10 Tips & Tricks To Make the Most Out Of Your OneDrive 

Microsoft’s OneDrive stands tall as a leading cloud storage and synchronization platform. It seamlessly syncs your files to the cloud, granting you access from any corner of the globe. Not only does it facilitate file sharing, but it also enables real-time collaboration.  

Surprisingly, though, many users barely scratch the surface of its capabilities. According to industry reports, a significant percentage—around 78%—of OneDrive users utilize only a fraction of its potential features and capabilities, missing out on its extensive functionalities for file sharing and collaboration. To unlock its full potential, Verticiti is excited to offer you the top ten tips and tricks for harnessing every feature packed within OneDrive. 

What’s Microsoft OneDrive? 

Although not labeled as ‘cloud storage,’ the initial concept emerged in 1983 through CompuServe, which offered customers a limited disk space to upload their chosen files. Since then, major cloud services like Microsoft’s OneDrive, Google Drive, and Dropbox have emerged, boasting more comprehensive features. 

For instance, OneDrive allows you to save items on your local device and synchronize them with the cloud. This ensures file accessibility even without an internet connection, with automatic cloud backups upon reconnection. 

Microsoft offers two different yet identical OneDrive systems for cloud file storage. The free edition, also known as the “consumer” version, grants 5GB of storage to users. Meanwhile, the professional edition, “OneDrive for Business,” is bundled with Microsoft Office 365 subscriptions, providing a generous 1TB (1000GB) storage space. Although they share a similar interface, they operate slightly differently. This discussion primarily focuses on OneDrive for Business, but the tips may also be applicable to the free version. 

OneDrive or OneDrive for Business: The Better Option 

OneDrive operates as a consumer service linked to a Microsoft account. Its free tier provides 5GB of file storage, with options to upgrade storage in increments of 200GB for varying monthly fees ($2 for 200GB, $4 for 400GB, and so on). However, the most cost-effective offer lies within an Office 365 Home or Personal subscription, entailing a generous 1000GB (1TB) storage for up to six users. For specifics, accessing your Microsoft account and navigating to OneDrive plans is recommended. 

In contrast, OneDrive for Business functions as an organizational account associated with Microsoft 365, Office 365 Business, and Enterprise plans. Users with these plans also enjoy a terabyte of personal storage. The key distinction lies in the management of personal storage—OneDrive consumer accounts are within individual control, while OneDrive for Business personal storage falls under the purview of the organization’s administrator. 

10 Tips & Tricks to Maximize  

Are you aiming to maximize the potential of your OneDrive subscription? We’ve compiled a collection of top-notch OneDrive tips and tricks designed to optimize its value, enabling smarter and more effective utilization. 

#1 – Configure Your Local Sync Folder 

The OneDrive folder offers a seamless two-way sync feature, simplifying the upload of computer files to your cloud storage. Effortlessly drag and drop desired files into the folder to initiate the sync process. Once synchronized, a green checkmark indicates the file is accessible across all devices with OneDrive installed. 

To establish your local sync folder, log in using your Microsoft account. Locate the OneDrive cloud icon within the notification panel on the right side of your desktop—situated alongside icons like Wi-Fi and battery percentage. Select “Set up your local sync folder to optimize OneDrive,” then follow the provided instructions. 

For company network users, adjusting the upload rate to 50 KB/sec is crucial. Higher rates might extend upload times. Using networks under 50% capacity may also impede OneDrive speed. Implementing a syncing pause during slow network periods ensures seamless file downloads. Should upload speeds decrease, pause the syncing process until optimal conditions resume. 

#2 – Enable Files on Demand 

Files on Demand grants visibility to all computer files via File Explorer, each displaying a status icon indicating its action. Opening files triggers downloads to your device, conserving space. This feature preserves network bandwidth by preventing shared file syncs and enables offline file usage without affecting others’ devices. 

If you’re not using Files On-Demand, you might miss out on OneDrive’s exceptional features. Fortunately, it replaces placeholders in Windows 10, ensuring compatibility with all apps, including legacy Win32 desktop applications. Transitioning to Files On-Demand unlocks several advantages. 

#3 – Sync Your Desktop 

Synchronizing desktop files with OneDrive necessitates the installation of the OneDrive sync client for Windows. While available in the Windows 10 and Windows 8.1 stores, users of other Windows versions must manually download the software. Following installation, the client establishes a new desktop folder. Users can also customize the folder’s name to adjust file storage locations. 

To pause OneDrive syncing, access settings by right-clicking the OneDrive icon. Navigate to the Backup tab within OneDrive settings to manage folders backed up by OneDrive. Additionally, the “Start automatically when you sign in” option can be unchecked to disable automatic syncing. 

Ensure compatibility with your PC by confirming OneDrive support for Windows versions. While compatible with Windows 10, 8, 7, and Vista, Microsoft no longer supports earlier versions. For Windows 10 installation, access OneDrive through Start > Control Panel > System > System Preferences > Sync > OneDrive, and designate the Desktop location. Subsequently, the OneDrive folder will appear within the File Explorer window. 

#4 – Share Files Using OneDrive’s Customizable Access Control 

OneDrive for Business takes charge of file and folder access for both internal and external users. Head to the OneDrive site and navigate to “Manage Access.” Here, fine-tune access levels, granting or denying permissions as needed. Right-click on a folder and select “Share” from the context menu, empowering you to generate new links tailored to different individuals. 

After setting up your OneDrive account, facilitating file and folder sharing becomes effortless. To share with others, employ a OneDrive link. Share files or folders using a swift link, which automatically generates a URL and stores it on the Clipboard, ready for pasting anywhere you choose. 

When sharing a OneDrive link, dictate whether the recipient can edit or merely view the file. By enabling this option, recipients gain access to view and forward the file but remain unable to make alterations or deletions. To further limit link sharing, specify edit permissions and restrict downloads. Once you’ve defined the permitted individuals, share the link via email or Outlook. Alternatively, communicate the link’s actions via text message. 

#5 – Enhance File Security Measures 

In your OneDrive’s Files folder, implement an added security layer by utilizing Personal Vault. This feature safeguards sensitive files from unauthorized access, requiring device authentication via fingerprint or facial recognition with Windows Hello. Alternatively, opt for Microsoft Authenticator, which sends one-time codes to your smartphone or email for verification. 

#6 – Rethink Traditional File Sharing 

The conventional method of sharing files via email or messaging systems poses security risks, potentially exposing files to phishing threats. Furthermore, tracking versions and ensuring everyone accesses the latest document becomes challenging. OneDrive’s security feature ensures data protection and preserves collaborator privacy. 

Leveraging OneDrive for shared file and folder access proves ideal for small offices, project teams, or family sharing. While creating shared folders, provide clear and descriptive names for easy identification. Additionally, include a message indicating the sharing parameters. 

#7 – Effortlessly Capture and Share Documents on the Move 

Occasionally, there’s a need for swift scanning and sharing of various documents such as signed contracts, paper forms, whiteboards, receipts, academic or professional transcripts, business cards, and more. 

Leveraging the OneDrive mobile app empowers you to utilize your phone’s camera for scanning and uploading documents. Not only can you capture documents, but you can also crop, rotate, make necessary adjustments, and even digitally sign the scanned document before promptly sharing it. This functionality proves incredibly handy when you’re on the move and require a rapid scan-and-share solution. 

#8 – Operate Offline Using the OneDrive  

While the cloud facilitates work across devices and locations, internet access isn’t always guaranteed. OneDrive for Business presents a solution, allowing offline work through its dedicated sync tool. 

To work without an internet connection, start by downloading the OneDrive for Business sync application. After signing into Office 365, navigate to OneDrive, locate the desired library for offline access, and initiate the sync process. You can synchronize more than 300,000 files and folders in your OneDrive for Business library. 

#9 – Enhance Collaboration Through OneDrive Family 

When leveraging OneDrive for team projects, enhancing collaboration, efficiency, and productivity becomes seamless by incorporating everyone into a OneDrive Family. This streamlined approach alleviates the need to repeatedly share files individually, granting you the ability to share files effortlessly with the entire OneDrive Family in one go. 

#10 – Use OneDrive for Accessing Other PCs 

While the cloud grants universal document access, OneDrive for Windows users extends this accessibility by allowing access to other PCs, even when the files aren’t within your OneDrive folders. 

The Bottomline   

OneDrive is a potent asset streamlining file accessibility from any location, serving as a robust tool suited for both personal and business needs. Its exceptional security, user-friendly interface, and adaptability position it as a leading choice among cloud storage services today. Our provided tips aim to elevate your OneDrive experience, offering diverse ways to harness Microsoft OneDrive’s capabilities. Experiment with these tips to witness firsthand how they seamlessly enhance your workflow.