Access OneDrive online

1. Log in to mail.utoronto.ca
2. OneDrive is accessed from the Application Launcher. Access OneDrive by clicking on the waffle in the top left corner of your online UTmail+ inbox.
3. Click on OneDrive.
   
   

Navigate OneDrive online

1. On the left side the list of files and folders appears as the default starting view:
   
   
   
   
   • My files show files you uploaded.
   • Recent shows files used most recently.
   • Shared shows files that have been created by others and shared with your account – these files are those located elsewhere in the Microsoft 365 tenant and owned by someone else. You may have viewing or editing rights to these files or folders.
   • Recycle Bin shows files that have been deleted but not purged from your OneDrive space.
2. At the top of the screen are core OneDrive functions:
   
   
   
   
   • Search – Use keywords to locate files in your OneDrive space
   • New – Enables the creation of new documents in the Online Office applications – Word, Excel, PowerPoint, OneNote – the selection appears in a drop-down list
   • Upload – Add files to the OneDrive space. Uploaded files may be up to 10GB in size
   • Sync – Sync files between multiple devices to get the latest file versions
3. Select an item or multiple items to see associated OneDrive functions.
   
   
   
    
   
   
   
   • Share – Use SHARE to permit others to view and/or edit specific files or folders
     
     • IMPORTANT – BE VERY CAREFUL HOW DOCUMENTS ARE SHARED. MAKE SURE TO DOUBLE-CHECK THE NAMES OF PEOPLE PERMITTED TO SHARE THE DOCUMENT(S).
     • NOTE THAT YOU MAY VIEW SHARING PRIVILEGES AT ANY TIME AND THAT SHARING RIGHTS MAY BE REVOKED AS NEEDED
   • Copy Link – Lets you create a link to a document that may be sent to others to they may access your file. When sharing with someone outside the University, an expiry may be attached to the file such that access may be automatically revoked by disabling the link.
   • Request files – Request a file from people via a link or direct email invite. The recipients will see the request name you input and can upload a file as requested.
   • Download – Documents may be taken down from the OneDrive and stored on a local device or network storage (i.e., your computer’s hard disc or the departmental network).
     
     • NOTE: When a file is downloaded, its connection to the OneDrive is broken. The file is duplicated locally. If you edit the document and want the changes preserved on OneDrive, the file must be uploaded again. A message will appear advising that the new file has the same name as the one on OneDrive – so if the edited file is to replace the existing OneDrive file, then accept the replace option. Otherwise, upload the file with a different name or to a different location on OneDrive.
   • Sort – Provides a variety of options for listing the files in OneDrive
   • The “Quadrant Box” – Toggles the file display of files between a list format and a tile format.
   • The “I” Info icon — Shows access and update history about the document and the people to whom access has been granted.

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