OneDrive is a cloud-based service designed for storing files and synchronizing settings aimed at the consumer market. Microsoft gives each user 5 gigabytes (GB) of free cloud storage. To access the service, the user must use a Microsoft account, and the service can be accessed natively from a computer or smartphone.
A business-oriented service called OneDrive For Business is based on Microsoft SharePoint technologies; it stores data in a specialized library in the cloud. OneDrive For Business is part of an Office 365 subscription and provides 1 terabyte (TB) of free space per user.
OneDrive desktop app
OneDrive is integrated with Windows 10, using the OneDrive app, and when you sign in to Windows with a Microsoft account, a OneDrive folder is created in File Explorer at C:\Users\Username\OneDrive.
To protect against data loss, you are advised to use OneDrive as your preferred location for all your data. When you add, modify, or delete files stored in the OneDrive favorite, your changes are replicated to OneDrive as long as you are online.
If you are using an operating system other than Windows 10, you might still be able to use the OneDrive desktop app; it is supported on the following operating systems.
- Windows 10
- Windows 8.1
- Windows 8
- Windows 7
- Windows Vista with Service Pack 2 (SP2)
- Windows Server 2008 R2
- Windows Server 2008 SP2
- Mac OS X 10.7 (Lion)
- Mac OS X Mountain Lion
The OneDrive app, located in the taskbar notification area, enables you to modify synchronization settings. You can choose to synchronize all or selected files and folders from your cloud storage account to your device.
Review the settings available in the desktop app and implement file synchronization.
OneDrive web portal
Although integration is tight between the Windows 10 OneDrive app and the online version of OneDrive, the online version currently has slightly more functionality, although it can be slower to manipulate your files, depending on available bandwidth.
In the portal, users can:
- Manage all their files stored on OneDrive.
- Access previous versions of files.
- Access the OneDrive Recycle Bin.
- Buy more storage (subscription-based).
- Configure advanced sharing options for files and folders.
- Create Microsoft Excel surveys.
Users of mobile phones can also allow the automatic upload of all photos to their private OneDrive photos folder. With photos consuming some of your free 5 GB cloud storage each time you take a picture, you may be surprised at how quickly the quota is used up, but adding additional storage is relatively inexpensive. If you subscribe to Office 365, OneDrive comes with 1 TB of storage and the ability to install Office applications locally on your PC, Mac, or iPad.
In OneDrive, you can access Microsoft Office Online, which enables you to create Word, Excel, Microsoft PowerPoint, and Microsoft OneNote files. After you create an Office online file, you can share the documents online, collaborate with other users, and edit documents at the same time. In addition, you can create text documents and Excel surveys. The surveys are simple; others can fill them out just by opening the link to the survey. You then see everyone's response compiled in the online spreadsheet.
Privacy is a significant concern for many users, especially when discussing personal data. Although OneDrive is aimed at consumers and is therefore not suitable for enterprise data, Microsoft has upgraded the level of security and encryption to protect data held on the OneDrive service. Data is now protected with Perfect Forward Secrecy (PFS) encryption when you access OneDrive through the web portal, onedrive.live.com, mobile OneDrive application, and OneDrive sync clients.
Fetch files on your PC
Another unique feature in the OneDrive desktop app is the ability to retrieve any file remotely from the computer with the app installed, from any web browser. To enable this setting, follow these steps.
- Log on to Windows 10 with a Microsoft account.
- Right-click the OneDrive app in the taskbar notification area.
- Click Settings.
- Select the Settings tab.
- Select Let Me Use OneDrive and click OK.
- Restart the OneDrive app to complete the process.
- Ensure that the device you want to connect to is powered on and connected to the Internet.
- Open OneDrive in your browser. From the list of devices in the left pane, select the PC that you want to retrieve files from.
Although Mac users can use OneDrive and download the OneDrive app, they can't fetch files from a Mac.
The Fetch Files On Your PC setting is a hidden feature and is likely to be included in the exam. Be sure you know how to enable it. Visit the Office support resource at http://aka.ms/fetch-files-on-your-PC to obtain some additional information about the setting.