.

Campus Training

661-654-6919

[emailprotected]

www.csub.edu/training/index.html

For help with computer-related Issues

Help Desk

661-654-2307

[emailprotected]

mailto:[emailprotected]

mailto:[emailprotected]

mailto:[emailprotected]

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FAQs

Is there a difference between OneDrive and OneDrive for Business? ›

Both OneDrive versions support seamless file sharing and collaboration. OneDrive for Business, however, offers more in-depth control over file permissions and integrates with Microsoft Viva for enhanced internal communication.

How to access OneDrive PDF? ›

Click a PDF in your OneDrive or team site library, and you might notice that it opens automatically in your browser's built-in PDF reader. You can use this PDF reader to view your PDF, with no need for an additional viewer application on your computer.

How to setup OneDrive PDF? ›

The easiest way to get started is to drag and drop files into OneDrive. After you install the app, find the OneDrive folder on your PC or Mac. Or visit OneDrive.com and drag files into the browser window. You can add files from your mobile device using the OneDrive app.

What is OneDrive for Business basic? ›

OneDrive for Business is a central location where you can store all of your organization's data, resulting in easier collaboration. Employees can access files faster and more conveniently because they know where they're placed.

What are the disadvantages of OneDrive for Business? ›

The disadvantages of OneDrive are limited sharing options, limited file management, and limited desktop synchronisation settings. Limited Sharing Options: OneDrive's sharing options are limited compared to other cloud storage services, making sharing files with non-Microsoft users difficult.

How do I tell if I have OneDrive or OneDrive for Business? ›

A blue cloud icon will open OneDrive for work or school, and a white cloud icon will open OneDrive for home. Select Help & Settings > Preferences. Select About, and under About Microsoft OneDrive the build number will indicate if the architecture is "Standalone", "Apple silicon", or "Preview".

How do I access files from OneDrive? ›

  1. Sign in to OneDrive.com with your personal Microsoft account.
  2. In the left pane, under OneDrive, select Shared. Files or folders shared with you appear under the names of the people who shared them.
  3. Select a file or folder to open it, just as you would any other item in OneDrive.

Can I access my OneDrive from any computer? ›

When you're constantly on the move, whether working at home or during your commute, saving your files to the cloud in OneDrive for Business lets you access your files from anywhere and on any device.

How to use OneDrive step by step? ›

Toolbar
  1. Select New to create files or folders.
  2. Select Upload to add files or folders to your OneDrive storage.
  3. Select Sort. to change how you'd like to view your files.
  4. Select View. to change the view.
  5. Select Information. to see details like who Has Access and Activity. ...
  6. Use keywords and tags to Search for files or folders.

What are the three view options on OneDrive? ›

OneDrive runs all the time in your bottom right taskbar on your Windows machine. The three options on your local OneDrive are Open Folder, View Online, and Recycle Bin.

How do I connect Acrobat to OneDrive? ›

Choose Home > Add file storage, then select the Add button for OneDrive. (Alternatively, you can add an account from the custom open/save dialog). Enter your OneDrive account's email address in the Sign In dialog box, and select Continue. You may be prompted to choose your account type – personal or business.

Can I use OneDrive as a server? ›

OneDrive is primarily designed as a cloud storage and file-sharing service rather than a traditional file server. However, it can serve as a powerful cloud-based alternative to traditional file servers, offering several advantages such as anytime access, real-time collaboration, and robust security features.

Who can access my OneDrive for Business? ›

The OneDrive library provided for you is typically protected from public viewing by default. Only you can access personal documents and media files that you store in it unless you explicitly share a folder of documents or a single document with other people in your organization for reviewing or co-editing.

What license is needed for OneDrive for Business? ›

A SharePoint license for each user. Users with a SharePoint license can use OneDrive for Business. For SharePoint Online, Microsoft 365 subscriptions come with SharePoint Online licenses.

Can I have both OneDrive and OneDrive for Business? ›

You can have both a personal account and OneDrive for work or school accounts. To add an additional account: Open the OneDrive app and select Sign in.

How do I convert OneDrive to OneDrive for Business? ›

In File Explorer, open your synced OneDrive folder. By default, your synced OneDrive folder is located in c:\users\username\OneDrive. It should also appear under your favorites. Select and drag the files you want from your OneDrive personal folder to your new OneDrive for work or school folder (OneDrive - Contoso).

Is OneDrive for Business worth it? ›

Likes and dislikes about OneDrive for Business

Microsoft has given very decent storage size online, 1TB of storage for every user. It works as a backup solution too, so we dont need to invest on user data backup solution separately. It is easy to share data and collaborate with anyone within the organization.

Why do I have OneDrive for Business? ›

It lets you store and protect your files, share them with others, and get to them from anywhere on all your devices.

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