Microsoft OneDrive on Windows 10 beginner’s guide
Are you new to OneDrive on Windows 10? If so, use this guide to get started with the cloud storage service.
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OneDrive is the cloud storage service that Microsoft offers to store all your files securely in one place, which you can access virtually from anywhere.
The service works like a traditionalexternal drive, but with the difference that it is available through the internet and offers additional features. For example, since it works across devices and platforms, you can create a file on one device and pick up where you left off on another (desktop computer, laptop, tablet, or phone) without having to transfer anything to a USB flash drive or email it to yourself, which not only creates extra steps but also creates unnecessary copies. Also, OneDrive makes it easy to share content with others and collaborate in real time using the Microsoft 365 integration.
If you use aWindows 10device, you get even more features. When setting up the service with a Microsoft account on your computer, you can also sync and roam your system preferences and many settings (includingBitLockerrecovery keys) across your devices. Files On-Demand is another cool feature that allows you to access all your files without downloading them, saving a lot of local storage. And since the data is stored in the cloud, you can use it as a data recovery mechanism if the computer breaks or is stolen.
Thisguidewill walk you through creating an account, setting up the client, and performing everyday tasks with OneDrive.
How to create account for OneDrive
Whether you use Windows 10 or macOS or have an iPhone or Android phone, you will need a Microsoft account to use OneDrive. If you have a @outlook.com, @live.com, @hotmail.com email address or Xbox network account, you already have a Microsoft account and can access the cloud storage service.
To create a new OneDrive account, when you don’t have a Microsoft account, use these steps:
Once you complete the steps, connect the account to Windows 10 and start using OneDrive.
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How to set up OneDrive on Windows 10
On Windows 10, when setting up a new installation, OneDrive is usually automatically configured once you add a Microsoft account to create a system account. However, if this is not the case, or you are setting up the cloud service with a new account, you will need to configure the service manually.
Setting up OneDrive on your device is a straightforward process. Here’s how:
After you complete the steps, OneDrive will be ready to start uploading files.
How to upload files to OneDrive
OneDrive connects seamlessly with File Explorer to make uploading files super easy.
To upload documents and other files to OneDrive on Windows 10, use these steps:
Once you complete the steps, the files and folder in the OneDrive location will automatically sync to the cloud.
Of course, this is only one way to upload files. You can alwayscutandpastethe files into the OneDrive folder. Or you can select the files and use the “Move to” option available in the “Home” tab of File Explorer.
In the future, instead of continually making transfers manually, remember that within the application, you can always save files directly into the OneDrive folder.
If you have many files, 5GB of storage may not be enough with the free account. As a result, we recommend opting into one of the Microsoft 365 plans, as it comes with 1,000GB of OneDrive storage and additional perks. For instance, with the subscription, you get access to the Office apps, Microsoft Family Safety, Microsoft Teams (consumer), and other features like Microsoft Editor, PowerPoint Presenter Coach, and more.
Furthermore, with the subscription, you canpurchase an additional 1TB of storagefor a total of 2TB.
Microsoft 365 (Office 365) gives you full access to all the apps and perks, such as 1TB OneDrive storage and Skype minutes. You can also install Word, Excel, PowerPoint, Outlook, and other apps on up to five devices, and depending on the subscription, you can share the account with up to six people.
How to select folders available locally in OneDrive
You can also choose which folder will be accessible locally from File Explorer.
To choose the OneDrive folders available through File Explorer on Windows 10, use these steps:
Once you complete the steps, only the selected folders will be available as files on-demand, and any other folder will be hidden from File Explorer.
How to determine sync status badges in OneDrive
OneDrive uses at least ten different badges to indicate the status of the app and file syncing process.
OneDrive icon status
Files and folders statuses
How to use Files On-Demand with OneDrive
OneDrive Files On-Demand is a feature that enables you to access your entire collection of files using File Explorer without having to download them to your device.
When the feature is enabled, OneDrive will only download small pieces of information to make the content visible on the computer, allowing you to sync hundreds of gigabytes without utilizing the local space quickly. However, you will need an internet connection to open files that you do not explicitly make available offline or did not already open.
Files On-Demand should be enabled by default, but you can change the settings with these steps:
Once you complete the steps, OneDrive Files On-Demand will be enabled on the device.
Manage Files On-Demand
You can also manage your files in different ways. Here’s how:
After you complete the steps, depending on your selection, the files will always be kept on the device or only with an internet connection to save storage space.
How to share files with OneDrive
You can also use OneDrive to share files with family, friends, or colleagues. Instead of copying files using a USB flash drive or sending emails, the cloud storage service lets you share virtually any file with anyone. This is possible by creating a secure link that others can use to access the content, and you can revoke it at any time.
To share files with OneDrive on Windows 10, use these steps:
After you complete the steps, the recipient will receive the link to access the shared files. If you copied the link, you could paste the link on an email or social media post to share the content.
Stop sharing file in OneDrive
To stop sharing a particular file stored in the cloud, use these steps:
Once you complete the steps, the files will no longer be accessible by other people.
How to restore previous version of files in OneDrive
Similar to the web version, the OneDrive integration with File Explorer includes “version history,” a feature that allows you to view and restore older versions of files, including Office documents, pictures, videos, and virtually any type of files, including folders.
To view and restore a previous version of a file in OneDrive, use these steps:
After you complete the steps, the version you selected will replace the older version of the file available in the cloud storage service.
How to set up Personal Vault with OneDrive
Personal Vault is a feature available for OneDrive users that provides a protected area to store sensitive files (such as confidential documents, personal records, pictures, etc.) using more robust security with two-factor authentication like biometrics, PIN, as well as email or phone code, in addition to the typical sign-in process to access the service.
To set up OneDrive Personal Vault, use these steps:
Once you complete the steps, you can start saving files to the secure area of OneDrive. If you have additional devices, you must repeat the instructions anywhere you want to access the files.
The feature is available at no extra cost, but you will need a Microsoft 365 subscription to store more than three files. (You can always get aroundthis limitation using this workaround.)
If you want to reaccess the files, you can open Personal Vault by double-clicking the icon inside the OneDrive folder and following the on-screen directions to sign in. The folder will eventually close automatically, but you can lock it by right-clicking the icon and selecting theLock Personal Vaultoption. (You can learn more about using this security featurewith this guide.)
How to check storage usage in OneDrive
Microsoft offers a free tier of OneDrive, but it includes only 5GB of space. If you plan to store a lot of data (including photos and videos), you can always upgrade your account to 100GB by opting into a$1.99 per-month subscription.
If you need even more storage, you can switch to aMicrosoft 365 Personal subscription, which includes 1TB of OneDrive storage and access to the suite of Office applications and much more.
To view the current storage usage of OneDrive, use these steps:
If you are running low on space, click the"Get more storage"button to open OneDrive on the web to select the subscription plan that best fits your situation.
More resources
For more helpful articles, coverage, and answers to common questions about Windows 10 and Windows 11, visit the following resources:
Mauro Huculak has been a Windows How-To Expert contributor for WindowsCentral.com for nearly a decade and has over 15 years of experience writing comprehensive guides. He also has an IT background and has achieved different professional certifications from Microsoft, Cisco, VMware, and CompTIA. He has been recognized as a Microsoft MVP for many years.
