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Access and Use OneDrive
Store, access, and manage your FAU files using Microsoft OneDrive.
Microsoft OneDrive is FAU’s cloud storage service included with Microsoft 365. Active FAU students, faculty, and staff can use OneDrive to store, access, sync, and share files.
OneDrive is best for files you own, personal work files, drafts, and files shared with a small number of people. Files that belong to a department, project, committee, or other long-term group should be stored in the appropriate shared Microsoft 365 location.
- Go to OneDrive on the web.
- Sign in with your full FAU email address.
- Complete FAU sign-in and Microsoft Authenticator verification if prompted.
- Your FAU OneDrive files will open.
Upload a file or folder
- Open OneDrive on the web.
- Select Add new or Upload.
- Select the file or folder you want to upload.
Create a folder
- Select Add new.
- Select Folder.
- Enter a folder name and create the folder.
Download a file or folder
- Select the file or folder.
- Select Download.
You can also use the search box in OneDrive to locate files and folders.
- Search for the file in OneDrive on the web.
- Try opening the file from OneDrive online.
- If the file is in a shared folder, confirm that you still have access.
- Check the OneDrive cloud icon on your computer for sync errors.
- Check the recycle bin for deleted items.
Set Up and Sync OneDrive
Access OneDrive files from File Explorer or Finder and manage sync settings.
The OneDrive sync app connects files on your computer with OneDrive online. Changes made to synced files can update between your computer and OneDrive.
- Select Start and search for OneDrive.
- Open the OneDrive app.
- Enter your full FAU email address.
- Select Sign in.
- Complete FAU sign-in and Microsoft Authenticator verification if prompted.
- Follow the OneDrive setup prompts.
After setup, your FAU files should appear in File Explorer under OneDrive - Florida Atlantic University.
If another OneDrive account is already configured, open the OneDrive cloud icon, go to Settings, and use the account options to add your FAU account.
- Open OneDrive from Applications or Spotlight Search.
- If OneDrive is not installed, install the Microsoft OneDrive app.
- Enter your full FAU email address.
- Select Sign in.
- Complete FAU sign-in and Microsoft Authenticator verification if prompted.
- Follow the OneDrive setup prompts.
After setup, your FAU OneDrive files should appear in Finder under OneDrive - Florida Atlantic University.
Open OneDrive settings
- Select the OneDrive cloud icon in the Windows notification area or Mac menu bar.
- Select the gear or settings option.
- Select Settings.
Choose which folders appear on your computer
- Open OneDrive Settings.
- Open the account or sync options.
- Select Choose folders.
- Select the OneDrive folders you want available on that computer.
- Confirm that you can access the file in OneDrive on the web.
- Check the OneDrive cloud icon for an error, sign-in prompt, or paused status.
- Resume syncing if OneDrive is paused.
- Close and reopen OneDrive.
- Restart the computer if the problem continues.
- If OneDrive still does not sync, contact the Help Desk.
If OneDrive works online but does not sync on the computer, the issue is likely related to the OneDrive sync app or the device.
Share Files and Folders
Share OneDrive files with other people.
Files and folders stored in OneDrive are private until you choose to share them. For the most consistent access to sharing options and permissions, use OneDrive on the web.
Recommended: Use Specific people or People you choose for most sharing. This limits access to the people you select.
- Open OneDrive on the web and sign in with your FAU account.
- Select the file or folder you want to share.
- Select Share.
- Open the sharing or link settings.
- Select Specific people or People you choose.
- Select whether recipients can view or edit.
- Enter the recipient’s email address.
- Select Send.
Sharing a folder: A person who has access to a folder may also have access to files added to that folder later. Review the folder contents and permissions before sharing.
- Specific people / People you choose: Recommended for most sharing. Only the people you specify receive access.
- Can view: Use when recipients only need to read or download the file.
- Can edit: Use when recipients need to make changes.
- People with existing access: Creates a link for people who already have access without granting new access.
To share with someone outside FAU, use Specific people, enter the recipient’s full external email address, and select whether they can view or edit the item.
The recipient will receive a Microsoft sharing invitation and may be asked to verify their identity using a code sent to their email address.
If OneDrive sync is set up on your computer, you can also share files and folders directly from your FAU OneDrive folder.
Windows
- Open File Explorer.
- Open OneDrive - Florida Atlantic University.
- Right-click the file or folder you want to share.
- Select Share.
- Select the appropriate recipients and permissions.
Mac
- Open Finder.
- Open OneDrive - Florida Atlantic University.
- Right-click or Control-click the file or folder.
- Select Share.
- Select the appropriate recipients and permissions.
Manage Sharing Access
Review who has access to your files and change or remove sharing permissions.
For the most consistent access to sharing and permission settings, manage access using OneDrive on the web.
- Open OneDrive on the web.
- Select Shared.
- Open the area showing files Shared by you.
- Select the file or folder you want to review.
- Select Manage access.
- Review the people, groups, and sharing links that have access.
If an item is shared more broadly than needed, remove the broader access and share it again with Specific people.
From Manage access, available options may include:
- Change a person between view and edit access.
- Remove access for a specific person.
- Delete a sharing link.
- Remove direct access when available.
- Stop sharing the file or folder entirely.
Important: Removing a sharing link can affect everyone who uses that link. Review the current access before removing it.
- Confirm that the file was shared with the correct email address.
- Open the file in OneDrive on the web and review Manage access.
- Confirm that the person still has access.
- For external recipients, ask them to check for the Microsoft sharing invitation or verification email.
- If the item is stored in a shared Microsoft 365 location, access may be controlled by that location.
Shared and Synced Folders
Access shared Microsoft 365 folders through OneDrive and File Explorer or Finder.
Folders shared through Microsoft Teams, SharePoint, or another Microsoft 365 location can sometimes be accessed through OneDrive and may also appear in File Explorer or Finder.
If a Microsoft 365 folder is shared with you, you may be able to add a shortcut to OneDrive.
- Open the shared folder online.
- Select the folder you want to add.
- Select Add shortcut to My files.
- Allow time for OneDrive to update.
- Open OneDrive - Florida Atlantic University in File Explorer or Finder.
- Look for the shared folder shortcut.
The shortcut provides easier access to the shared folder but does not change who owns the files or the permissions assigned to the folder.
Start syncing
- Open the shared folder or document library online.
- Select Sync.
- Allow the browser to open Microsoft OneDrive if prompted.
- Follow the OneDrive prompts to begin syncing.
Once syncing begins, the shared location may appear in File Explorer or Finder separately from your personal FAU OneDrive files.
Stop syncing
- Select the OneDrive cloud icon.
- Open Settings.
- Open the account or sync settings.
- Find the shared location you no longer want to sync.
- Select Stop sync.
- Confirm the change if prompted.