You've got a work account and want to keep your files in OneDrive instead of on your C: drive or a USB stick. In this quick start you sign in on the web, set up sync on your computer, learn what the icons in File Explorer mean and fix the most common problems.
Why OneDrive for work or school?
OneDrive for work or school is your personal storage inside Microsoft 365. Your files live in the cloud, you can open them from any device and you share them with a link instead of an attachment. The key difference with the free, personal OneDrive: your organization manages this account. Your IT team decides, for example, who you can share with and how much storage you get. For more arguments, read ten reasons to use OneDrive.
1. Sign in on the web
- Go to onedrive.com or microsoft365.com and sign in with your work account (usually your work email address).
- Choose OneDrive in the app bar on the left or from the app launcher.
- Drag files into your browser to upload them, or select + New (or + Add new) > Files upload. The exact button name can differ slightly.
On the web, Home shows your recent files, My files your own folders and Shared what others shared with you.
2. Sync on your computer
- OneDrive is built into Windows 10 and 11. Select the cloud icon in the system tray, or search for OneDrive in Start. On a Mac, install the app from the App Store or download it from Microsoft's site.
- Sign in with your work account. Already signed in with a personal account? Select the cloud icon > gear > Settings > Account > Add an account.
- Choose the location of your OneDrive folder and follow the wizard.
- Your files appear in File Explorer or Finder under OneDrive - your organization.
If your organization set up silent sign-in, OneDrive often starts by itself with your Windows account and you don't need to do anything. Want a team's files in File Explorer as well? Read open Teams files in File Explorer.
3. Understand the icons
Thanks to Files On-Demand you see all your files in File Explorer without all of them taking up disk space. The icon in the Status column tells you where a file is:
- Cloud: the file is online only and downloads when you open it. Without internet you can't open it.
- Green check: the file is also on your computer and works offline.
- Solid green circle with check: you chose Always keep on this device.
- Two circling arrows: the file is syncing.
- Red circle with cross: there's a sync problem.
Right-click a file or folder and choose Always keep on this device or Free up space to control this yourself. Handy on a laptop with a small drive.
4. OneDrive on your phone
Install the Microsoft OneDrive app from the App Store or Google Play and sign in with your work account. You can open and share files, scan documents with the camera and upload photos. If your organization uses Intune app protection, the app may ask for a PIN or block copying to personal apps.
Common problems
- Sync isn't running: select the cloud icon and check that OneDrive isn't paused. Also check that you're still signed in.
- File name rejected: characters like
" * : < > ? / \ |aren't allowed, and the full path can't get too long. - Huge numbers of files: Microsoft recommends syncing no more than about 300,000 files in total, otherwise the app slows down.
- Some file types don't sync: your admin can block types such as .pst files. Read block file types from OneDrive sync.
FAQ
How much storage do I get?
Usually 1 TB per user, but your admin can change that. You can see your usage via the gear in OneDrive on the web.
Can I bring my existing desktop and documents?
Yes. Turn on backup of your desktop and documents and OneDrive moves those folders to the cloud.
How do I share a file?
Right-click the file > Share and choose who gets access. All options are in share files in Microsoft 365.
Nederlandstalige versie: Snelstart: aanmelden en beginnen met OneDrive voor werk of school