OneDrive is a file hosting service used to save our files to the cloud storage. We can easily store photos, videos, documents, and many other files using this service. OneDrive is operated by Microsoft Corporation. This service is similar to Google Drive and JioCloud.
The files stored in this cloud storage can be accessed from any device at any time. OneDrive offers different plans for their Cloud service. The free plan which is OneDrive Basic helps us to store files upto 5GB.
Manage Files in OneDrive
We can organize files in OneDrive by creating folders and arrange files in these folders. When we need to upload any file, we can either drag and drop the file to OneDrive or manually choose the file to upload. We can also view preview of any file on OneDrive without need of other third party Apps.
Sharing files and folders to other OneDrive user is very easy. It is also possible to share files with others who don’t have an OneDrive account by giving the File’s share link. We need to create sharing link for each file or folder to share with others. While creating the sharing link, we can also add permissions settings to these files.
If we don’t add any protection to this shared file or folder, anyone having the sharing link can access the file. And if we need to make any files accessible only to some people, we can add access permission to these files. OneDrive also offers to save screen shots automatically to their cloud storage. If we don’t need this automatic saving of screen shot, we can disable it from Auto save tab option on our OneDrive settings.
If someone Shares any files with you, it will be showed in Shared in Personal account and Shared with me in Business account. If you don’t want to appear any shared files in your list, you can manually remove it. The shared files will be stored in owner’s account and your account limit will not be utilized for storing these shared files. You can make changes to the shared file or folder if you have edit permission. You can also sync shared file to your device for offline work.
If you have Photos in your OneDrive account, you can search these Photos using date uploaded, tags added to photo, or by using albums. Most of the cases OneDrive automatically creates tags for your photos. You can also create Albums using these Photos.
We can embed photos on OneDrive to our blog or website. For this we need to generate an embed code by selecting our file. We can also access our Share point and files from our OneDrive account. The Team sites, Project sites, Document centers, Record management sites and Office 365 can also accessed from OneDrive. If we have any important Share point files, we can pin it for appearing it on the top while opening OneDrive.
OneDrive Sync Client
The OneDrive Sync Client helps to upload and Sync files automatically from our local device to OneDrive cloud storage. This desktop client is available for Windows and Mac OS. After installing this client, you need to sign in to the Microsoft account.
At first there will be a default folder in our device for sync files to OneDrive. We can change this folder from OneDrive setup. The Sync folders and files can be viewed at system File Explorer. There will be a green tick over the selected files and folders for syncing. You can manage your multiple Personal and Company Accounts using this Sync Client.
You can enable two-factor verification for your OneDrive account to prevent unauthorized logins. By enabling this, you will receive a code on your mobile number for verification each time you login using different device.
Restoring Previous File Versions on OneDrive
Another feature of OneDrive is that it offers to restore older files which was replaced by a newer version. When we already enabled automatic Sync, each time we edit any files, it will be updated in the cloud. Our older version of the file will be replaced by new file. We can see all these older files and change history details from each file’s version history.
The files deleted will be moved to OneDrive Recycle Bin. We can restore this file within 30 days of deletion. Otherwise the file will be deleted permanently. For a work or school account, the files will be removed from Recycle Bin after 93 days of deletion. You can see version number for each replaced file. If you needs to restore any file, you can select that version and click on restore for replacing latest file version with the selected file version.
Save Space on Local disk by using Files On-Demand
Another feature of OneDrive is Files On-Demand which will help us to work with our files from OneDrive without downloading it to our local disk. This will help us to save our disk space and work remotely. To support Files On-Demand, we need to disable Windows Information Protection.
We also need to have Windows 10 Fall Creators Update or later for working of this function. By using Files On-Demand, we can see all our files from OneDrive in our local File Explorer. If we need any files not to appear offline, we can manually hide it from our file list. We can turn on Files On-Demand service from our OneDrive client settings.