What is OneDrive?
OneDrive for Business is a cloud storage solution provided by Microsoft that lets you store, access, and share your files online using your UFV account.
At UFV, all employees are provided with 100GB of secure cloud storage via OneDrive.
Note: This space is meant for work-related files only. Please do not store personal files on your UFV OneDrive.
How Do I Get OneDrive?
OneDrive should already be installed by default on your UFV-issued computer or laptop. Once you have your UFV account set up you can also access OneDrive:
- On your desktop
- Through a web browser
- Via the OneDrive mobile app.
Accessing OneDrive on Desktop:
-
Click the Start Menu or use the search bar, and type "OneDrive."
- Open the OneDrive app
- Enter your UFV email address when prompted
- Follow the on-screen steps to sign in and connect your OneDrive
- You'll be asked if you want to back up your Documents, Desktop, and Pictures. You can change this later.
Once signed in, your OneDrive folder will be available in File Explorer, just like any other folder on your computer.
What Do the Sync Icons Mean?
|
Icon |
Meaning |
|
 |
Cloud Only |
File is stored only in the cloud. Takes no space on your device, Requires Internet to open. |
|
 |
Syncing Arrows |
File is actively syncing between your device and the cloud. |
|
 |
Solid green check |
File is downloaded and available offline. |
|
 |
Green check with a white circle |
File is available offline but will automatically become cloud-only if space is needed. |
Accessing OneDrive Online:
- Visit Office.com.
- Sign in with your UFV email and password.
- In the left-hand menu, click on Apps (below the "Create" section)
- In the list of apps, select "OneDrive"
- On the left-hand side you'll see:
- My Files - Your personal files
- Shared - Files others have shared with you
- Favorites - Files you've pinned
- Recycle Bin - Recently deleted files (can be restored up to 93 days).
How to Upload Files
From Desktop:
- Drag and drop or copy/paste files into your OneDrive folder
- Files will automatically sync to the cloud
- You will now have a copy on your computer and in the cloud.
From a Web Browser:
- Go to the OneDrive web app
- Click the "Create or Upload", then choose files or folders
- Browse and select what you want to upload.
Tip: You can also create a new Word doc, Excel file, etc., which is automatically saved to OneDrive.
Saving Documents Directly to OneDrive
When Working in Microsoft Word, Excel, or PowerPoint:
- Go to File > Save As
- Choose OneDrive - University of the Fraser Valley
- Name your file and save.
Note: After the first save, AutoSave will be enabled, changes are saved automatically.
How to Download Files
From Desktop:
- Right-click the file
- Choose "Always keep on this device"
- Now the file is downloaded and available offline (takes up space on your computer).
From a Web Browser:
- Hover over the file, click the three dots (...)
- Select Download
- If selecting multiple files, the download button appears at the top.
How to Share Files
Note: Make sure the file is fully uploaded and synced to OneDrive before sharing.
From Desktop:
- Right-click the file or the folder
- Select OneDrive > Share
- Enter the email(s) of people you want to share with
- You can set the following permissions:
- Can edit - Full editing rights
- Can review - Can suggest changes
- Can view - View only, cannot edit
- Block download - View only, and cannot download.
Advanced Sharing Options:
- Click settings (gear icon) to change link settings:
- People in the University of the Fraser Valley - Only UFV users can access the file
- People with existing access - Re-share with users who already have access
- People you choose - People you share the link with (internal or external). Allows external access (use with caution!)
- Optional settings: Set expiration date.
From a Web Browser:
Same steps: Click the three dots (...) > Share, then follow the same process as above.
Tips & Reminders
- Clean out old files you don't need
- Use folders and clear file names so things stay organized
- Be careful when sharing (Always check permissions)
- Don't store official records here long-term. Move those to SharePoint or a shared drive
- Transfer anything important before leaving UFV, as your OneDrive will be deleted once your account is closed.
OneDrive makes it easy to store, access, and share your work files from anywhere. Make the most of your 100GB of secure storage and keep your files backed up, organized, and ready when you need them.
Need help?
If you have questions or run into any issues with OneDrive, the UFV IT Services Desk is here to help.
Email: itservicedesk@ufv.ca
Phone: 604-864-4610
Submit a ticket: UFV IT Services