One question that gets asked several times while we are working from home is “where does OneDrive fit in?” Microsoft’s cloud-based file saving program can do more than just securely store your files; it can also act as an always-on backup source, a collaboration tool, and more.

There are several ways that you can maximize your OneDrive usage that are simple to do and can enhance your experience greatly. Here is a quick How-To on getting the most out of your OneDrive experience.

  • Auto-uploading your photos on Mobile. It can be cumbersome to upload your pictures from your mobile device directly to a computer. Some smartphones and tablets require a specific program to upload any kind of documents to your PC.Using OneDrive’s Auto-upload feature will automatically send your pictures to your OneDrive, giving you the option to free up space on your device after the photo has been uploaded.
    • In the OneDrive app, tap the Me option.
    • Choose Settings, then Camera upload.
    • Set Camera upload to On. You can also choose to include videos as well.
    • To preserve your battery when uploading, select the Upload only when charging. 
  • Set Expiration Dates when sharing files/folders & passwords on links. Security should always come first when sharing important files. If you only want those who you are sharing your files with to have limited access, you can set an expiration date. You can set your file expiration date by:
    • Clicking the ellipses (…) Button on the file or folder you wish the temporarily share.
    • Choose Share, then Link Settings, and Add Expiry Date.
    • After your chosen date passes, the link will no longer function.

If you are sending private information through OneDrive, we would recommend locking the file with a password.

  • Choose an album or a file and click Share.
  • Choose if you want the contents to be editable or read-only.
  • Check the Set Password Button, then Add a New password.
  • Use Built-In Office Lens on the Mobile App. Never heard of Office Lens? It’s a free mobile app within the Microsoft 365 suite that allows you to take pictures of documents, whiteboards, and business cards, and save to an image or PDF. However, many people do not know that it is also built-in to the OneDrive App.
    • From the home screen of the OneDrive App, choose the Camera
    • Choose whether you’re capturing a document, whiteboard, business card, or a photo by scrolling below the shutter button and take the shot.
    • The app will optimize the shot depending on which option you choose.
    • Use the guide on screen to frame the shot so Lens will scan the details properly.
    • Name your file and choose where it goes in your OneDrive.

You can also choose whether the picture is only available through OneDrive or if a copy is locally available on your device.

  • Share folders and allowing editing outside of Microsoft. If you have a document in your OneDrive that you wish to share with someone that does not have a OneDrive or Microsoft account, you can share through a link.
    • Right-click the document (or folder) in your File Explorer
    • Choose Share a OneDrive Link.
    • Customize whether the document can be edited or read-only.

This is very useful as not everyone has a Microsoft account but keep in mind their editing capabilities are limited through the capabilities of the mobile browser.

  • Use the web browser option if needed. For the instances that you may not have access to your computer or smartphone, don’t forget that OneDrive, like nearly all of the Microsoft 365 app library, has web browser access as well. To access the web browser version of OneDrive:
    • Go to Office.com and sign-in to your Microsoft Account. Have your Microsoft Authenticator app ready if you have multi-factor authentication on your account.
    • Click the OneDrive Link on the main page.
    • The home page should look similar to the desktop app.
    • Click the file you wish to view, download, or edit.

Keep in mind of the limitations of the web browser version of the app, but this can be particularly useful in a pinch.

It’s not too late to get started.

At neoRhino, our Microsoft Gold-certified technicians are here and ready to assist you in maximizing your capabilities with Microsoft’s 365 family of apps so you can keep your productivity at an optimal level.

Keep your eyes open on our blog for part 2 where we will cover five more how-to’s to make the most out of OneDrive as well as tips about Microsoft Teams and more. If you have questions or would like to speak with one of our associates about our service, contact us or give us a call at (281) 779-4850.