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Here’s the Ultimate Microsoft OneDrive Cheat Sheet

Your passport to mastering the cloud

9 min. read

Published onApril 15, 2024

published onApril 15, 2024

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As a Windows user, Microsoft’s OneDrive is the ultimate cloud storage partner. Here is a cheat sheet to ensure you reap all the benefits.

Although there aremany cloud storage solutions, it makes much more sense to use OneDrive if you’re a Windows user. Apps that belong to the same family and seamlessly integrate with other apps will streamline your workflow and enhance your productivity.

How do I use OneDrive effectively?

1. Install OneDrive

If you’re using a Windows device, OneDrive comes preinstalled in newer OSes, but if not, you can always get it from the Microsoft Store. You can then proceed to download it to other devices you frequently use, like your phone.

Since OneDrive is cross-platform compatible, Mac users can also install it on their devices. The main reason for installing it on multiple devices is to access your files from anywhere. It also supports file synchronization, so you don’t have to worry about transferring files from one device to another.

Another important reason is for backup and restoration. If one of your devices ever fails, you’re sure your files are intact because OneDrive backs up your data. Don’t forget that you can alsouse multiple OneDrive accounts on your PC.

2. File management

2.1 Upload files

If the upload speed is not up to par, you can reduce the number of files you’re trying to upload at once or seeother ways to increase your upload speed.

2.2 Create folders

The key to efficient file organization in OneDrive is to upload and put them in folders.

2.3 File search

This is a great way to clear up some storage space byremoving duplicate files in your OneDrive. Unfortunately, this manual method can take an excruciating amount of time especially if you have lots of files in storage.

Luckily, OneDrive has introduced animproved search feature with AIthat can help you enhance your search results and get rid of duplicate files much faster.

2.4 Restore previous file versions

It can happen to anyone where you accidentally edit a file or a collaborator edited a shared file. Restoring to a previous version allows you to recover the original version.

2.5 File recovery

Alternatively, you can usedata recovery toolsif the files are no longer in the Recycle Bin.

2.6 Exclude a folder from sync

Not every folder belongs on the cloud because some contain sensitive information. Excluding these folders from OneDrive ensures you limit the number of people who could potentially access it so you get to keep the data secure.

You can also take advantage ofOneDrive’s direct share featurethat allows you to share directly to your contacts and can be done from both the desktop app and on the web.

Anyone with the link can now access the shared file and make changes in real time.

4. OneDrive offline access

4.1 Turn on Files On-Demand

4.2 Set Always keep on this device via OneDrive folder

With Offline Mode for OneDrive, you will be able to view, sort, rename, move, copy, and delete files on your browser without internet access.

5. OneDrive security

5.1. Set up OneDrive with Windows Defender

5.2 Enable MFA

With enabled MFA, you’ll be prompted to verify your identity whenever you’re accessing OneDrive from an unrecognized device. You can also enablePersonal Vault. This adds an extra layer of security with Two-Factor Authentication so that only you can access sensitive information.

Additional tips for using OneDrive

AI is also taking over, so you may want toexplore OneDrive AI capabilitiesand see if it has any perks.

Finally, this is not exhaustive, as it does not include all the ways to get the most out of your OneDrive. Remember, you can always review and customize your OneDrive settings to suit your preferences and ensure optimal file management and privacy.

While at it, we cannot forget to mention that apps can be a letdown at times. So wheneverOneDrive is sloworconstantly syncing, we encourage you to turn to our expert troubleshooting guides for quick fixes.

This basic cheat sheet should help you efficiently navigate Microsoft OneDrive’s essential features and explore this cloud storage to its full potential.

Have you discovered a new trick to use OneDrive more efficiently from this guide? Do you have one of your own that you would like to share with us? If so, comment below.

Here’s the Ultimate Microsoft OneDrive Cheat Sheet#

How do I use OneDrive effectively?#

1. Install OneDrive#

2. File management#

3. Sharing and collaboration#

4. OneDrive offline access#

5. OneDrive security#

Additional tips for using OneDrive#