OneDrive is Microsoft’s cloud storage service, available to anyone with a Microsoft account. OneDrive is pre-installed with Windows 11, but will require a bit of setup before you can start using it. When you sign up for a OneDrive account, you are given 5GB free, but it is possible to increase the storage to 100GB or even 1TB for a monthly subscription fee.
What is Cloud Storage?
Cloud Storage is essentially a non-local or off-site storage system, where your files are uploaded to external servers, often in multiple locations. Rather than taking up space on your computer, your cloud-stored files are saved elsewhere. Aside from saving local storage space, another benefit to using cloud storage is that files can be accessed from anywhere, using multiple devices (such as smartphones, tablets, laptops, etc.)
Saving Files to OneDrive
You can add and manage files in OneDrive in a few different ways.
OneDrive on Your PC
You may have already been asked to sign in to OneDrive on your Windows 11 computer, but if you haven’t you can find it in the main apps list in the Start Menu. Click the app icon, and sign in using your Microsoft account login details if asked.
1 – The OneDrive icon will now appear in the system tools section of the Taskbar, and a new window will open, displaying your OneDrive files. If you are completely new to OneDrive, this will be empty.
2 – You can use this folder as you would a normal folder. Drag and drop or cut and paste files into it, navigate to it when choosing file save locations, etc. These files are then uploaded to the cloud.
3 – Once the folder is closed, you can access it by selecting it in the sidebar of File Explorer, or by clicking the OneDrive icon in the Taskbar, and then clicking “Open Folder”.
One Drive on the Web
As this is cloud storage, you can also view and manage your OneDrive files in the browser. To log in to OneDrive in the browser, go to https://onedrive.live.com/ and enter your Microsoft Account details.
1 – Your files and folders will then be displayed. Click on folders to interact with them just as you would with any other folder in Windows.
2 – You can drag and drop files from the Desktop or other folders into the browser view, and vice versa. Or you can use the buttons along the top of the window to browse to and upload files and folders, download files, and share files.
3 – You can use the buttons in the sidebar to see different files stored in OneDrive. You can view Recently added files, Photos, Shared files and files currently in the Recycle bin.
4 – If you have a lot of files and folders in OneDrive, you can use the search bar at the top to find the one you need more easily.
Backing Up Files to OneDrive Cloud Storage
As detailed above, you can manually add files to the OneDrive folder to back them up to the cloud. But you can also save files to OneDrive from various apps, and even set certain files and folders to automatically be backed up to the cloud.
1 – In any app that allows direct saving to OneDrive, you will normally find the option in the “Save” or “Save As” menus. Word, and other Microsoft Office tools, for example, will feature this option in the save menu. Some apps, such as the Photos app, will give you the option to save to OneDrive during certain actions, like creating a new Album.
2 – You can set certain files, or even whole folders, to automatically back up to OneDrive. Click the OneDrive icon in the Taskbar, and then click Help & Settings > Settings.
3 – In the new panel that opens, select the “Back Up” tab. If you want to set folders to automatically back up, click the “Manage back up” button, and use the buttons on the next screen to enable or disable back up on the Desktop, Documents and Pictures folders.
Be aware that if you only have the free 5GB of cloud storage, enabling automatic back up for the Desktop can quickly fill it up if you like to keep lots of files there.
4 – If you also want to let OneDrive automatically back up screenshots, photos and videos, you can do so back in the Backup tab of the OneDrive settings. Photos and videos will only be backed up from a connected camera, phone or other device. Videos you create or download on the computer won’t be included in the automatic backup.
OneDrive Files on Demand
OneDrive Files On-Demand helps you access all your cloud storage in OneDrive without having to download all of them and use file storage space on your Windows device. If you create a file online, or on another device, it will appear on your computer, but will not physically be on there. This can help save storage space, and as long as you have an internet connection, you can access the files as you would any other.
1 – To enable Files on Demand, click the OneDrive icon in the Taskbar, then click Help & Settings > Settings. On the first tab of the new panel that opens make sure the box next to “Save space and download files as you use them” is checked.
2 – The files in the OneDrive folder will now be displayed with a status next to them. A green tick in a white circle means it is physically stored on your computer, and a blue cloud means it is stored in the cloud but ready to be used. A white tick in a green background means the file is marked as “Always available on this device”, meaning that accessing it does not rely on an Internet connection.
3 – You can easily make a file online-only by right-clicking on the file and selecting “Free up space” from the action menu. You can also find the option to make a file “Always available on this device” in this menu.
OneDrive Personal Vault
Personal Vault is a special folder in your OneDrive that’s protected by an extra layer of security. You’ll need to set it up separately on each device where you want to use it. You are restricted to being able to add just 3 files to the Personal Vault unless you have a subscription to Microsoft 365.
1 – The first time you see Personal Vault in your OneDrive, you’ll see a message where you can select Get started. If you don’t see the message or you dismissed it, browse to your OneDrive and select the Personal Vault folder.
2 – In the Verify your identity dialog box, verify your account info and then select “Verify.” Choose a verification method. For example, select Text and follow the instructions to send yourself a text message on your phone. If you’re using text or email, find the text or email message and type in the code that you were sent.
3 – To move files into your vault, open OneDrive and select the Vault icon. You will need to sign in using your chosen verification method.
4 – Once signed in, select “Move from” and select the files you want to add to the vault. Click “Move items” or drag the items to the vault.