Microsoft Office 365: OneDrive
OneDrive provides a secure and accessible cloud storage solution for educators, enabling seamless file sharing, collaboration on documents,
and access to teaching materials from any device, anywhere. It simplifies organization and enhances productivity for both teachers and
students.
OneDrive: Create folders & organize (basic
structure)
Why: Clear folder structure makes lesson plans, assessments, and student files quick
to find.
Steps:
1. From the OneDrive dashboard, click New ³ Folder.
2. Enter a clear folder name (examples below) and click Create.
Suggested naming: Grade_10_English, Term1_Assessments, Staff_Meetings.
3. To create a subfolder:
Click the folder you just made to open it.
Click New ³ Folder again, name it (e.g., Lesson_Plans) and click Create.
4. Repeat for all subjects/classes you teach.
Practical folder layout example (school year):
Grade_10_English
Lesson_Plans
Assessments
Student_Submissions
Staff_Meetings
Templates
Upload files & drag-and-drop
Why: Move files from your computer to the cloud so they're safe and accessible
anywhere.
Steps (upload method): Steps (drag & drop method):
1. Open the folder where you want the file. 1. Open OneDrive in your browser and arrange your computer file
2. Click Upload ³ Files (or Folder if you are uploading a whole explorer beside it.
folder). 2. Select the file(s) on your computer, click and drag them into the
3. In the file dialog, find the file(s), select them and click Open. OneDrive window.
4. Wait until the upload finishes (you'll see the file in the list). 3. Release to drop 4 files will upload automatically.
Practical tip: For many files, compress them into a single folder and upload the folder for faster organization.
Rename, move, delete, and restore files
Why: Keep names meaningful and move files to the correct folders for easy retrieval.
1 2
Steps to rename: Steps to move:
1. Right-click the file ³ select Rename. 1. Right-click the file ³ select Move to.
2. Type a clear name (e.g., 2. Browse to the destination folder in the dialog ³ click Move
Gr10_English_Lesson1_Poetry.docx) ³ Press Enter. here.
3 4
Steps to delete: Restore deleted files:
1. Right-click the file ³ Delete ³ file moves to OneDrive 1. Click Recycle bin in left menu.
Recycle bin. 2. Select the file ³ click Restore to return it to its original
location.
Sorting, searching & filtering files
Why: Quickly find the latest resources or a specific document in a large folder.
Steps to sort: Steps to search: Filter results:
1. Open a folder ³ click Sort (top bar). 1. Use the search bar at top of OneDrive 1. After searching, use filters to narrow by
2. Choose Name, Modified, Modified by, and type keywords (example: lesson type (Word/PDF), date, or person who
Size, or File type. plan poetry). modified.
2. Press Enter. The results appear across
your OneDrive.
Tip: Use consistent file naming (date_subject_topic) so searches return accurate results.
Sharing files & folders (step-by-step)
Why: Share lessons, templates, or student feedback without sending large
attachments; control who can view or edit.
Share a single file:
1. Right-click the file ³ select Share.
2. A share dialog appears. Select who can access:
People in your organization 4 anyone with an MOE account.
Specific people 4 only named email addresses.
Anyone with the link (may be restricted by your school IT).
3. Choose permissions:
Can edit 4 allows recipients to change the file.
Can view 4 read-only.
4. (Optional) Check Block download when sharing view-only (prevents saving a copy).
5. Add a message (optional) and click Send, or click Copy link to paste into an email.
Share a folder:
1. Right-click the folder ³ Share.
2. Follow the same steps above (specific link and permissions apply to all items in folder).
Share by email example:
To share a lesson plan for co-planning, use Can edit and enter co-teachers' MOE emails.
Co-authoring (real-time collaboration)
Why: Multiple teachers can edit the same document at the same time 4 no multiple
versions.
Steps to co-author:
1. Share the file with Can edit permission (see Section 6).
2. Teacher A opens the file in Word for Web (browser) or Word desktop (if signed in).
3. Teacher B opens the same file 4 changes appear live.
4. Look for colored cursors or initials at the top to see who is editing.
5. Use the Comments feature to leave notes, or Track Changes if desired.
Practical example: Two teachers build a joint assessment paper together and see each other's edits in real time.
Integration with Office apps & Teams
Why: Open and save directly to OneDrive from Word/Excel/PowerPoint and attach
cloud files to Teams.
Steps to save from Word/Excel: Attach from OneDrive in Outlook or Teams:
1. Open a document in Word (desktop or web). 1. In an email or Teams message, click Attach ³ Browse cloud
2. Click File ³ Save As ³ OneDrive 3 [Your Organization]. locations ³ OneDrive.
3. Choose folder and click Save. 2. Select file ³ choose Share link.
3. Recipient clicks link to view or edit depending on
permissions.
