What is OneDrive – The Complete Guide

Microsoft OneDrive allows users to save files across different devices as well as share files with access levels that determine how much the other person can see and what they can edit. You can even determine how long the file will be available to other users. Not many know about the capabilities and benefits of this platform. Well, this Microsoft OneDrive review will provide all the information you need:

What is OneDrive?

Put simply, OneDrive is cloud storage provided by Microsoft. Everyone with a Microsoft account has access to OneDrive. You can choose to sign up for any of the OneDrive limits which entitle you to 5GB of free storage. Alternatively, as a subscriber to Microsoft 365, you will get 1TB of data storage.

This would interest enterprises with a need for large data storage space.

Now, while OneDrive is indeed a cloud storage platform, it can also serve as more than just that once you understand what’s Microsoft OneDrive account. Some organizations use it as a storage space for their document management systems or have it as a backup for important files and so much more.

Do You Need it?

Does the idea of having extra storage for all your devices sound like something you may be interested in? Well, if the answer is yes then you probably need to sign up for this cloud storage. Any individual or organization that constantly has to deal with files will find themselves in a situation where space may be running out. An extra 5GB, 100GB, or 1TB would obviously solve the problem.

But it is even more than just extra storage. If you run a modern business, then you have a couple of devices that you use to access, edit and manage documents. It’s important to know how to use OneDrive for business. You can be more effective if you can sync all these devices so that you have access to the documents on any device without having to send it as an email or carrying a flash with you.

If you are an individual or an organization that would like to achieve better efficiency with your documents with minimal spending then you do need to setup OneDrive as soon as possible. the benefits of using the platform could effectively convince you of that.

Benefits of OneDrive

Saying that it is cloud storage should already give you an idea of the possible benefits. However, OneDrive also has unique benefits as a result of its features and the manufacturers added treats for the user. The following are some of the benefits you can enjoy once you get OneDrive setup.

Free Storage

We all love to see the word ‘free’ for something valuable and Microsoft is aware of that. OneDrive offers 5GB of free storage. If you are looking for extra space to store particular documents, then this would be sufficient. This free space also helps you sync devices. You can also get 1TB free if you subscribe to Microsoft 365. Now that is something any organization would be interested in. Alternatively, you can recommend the platform to a friend and get rewarded with extra space up to 15GB depending on the number of people you entice to use the service.

Reliable Uptime

Since 2015, OneDrive has been available round the clock. A company like Microsoft can be relied on to have their servers running all the time. They have a fault tolerance that guarantees that if one server is down, the OneDrive backup will kick in. For the end-user, this means you will not worry that you try to access your data and find the server is down. Putting this in numbers, we can say you will have 99.97% uptime when you use this cloud storage.

Flexible Sharing with Encrypted Security

One of the ways organizations use OneDrive is for sharing files. This could be as they collaborate on documents or even provide customers with information. The share options are flexible so that administrators can determine just how much access other users have to documents stored on the drive. Administrators can set privileges that members of the organization can give external users which ensures sensitive information is not shared with the wrong people. Document access can also be timed and once the period elapses, the access to the document is restricted again. Files within the cloud storage are encrypted as well to prevent man in the middle attacks. Overall, users can be sure that data saved on this platform is safe and Microsoft continues to improve the safety of data whether stored or shared.

Easy File Accessibility

OneDrive will sync with any of your devices right from your Smartphone to desktop and everything in between. It is also compatible with android and IOS devices. For the modern worker who works on the go, you can have your files with you all the time and yet not fill the weight of all those documents since everything is in the cloud. Despite the all-round accessibility, you do not have to worry about running your bandwidth dry as a result of constant syncing and updating of files. You can set your device to pause syncing when you are using metered connection and it will only sync when you connect to Wi-Fi. This can be automated so you just go on with your work without having to go to settings all the time.

Another accessibility benefit is the ease with which you can find files within OneDrive. The software uses intelligent algorithms to suggest files based on your interaction with other users. You can also automate the process of accessing certain files by integrating with other Apps.

Efficient Document Management

When collaborating with other users on a document, you do not have to worry about several versions of the same document. OneDrive will manage your documents and add changes to the same document with indications that a document has been edited and what changes have been made. For an organization that encourages working from home, this is a benefit they will appreciate.

OneDrive Features to Take Note of:

Like most cloud storage platforms, OneDrive has a plethora of features. We can’t get into all of them right now, but there are key features that can help a user understand how useful it can be for both small and big businesses. Those are the features we will talk about briefly here.

Files

This is a feature in just about any cloud storage platform. Here, you can store all your private files and manage them as well. Although it doesn't seem like a spectacular feature, it is probably the most important as it provides the storage that you need and then you can proceed to do anything else.

Search Box

Another simple yet important feature. The search box like any other search box helps the user find files fast. By simply typing the name of a file, it will search the files within your library as well as other files that you may have access to.

Shared Libraries

Here is where all the files that you have shared and have been shared with you can be found. You may have received an email attachment, but you do not have to go back to the email and search for the file. You simply go to this library and in the search box, type the name of the file and it will be retrieved. The shared library is also where you can store documents that you are collaborating on with other team members.

Recycle Bin

No surprise here that Microsoft included a recycle bin just like you would have on your desktop. The recycle bin is where deleted files are stored just in case you may want to restore them, maybe because they were deleted by mistake. You however should note that files are stored here for 93 days before they are automatically deleted permanently. This ensures the bin doesn't get full.

File Restore

This is a bit similar to recycle bin but it is mainly about reversing an action that may have been applied to a document. If something goes wrong with your file, you can simply restore it to a state it was previously. You can restore a file to a state it was 30 days ago.

Live Collaboration

With OneDrive, you can collaborate in real-time with team members using any Microsoft tool and many more document tools. Coauthoring is made possible by this tool with a single version of the document maintained.

Data Encryption

This is a very important feature. With all the sharing and collaboration going on, you do not have to worry that unauthorized persons may gain access to important data. All the data is encrypted and only decoded when it gets to authorized persons.

Files On-Demand

With this, a user can view files without having to download them. File Explorer gives the user access to a file that they can read through on OneDrive.

App Integration

With thousands of apps being used today, it is great that a business tool like OneDrive includes integration with several apps. You can transfer documents from one app to another or even connect them so that you have automated workflows.

As mentioned earlier, there are several features that you can get to know as you use the platform. These are just a few key features that can probably whet your appetite.

How to Use OneDrive?

It is simple to use OneDrive if you have been using any file storage tool. The first part though is to get an account. If you are already signed up for Microsoft, then you also have a OneDrive account that you just do not use. The same applies to people with Outlook email accounts. If the above applies to you, then you simply need to login into your account and then click on the icon for OneDrive.

For a user who doesn't have an account, it is simple to signup.

• Start by visiting the OneDrive website and choose Sign Up for free. Follow the prompts to create an email address and password.
• Once you complete that process, you will have a Microsoft account along with a OneDrive and outlook profile as well.
• You can now sign in to OneDrive and choose what you would like to upload to your new personal cloud storage.

OneDrive Personal Vault: This is a key feature you might find very helpful. The vault is a secure personal space where you can keep files under lock and key- or password.

Once you have set up, you can then determine how you would like to use your account. Some things you can do include:

• Use OneDrive to backup files.
• Add it as another drive on your PC.
• Store photos, music, and videos so you can access them anywhere.
• Share heavy files with other people by simply sharing the link through email.
• Use it as a document management tool for business documents.
• Use it as a database for document automation.

It is recommended that you start with the free version that gives you 5GB of storage as you get used to the different features and then expand when you are sure it is the right cloud storage option for your needs.

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