OneDrive of Microsoft 365: What it is and how it works
What is OneDrive? It's a cloud-based storage service from Microsoft 365 that allows users to store files online, access them from different platforms, and share them.
Advantages include automatic data backup, integration with Microsoft Office applications, and easy file sharing. It provides storage space to team members and seamlessly integrates with SharePoint.
In this article, we'll show you what OneDrive is, how to use it, and its key features to help you make the most of it in your work.
What you will find in this article
What is OneDrive
No matter where you are, you can share resources with whoever you want from any platform you're working on: this is the underlying principle of OneDrive, the cloud storage system of Microsoft 365.
But what is a cloud storage system?
In a nutshell, it's a virtual location where you can save all your documents and files on the Internet.
You can save your files in OneDrive and have them automatically synchronized across other devices, facilitating access and collaboration on the same document from multiple locations. It offers straightforward access to cloud storage space and provides options for sharing content with others.
Everyone with a Microsoft account has access to OneDrive. You can opt for any OneDrive plan, offering 5GB of free storage, or as a Microsoft 365 subscriber, you'll enjoy 1TB of storage.
This is particularly appealing to enterprises requiring substantial data storage capacity. Although primarily a cloud storage platform, OneDrive offers more versatility once you delve into its features. Some organizations utilize it for document management systems or as a backup solution for critical files, among other uses.
Let's go deeper into the advantages of Microsoft OneDrive.
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The main advantages of OneDrive
The main features of OneDrive are, as anticipated, its cross-platform sync and compatibility.
OneDrive allows you to create files on your computer and edit them on a tablet or smartphone while saving all of your changes. Windows Phone, Android, iOS, and Xbox are all supported.
You can access the same file from any device without having to send it via email or save it to a memory stick. Furthermore, you can track changes in real time and access all previous versions of a document.
Changes can also be made by another person with whom you've shared the file, allowing you to easily collaborate on the same project.
Another significant feature of OneDrive is the ability to quickly create and edit Word, Excel, PowerPoint, and OneNote documents using online versions of these programs.
All you need is a device and an internet connection.
However, after you've synchronized the cloud folder to your desktop, you can access all your stored files even offline.
You won't have to worry about backing up your data because any changes you make will be automatically saved on all synchronized devices. To avoid data loss, all you have to do is enable the autosave option.
Another feature, called Personal Vault, allows users to store important files with additional protection. Personal Vault allows users to access stored files only with a strong authentication method or adding another layer of identity verification. For example, biometric authentication, PIN, or a code sent to the user via email or SMS.
How OneDrive works
To make the most of OneDrive, users can seamlessly access Word, Excel, and PowerPoint documents directly from the platform without downloading, especially since it's typically integrated into Windows 11.
You'll need a Microsoft account and an Outlook, Hotmail, or Live email address to use OneDrive.
If you have a Windows 10 or Windows 11 operating system, your Microsoft account is already set up. All you have to do is click on the white cloud next to the date and time on your desktop. Alternatively, go to Start and select OneDrive from the drop-down menu.
Then, enter your Microsoft account information (email address and password), and Microsoft OneDrive will be immediately available.
Click Sign in, log in to your Microsoft account, and select the default location on your computer for the OneDrive folder. This folder contains all of the documents and files that are synchronized with your computer and stored in the cloud. You can choose between storing data on OneDrive or File Explorer and using it as a backup platform.
What is OneDrive used for?
OneDrive for Business
OneDrive for Business caters to companies' specific needs in efficiently managing their objectives. Thanks to OneDrive, organizations can seamlessly organize, store, and share documents among team members, fostering smooth real-time collaboration and ensuring the utmost security for sensitive business data.
Within OneDrive for Business, each member of the company's team is allocated storage space, ranging from 1 TB to unlimited storage per user, based on the type of Microsoft 365 license acquired. The integration with SharePoint in Microsoft 365 not only enhances storage capabilities but also optimizes collaboration processes, empowering teams to collaborate effectively on diverse projects and documents.
Personal use: OneDrive on your smartphone or tablet
For added personal convenience, OneDrive extends its features to smartphones and tablets via dedicated applications for Android and iOS devices. Users can simply download the app, log in with their business accounts, and unlock the full potential of OneDrive on their mobile devices. This seamless mobile integration empowers users to effortlessly create new folders, upload or edit files on the fly, and efficiently manage data directly from their smartphones or tablets.
The OneDrive mobile app enables users to expand collaboration beyond traditional office settings. With just a few taps, users can invite others to view or collaborate on files directly from their mobile devices. This smooth integration of mobile capabilities not only boosts productivity but also cultivates a culture of collaboration and adaptability within the organization.
