OneDrive at UFV - A Quick Guide for Macs

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.

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.

If you are on a non-UFV device, you can install OneDrive from the app store.

Accessing OneDrive on Desktop:

1. Locate the OneDrive app, usually it can be found in the Launchpad
   
2. Click on the OneDrive app to open it
3. When prompted to Set Up OneDrive enter your UFV credentials
   
4. Follow the on screen steps to setup OneDrive

Once completed, a OneDrive folder will be available on your device.

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.
	No Icon	File is available locally/has been downloaded to the device.

Accessing OneDrive Online:

1. Visit Office.com.
2. Sign in with your UFV email and password.
3. In the left-hand menu, click on Apps (below the "Create" section) 
4. In the list of apps, select "OneDrive" 
5. 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:

1. Drag and drop or copy/paste files into your OneDrive folder
2. Files will automatically sync to the cloud
3. You will now have a copy on your computer and in the cloud.

From a Web Browser:

1. Go to the OneDrive web app
2. Click the "Create or Upload", then choose files or folders
3. 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:

1. Go to File > Save As
2. Choose OneDrive - University of the Fraser Valley as the Place
3. Name your file and save.

How to Download Files

From Desktop:

1. Locate the file you want to keep in the OneDrive folder
2. Hold the Control key and click on the desired file
3. Under Quick Actions click on Always Keep on This Device
   
4. Now the file is downloaded and available offline (takes up space on your computer).

From a Web Browser:

1. Hover over the file, click the three dots (...)
2. Select Download 
3. If selecting multiple files, the download button appears at the top. 

How to Share Files

From Desktop:

1. Hold the Control key and click on the desired file/folder
2. Under Quick Actions select Share 
   
3. Enter the email(s) of the people you want to share with
   
4. You can set the following sharing permissions:
   • Can edit - Full editing rights
   • Can review - Can suggest changes
   • Can view - View only, cannot edit
   • Block download - View only, and cannot download.​​​​
5. Once ready, click Send to send an invite, or Copy link to provide the share link for the file

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

• When performing actions with OneDrive for the first time, you will likely be prompted to grant access
• 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