How to share things from onedrive

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When you want to share files with a different team of people, or even give other teams ownership, you can move (or copy) files between OneDrive for work or school and a Microsoft SharePoint site. You can move (or copy) files and folders from OneDrive to SharePoint, from SharePoint to OneDrive, within a SharePoint site, or between sites. You can even move files from someone else’s OneDrive to your own OneDrive.

Tip: You can also move your files via File Explorer. For more information (using OneDrive to OneDrive for work or school as the example), refer to Move files from OneDrive to OneDrive for work or school.

Select the files or folders that you want to move, and then select Move to.

How to share things from onedrive

Note: If you don’t see the Move to command, you’re probably using classic OneDrive for work or school or an on-premises instance of OneDrive for work or school. If so, follow the SharePoint 2016 steps to move or copy files within or between sites.

Under Choose a destination, select the location you want to move to. Sites appear under the name of your organization, such as Contoso in this example.

How to share things from onedrive

You’ll see different locations depending on where you are. For example, if you’re on a SharePoint site, you’ll see your current library, your OneDrive, and other sites. You might have to select Browse sites to see the site you want.

If you don’t see any other sites listed when you move items, your organization doesn’t allow moving across sites.

If you’re a SharePoint admin or global admin for your organization, see Allow or prevent custom script to learn how to enable cross-site moving in the SharePoint admin center.

Select the location where you want the items to go, then select Move here to start moving the items.

How to share things from onedrive

You can move up to 500 MB of files and folders at a time using the online portal. To move larger files or files totaling more than 500 MB, use File Explorer. For more information (using OneDrive to OneDrive for work or school as the example), refer to Move files from OneDrive to OneDrive for work or school.

When you use Move to with documents that have version history, only the latest version is moved. To move earlier versions, you need to restore and move each one. For more info about versioning, see Enable and configure versioning for a list or library.

Need more help?

Get online help
See more support pages for OneDrive and OneDrive for work or school.
For the OneDrive mobile app, see Troubleshoot OneDrive mobile app problems.

Contact Support
If you still need help, contact support through your browser or shake your mobile device while you’re in the OneDrive app.

Got feedback?
OneDrive UserVoice is your place to suggest the features you’d like to see us add to OneDrive. While we can’t guarantee any specific features or timelines, we will respond to every suggestion that gets at least 500 votes.

Do you have a bunch of files taking up space on your computer? With Microsoft OneDrive, you can sync them in the cloud and share them with friends and family.

You can house your files in the cloud at a variety of online storage sites, including Dropbox, Box, Google Drive, and iCloud, but only Microsoft OneDrive is built directly into Windows 10. With OneDrive, you can store your documents, photos, and other files online and sync them across multiple computers and devices. You can also easily share any file on OneDrive with other people.

To use OneDrive, you’ll need a Microsoft Account, which you can set up through the Microsoft account web page. You’ll also need the right type of storage plan for your needs. A basic free plan offers you 5GB of OneDrive space. For $1.99 a month, you can score 100GB of real estate. A subscription to Office 365 Personal ($6.99/month or $70/year) grants you a hefty 1TB of OneDrive space, while Office 365 Home ($9.99/month or $99.99/year) doles out 1TB each for up to six users.

Set Up OneDrive

OneDrive is automatically available and ready to use in Windows 10. In fact, when you go through the Windows 10 setup, you’re asked if you want to use OneDrive. If you missed that opportunity, you should still see an icon for OneDrive in the System Tray. If the icon does not appear, you’ll need to trigger it manually from the OneDrive exe file.

To do this, open File Explorer. Make sure that hidden items are enabled (click the View menu and check the box for Hidden items). Then, drill down to the following location:

In that folder, double-click the OneDrive.exe file, and the icon will then appear in the System Tray. Right-click that icon and select Settings. Click the Settings tab and make sure the box to “Start OneDrive automatically when I sign in to Windows” is checked.

Sign Into OneDrive

At the Settings screen, click the Account tab and then select the button to Add an account. At the Set up One Drive screen, enter the email address for your Microsoft Account and click Sign in. Choose your type of OneDrive account – Personal or Work or School. Enter your password and click Sign in. Confirm the location that Microsoft has set for your OneDrive folder.

You can change the location if you wish. Otherwise, accept the default and click Next. Review the tutorial screens that explain how to set up OneDrive. Then click the button to Open my OneDrive folder.

Add Files to OneDrive

Your next task is to select the folders and files you wish to add and sync to your OneDrive storage. From File Explorer, move any folders and files you wish to synchronize into your OneDrive location. For example, if you use a folder called Word Documents for your Microsoft Word files, move that entire folder into OneDrive (so, that would be C:Users[username]OneDriveWord Documents).

Do the same step for any other folders you wish to include as part of your OneDrive synchronization. At this point, you can also create any new folders that you want to sync in OneDrive.

Sync Files in OneDrive

Another way to select folders and files to sync in OneDrive is through the program’s settings. Right-click the System Tray icon for OneDrive and select Settings. Click the Account tab and then select Choose folders. Here you’ll see the files and folders that you moved into your OneDrive folder. If you wish to sync everything stored in your OneDrive folder, click the checkbox for Make all files available.

Otherwise, check the individual folders you wish to sync and uncheck any folders you don’t want synced. Unchecked folders will remain on OneDrive but will be removed from your current PC and no longer synced online or across other OneDrive devices. Click OK when done.

Back Up With OneDrive

After OneDrive is up and running, you can also use it to back up important folders. From the OneDrive program window, click the Backup tab. Click the button to Manage backup. You can opt to back up your desktop, your pictures folder, and your documents folder. Check the items you wish to back up and click the button to Start backup.

You can also opt to automatically save photos and videos to OneDrive whenever you connect a camera, phone, or other picture-taking device. Plus, you can automatically save screenshots to OneDrive. To enable either option, check the box next to it.

View Local OneDrive Folders and Files

View OneDrive Files From the Web

You can also view OneDrive folders and files stored online. Again, right-click on the System Tray icon and select View online. Sign in with your Microsoft Account. Up pops a page displaying the files and folders contained in your online OneDrive space.

From this page, you can open a folder by clicking on it. Right-click a folder or file to access a pop-up menu with commands such as Download, Delete, Move To, Copy To, and Rename.

Create a Photo Album

Share Files From File Explorer

Share Files From the Web

Set Up Fetching

Select Files to Fetch

Sign into your OneDrive web page on the computer you want to perform the fetching. On the left-hand menu, click the entry for PCs, and you’ll see a list of all your OneDrive devices. Click the name of the PC with the files you wish to fetch.

You should now see thumbnails for the key folders on the remote PC, as well as for the C: drive and any network-connected drives. Click the location that contains the file you want to access, then click the file to view it.

How to Quit OneDrive

Let’s say you want to remove a PC from OneDrive for whatever reason. First, make sure all the files you need from OneDrive are syncing to that PC. To do this, open the OneDrive System Tray icon and select Settings. At the Settings screen, click the tab for Account and click the button to Choose folders. Check the box to Sync all files and folders in OneDrive, especially if you unchecked any folders previously. That action will download any files from OneDrive that don’t already exist on your PC.

Give this process some time. To check on the progress, right-click the OneDrive System Tray icon and wait until all files have been synced.

Next, right-click the System Tray icon and select Settings. At the Settings tab in the Settings screen, uncheck the box to “Start OneDrive automatically when I sign in to Windows.” Then, click the Account tab and click the link to Unlink this PC. At the prompt, click the button to Unlink account. Your PC will now no longer sync with OneDrive.

OneDrive is undoubtedly one of the best cloud storage solution, especially if you use it alongside your Office 365 subscription. It allows you to store huge amounts of data but sometimes people need to move files from OneDrive to a local PC. This article will provide you an answer to the question “How do I move files from OneDrive to my computer”?

Important: this article shows how to move files from OneDrive to the computer for regular consumers only. If you wonder how to move files from OneDrive to SharePoint, you need to refer to the separate manual.

How to Move Files from OneDrive to PC – Using Web-based Interface

  1. Head to and log in with your account.
  2. Now, select the files you want to move to your local computer. There is no need to manually download each file separately. You can even select a few folders altogether.
  3. Click the Download button above the folders list. OneDrive will automatically generate one big zip-file with all the files and folders you have selected. Just sit back and wait for your browser to finish downloading the data. How to share things from onedrive

For your information: downloading files and folders from OneDrive keeps them on your cloud drive. If you want to move photos from OneDrive to computer (“Ctrl+X” them), then you need to manually delete downloaded files and folders. OneDrive will move these files to recycle bin so be sure to remove them from there too.

How to Move Files from OneDrive to Computer – on a Mac

First, make sure you have your files visible in the OneDrive folder. If you can’t find them, do the following:

  1. Click on OneDrive icon in the menu bar and hit More – Preferences. How to share things from onedrive
  2. Go to the Accounts tab, click Choose folders.
  3. Check the folder you want to move to your PC and click Ok.

If you have Files-on-demand feature enabled, your files will appear instantly, but you still must sync them locally to move to the computer and delete from the cloud. Copy the file to the preferred drive and wait for the OneDrive to sync them. If your files are already synced locally, then all you have to do is move them as you move any regular file on your Mac.

How to Move Files from OneDrive to Computer – on a Windows PC

On a Windows machine, everything works in the same manner as on Mac.

  1. You need to check whether your files are visible in the File Explorer. If they are not, right-click the OneDrive icon in the bottom-right corner and click on Settings.
  2. Switch to Account tab and click Choose folders.
  3. Again, if the Files-on-demand feature is enabled, all the folders and files you need will appear instantly with a green checkmark next to them. Select those files and press Ctrl + X. Go to the local drive and press Ctrl + V. OneDrive will sync the files first, then move them to the folder you selected. Depending on the size of the files, this procedure may take a while since OneDrive has to download those files first and only then move them.
  4. If the Files-on-demand feature is disabled, you will have to wait for the OneDrive to sync all the files and only then you will be able to move them using Ctrl + X shortcut.

For your information: Files-on-demand feature is available on Windows 10 only thus you need to sync all the files before moving them to the PC to keep them locally if you are still rocking Windows 7 or Windows 8.1 PC.

That’s it. Now all the important data you want is stored locally without any cloud copies.

Access your desktop from any device using OneDrive Sync

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Services like Dropbox and OneDrive provide a convenient method to access all your documents across several PCs, tablets, and your phone. Syncing your Windows desktop to the cloud using OneDrive ensures that you can always find important files when you need them—on any device.

Instructions in this article apply to Windows 10, Windows 8, and Windows 7.

Why Sync Your Windows Desktop With OneDrive?

Putting commonly used folders such as your Windows desktop in the cloud is a great solution if you use your desktop to store downloaded files or frequently accessed items. That way, you always have those files synced across your devices. You can also connect other PCs you use with OneDrive sync.

How to Move Your Desktop to the Cloud With OneDrive

Before you begin, install the OneDrive desktop sync client on your version of Windows. Windows 10 and Windows 8.1 have this program. Windows 7 users must download and install the sync client manually. Windows 8 users can upgrade to Windows 8.1 to use OneDrive.

Open the Windows File Explorer, right-click Desktop, then select Properties.

How to share things from onedrive

In the Desktop Properties dialog box, select the Location tab.

How to share things from onedrive

Select Move.

How to share things from onedrive

In the dialog box, double-click OneDrive then select New Folder to create a new folder. Name it Desktop.

How to share things from onedrive

Regardless of what you call the folder, it displays as Desktop in the OneDrive file list. If you have three computer desktops syncing to the same OneDrive account, each uses a different folder name but each display as Desktop.

With the Desktop folder highlighted, select Select Folder.

How to share things from onedrive

Select Apply to apply the new settings. The text entry box in the Location tab should look as follows:

C:Users[User Name]OneDriveDesktop

How to share things from onedrive

Select Yes to confirm that you want to move the desktop to OneDrive, then select OK to close the Desktop Properties dialog box.

Move any folder on your Windows computer to OneDrive using the same process.

Are My Files Secure in the Cloud?

Moving your desktop or other folders to the cloud is more convenient than transferring files with a USB stick. However, there are some security implications to storing in the cloud. Whenever you put files online, those files are potentially accessible by others. Law enforcement can, for example, use a warrant to demand access to your files, and you may not be made aware when it happens.

A more common predicament is when hackers guess or steal your account password. If that happens, the bad guys potentially have access to your OneDrive files. That’s not a huge deal if all you saved to the cloud is old poetry from high school. Unauthorized access to work documents or files with personal information, however, can be devastating.

There are several security measures you can take to mitigate this risk. One is to enable two-factor authentication for your cloud storage account. A simpler measure is to avoid putting anything in the cloud that has information you don’t want others to see. For home users, that usually means keeping items such as financial spreadsheets, bills, and mortgages on your hard drive and not in the cloud, with the attendant risks that come from potentially losing access if the hard drive fails.

Microsoft released a Personal Vault feature for OneDrive—rolling out in waves to users worldwide over 2019—that offers additional security through encryption and forced multi-factor authentication. For critical files accessed relatively infrequently, Personal Vault offers a good balance of protection and ease of access.

How to share things from onedrive

How to use OneDrive

Microsoft may have been a little late to the cloud storage phenomenon, but its OneDrive service certainly has to offer.

OneDrive, formally known as SkyDrive, was actually launched around eight years ago. When it first launched it was called Windows Live Folders – using SkyDrive as the codename. Back then users only had 5GB of free storage available to them, however that was soon increased to 15GB when the service was finally renamed and rebranded to OneDrive.

There are various plans available beyond the free 15GB option. Office 365 users get 1TB of storage for each household member (up to five individual users), or you could opt for 50GB of storage for a mere £1.99 per month.

OneDrive isn’t solely for use on Windows systems either, there are iOS and Android apps available too. It’s also not just an online file dump either, as you can access any OneDrive registered and logged in PC under your user account, and you can edit any of the Microsoft Office program files such as Word, Excel and so on.

Related: How to remove TouchWiz from your Samsung Galaxy
How to share things from onedrive

Using OneDrive

OneDrive is available with Windows 8.1, 10, and the latest Microsoft Office releases from Office 2013 and beyond; it’s even available for the Xbox.

If you have any of these products then you’ve already got the OneDrive app, you’ll just need to log into Windows or Office with your Microsoft account and activate OneDrive and associate it with your account and computer.

OneDrive on the Windows desktop will sit in the System Tray, that section in the bottom right of the screen where the date is. Its icon is that of a little cloud, and by right-clicking it you can access the various settings or sign into your linked Microsoft account.

Once you’ve signed in to your Windows/Microsoft/OneDrive account, you’ll be greeted with a setup wizard that will take you through the initial stages of setting up your OneDrive synchronised folders on the PC you’re currently using.

After clicking on the Next button, the next step is browse through the various folders from your user account on the PC you’re using, and click to tick the box next to the folder to allow it to be a part of the OneDrive sync and available through the service.

When you’re ready, you can click Next and the final option will allow you to click on the ‘Open my OneDrive folder’ button, which will open up the OneDrive area on your local PC that acts as an upload area to the online OneDrive account.

Any files or folders you want to upload to your OneDrive account, just drag and drop them into this area within Windows Explorer – located from the Quick Access sidebar in Explorer. You can also right-click the OneDrive link in the sidebar to choose other folders to sync.

Providing you’ve got a decent connection to the internet, and you don’t have too many files, the initial OneDrive synchronisation shouldn’t take too long.

Related: How to set-up an iPhone
How to share things from onedrive

OneDrive online

Working with OneDrive on your Pc via Explorer is all well and good, but what if you wanted to access the extended features of Microsoft’s cloud service?

By browsing to, you’ll be forwarded to the online dashboard of the files and folders you’ve chosen to synchronise from your PC. There’s a handy video on there, courtesy of Microsoft, that’ll detail some of the features and how to get started. It’s worth watching, at least, to familiarise yourself with what’s going on.

Below that you’ll see the folders you’ve synchronised, this is where things begin to more interesting. You can left-click any folder to access it and view the contents; if they’re pictures then you’ll see a large thumbnail preview of each image, with various controls along the top of the screen to further edit, copy, or share with another.

If they’re documents, such as a Word or Excel file, then you can similarly click on them only this time you’ll open up the Office online version of the file type, where you can edit, print, share or add any comments.

The sharing side of OneDrive online is an interesting concept, although not a new one by any stretch. By left-clicking on a file followed by clicking on the Share option at the top of the screen, you’ll be presented with a window where you can invite others via their email addresses. When you’ve included the people you want to share the file or folder with, click on the Share button and an email will be sent detailing to the recipient how to gain access to the item(s) you’ve just shared.

All of these option are also available if you right-click any of the files or folders within your OneDrive area. The right-click menu will enable you to share, create a new folder or file, download if you’re on another PC other than your usual, or create a photo album if the content contains images.

How to share things from onedrive

Mobile OneDrive

If you’ve installed OneDrive on your mobile device then you’ll be able to include so much more into your OneDrive account.

For example, you’ll be able to automatically upload any photos or video you’ve taken, edit any existing files through the online versions of the Office apps, as well as the tasks we’ve already looked at such as sharing, deleting, searching and so on.

The mobile version of OneDrive is pretty simple to use, all you need to do is sign in with your linked Microsoft ID account, and it’ll automatically setup the common areas where photos are stored within your device. You’ll also be able to choose other folders too, just as you could from the desktop version of the OneDrive client.

How to share things from onedrive

Final thoughts

Microsoft gets a lot of stick from the press and users alike, and while the company doesn’t always get technology right there are some elements that make it shine.

OneDrive is one such service that Microsoft has managed to pitch at the right note. It’s quick, easy to use, has a decent number of features, and allows you to keep your data and personal information always at hand and safe too.

If you have any other OneDrive tips you’d like to share, then please mention them in the comments section below.

If you don’t watch out, Windows 10 will put your documents, music, and photos automatically into its cloud service.

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Joyce Shue bought a new computer running Windows 10. After transferring data files from her older PC, she discovered that “it placed all my files and folders in OneDrive. How can I transfer these files and folder back to my PC?”

Joyce used Laplink’s PCMover to move her files, but I doubt it was that program’s fault. I simply dragged and dropped, and my data files also ended up in OneDrive (this was in a new Windows 10 environment; not an upgrade). I get the impression that Microsoft wants you to store your data in the company’s cloud-based storage service. Given that the company recently reneged on its promise of infinite OneDrive space–and of 15 free gigabytes–the more you store there, the sooner you’ll hit a paid tier.

If you prefer to stay local, you need to do two things: You have to move the files back to the traditional library folders. And you have to change some settings to avoid this problem in the future.

[Have a tech question? Ask PCWorld Contributing Editor Lincoln Spector. Send your query to [email protected].]

First, you need to unhide your data libraries. In File Explorer, select View > Navigation Pane > Show libraries.

Next, go to and expand the Libraries section in File Explorer’s navigation pane. You’ll find it below This PC.

Click Documents under Libraries. The files and folders displayed will be clearly divided into two sections. One of them, probably the first one, will have the name OneDrive in its path.

Drag your files and folders from the OneDrive section to the other one.

If you used OneDrive at all before moving to this computer, make sure you don’t move anything that you actually want to keep in OneDrive. As a general rule, don’t move any Internet Shortcut files.

Your files are now stored locally and only locally. But you need to make sure this doesn’t happen again.

Right-click Documents in the Navigation pane (I’m referring to the Documents library, not any of the folders listed below it) and select Properties. In the resulting dialog box, select the local location (probably C:Usersyourname, where yourname is your login name) and click Set save location button.

When you close the dialog box, your local Documents folder will be your default Documents folder. While both folders will be part of the library, new files will default to being saved locally.

Repeat moving the files and changing the library settings for your Music, Pictures, and Videos libraries.

Before you can use Microsoft OneDrive, you need to sign into your account and link it to your Windows computer.

After you do that, any files stored in the OneDrive folder on your PC will be automatically synchronized with the cloud (up to your storage limit, of course).

Whether you’re new to OneDrive or need to link a new computer to your existing account, signing in is essentially the same.

How to sign into OneDrive on a PC

OneDrive is included with all new copies of Windows 10 by default. But if you’re using an older version of Windows, OneDrive might not be built in. If you can’t find OneDrive through the steps below, you probably need to install it first.

1. Click the Start search box or press the Windows key + Q and type “OneDrive.” When you see OneDrive appear in the search results, click it.

2. If you have an account, enter the email address associated with your OneDrive account and click “Sign in.”

  • If you don’t already have a OneDrive account, you can get a free one (which includes 5 GB of online storage) or sign up for a OneDrive subscription. You can sign up for any of the OneDrive plans, including the free plan, on the OneDrive website, or you can sign up by clicking “Create account” in the OneDrive program window.

3. On the next page, enter your password. If you previously set up two-factor authentication for your Microsoft account, you might need to enter an extra code sent to your phone or email, too.

4. Follow the instructions to choose your OneDrive folder. If you were previously signed into OneDrive on this PC, you might have an existing OneDrive folder. You can click “Use this folder” instead, then.

Posted on December 1, 2020 | OneDrive

I blogged in the past that the new best practice is to share files by sharing links to files instead of sending attachments. But here is a dilemma. As users, internal and external to your organization share files and folders with you, how do you access them all without searching through the email you received a while back? Luckily, we have an option to access files and folders others shared with you via OneDrive. Let me explain.

What is OneDrive?

I knew you were going to ask this first, so here is an article to learn more about OneDrive and its difference from SharePoint.

How to share things from onedrive

How to access files and folders others shared with you via OneDrive

From your OneDrive Account, click on Shared on the left-hand-side, then Shared with you on the top.

How to share things from onedrive

Which files and folders show up under “Shared With You”

Basically, anything anyone has shared with you from their Office 365 accounts shows up under Shared With You.

  • Files and folders shared from other users’ OneDrive accounts internal to your organization.
  • Files and folders shared from other users’ OneDrive accounts external to your organization.
  • Files and folders shared from a SharePoint site internal to your organization.
  • Files and folders shared from a SharePoint site external to your organization.

NOTE: Files and folders shared with you from outside of your organization, have a little globe icon next to them.

How to share things from onedrive

How to sync files shared by others

Just like you can synchronize your own files and folders from OneDrive and SharePoint Document libraries, you can also sync files shared by others. To be precise, you can only sync folders shared by others. If someone just shared a single file, it can’t be synchronized.

To sync the folder shared by others, just open the folder and click the Sync Button.

How to share things from onedrive

Once synchronized, this is how the files will appear on your computer.

How to share things from onedrive

Sharing videos from OneDrive with others on iPhone is easy. With the OneDrive app, you can easily share any of your existing files and uploaded videos with other people in the world. When you tap ‘Share’ button, OneDrive creates a link for your photo or video. You can send that link in an email or you can copy and paste it into other application and share it with others on iPhone. You can follow the steps given below to share videos from OneDrive with others on iPhone.

Here are the steps to Share Videos from OneDrive with Others on iPhone:

  1. Go to & sign in to your account. If you don’t have an account, then create one.
  2. Download “OneDrive App” on your iPhone from the App store & launch it.
  3. Open “OneDrive App” on your iPhone.
  4. You will see all your photos and videos.
  5. Tap “. ” (3 horizontal dots) located at the bottom right corner on the screen.
  6. Tap “Select Items” button.
  7. Select the video which you want to share.
  8. Tap “Share” icon located at the bottom left corner on the screen.
  9. Select “Send file” option.
  10. Select “Mail” option.
  11. Enter email addresses of your friends and subject to share the video.
  12. Tap “Send” button located at the top right corner on the screen.
  13. This is how you can share videos from OneDrive with others on iPhone.

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