March 3/6/25 Tech Tips

Keep reading for some OneDrive Tips and reminders!

OneDrive Overview

OneDrive has many benefits when used correctly and efficiently. Some of its many uses are securing documents, easy access, version history recovery, and collaboration on documents. Below find out more information about each feature and how to best use it.

Securing Documents

Having secure documents is a necessity in today's society. This is something OneDrive excels at. First, OneDrive has two-factor authorization when logging in. It also has a personal vault feature. The personal vault provides an extra layer of security for sensitive files, requiring identity verification (like a PIN or biometric authentication) to access. Click the embedded link for step-by-step instructions on how to set up your personal vault on your computer or phone. OneDrive also allows for securing documents. You control who has access, how much access they have, whether it is password-protected, and if their access ever expires. To manage access simply follow the three steps below.

1. Select the file or folder

2. Click the three vertical dots to the right of the file or folder name

3. Click Manage access

Access Files Anywhere

With OneDrive, users can access files, contracts, and legal documents from any device, whether they're in the office, or working remotely. If you need to access files in OneDrive either in-office or remotely there are many ways to do it. Firstly, you can use the OneDrive website: onedrive.com. You can also use a desktop app or an app on your mobile device to gain entry. One of the most efficient ways to go directly to a file is by having a shared link. To create a link follow the steps below:

1. Select the item and click on the "Share" button (person with a plus sign).

2. A sharing panel will appear. Choose your sharing options:

3. Decide who can access the file (e.g., specific people, anyone with the link, etc.).

4. Set permissions (e.g., view-only or edit access).

5. Add a password or expiration date if needed.

6. Click "Copy Link" to generate the link.

7. Share the link via email, text, or any other medium.

Version History Recovery

If a user ever needs to track changes to a file or recover an older version of a document, OneDrive's version history feature can be invaluable. No matter the device you access version history on, it's quite easy to do!

1. On the Web:

   • Go to onedrive.com and sign in.

   • Find the file you want to restore and click the three dots next to it.

   • Select Version History from the menu.

   • You'll see a list of previous versions along with timestamps.

   • Click on a version to preview it or choose Restore to revert the file to that version.

2. On the Desktop:

   • Open your OneDrive folder.

   • Right-click the file and choose Version History.

   • A browser will open, showing available versions. Select and restore as needed.

3. On Mobile:

   • Open the OneDrive app.

   • Tap the three dots next to the file, and select Version History.

   • From there, choose and restore the desired version.

Collaboration on Documents

Perhaps the most useful feature of OneDrive is being able to collaborate with others on the same file in real-time. As mentioned above all you must do is share the document. You control what amount of access a person gets. Whether that is editing access, commenting, or view only. You can also track the changes made in a document to check progress. For more specific instructions on how to implement these features see the about paragraphs.

I hope you have found these tech tips helpful! Please feel free to share these tips out or contact us with questions or comments.