Microsoft OneDrive cheat sheet: Using OneDrive for Web

Microsoft’s cloud storage, OneDrive, works both as a web app that you use through a browser and as a storage drive integrated into File Explorer in Windows 10 and 11. When you upload a file or folder through the OneDrive web app, it becomes available on your Windows PC through File Explorer, and vice versa. You can also access it on your smartphone or tablet (via the OneDrive app for Android, iPhone or iPad) or a Mac (via the OneDrive Mac app) if any of these devices are signed in with the same Microsoft account.

OneDrive is handy when you’re collaborating with others, too. You can share files or folders in your OneDrive with anyone by sending them a web link to it. If it’s a Microsoft Office file, then you and others can collaborate on it in real time in the Excel, PowerPoint, or Word web apps. Users with certain Microsoft 365 subscriptions can also use the desktop versions of these applications to work together on the file.

We’ve covered how to use OneDrive in Windows in a separate story. In this guide, we explain how to work with OneDrive for Web, which offers several features — including new Copilot AI features — that are not available in OneDrive in Windows.

Get started with OneDrive

To use OneDrive, you need a Microsoft account. If your company uses Microsoft 365 or you have an Outlook.com account, then you have a Microsoft account. If not, you can sign up for one for free.

With a free Microsoft account, you get 5GB of OneDrive storage. You can upgrade to 100GB storage or more by subscribing to a Microsoft 365 plan, starting at $2 per month. Business customers can subscribe to a 1TB OneDrive for Business plan for $5 per user per month or opt for a Microsoft 365 plan. (See all the Microsoft 365 plans for home, small business, and enterprise use.)

Note: Some features covered here are available only with higher-level Microsoft 365 plans. And while you can use OneDrive for Web in any modern browser, some features may work better in Chrome or in Microsoft’s own browser, Edge.

Get to know the new OneDrive for Web interface

The first step is to sign in to OneDrive with your Microsoft user account. If you’re already signed in to your account, you can go directly to the OneDrive portal for Microsoft 365 subscribers (formerly office.com) or for non-subscribers in your browser.

After you sign in, the OneDrive for Web home screen is shown. Along the top of the main pane are cards that highlight files that may be important to you. This may include documents you’ve been working on with co-workers, items that you open frequently, or projects that someone has tagged your name to. You can click the action button on a card (e.g., Open or Go to task) to open that item inside the corresponding app in a new browser tab.

In the left navigation pane, right below your name or username, you’ll see that Home has been selected. This view lists the files you’ve recently opened in the main pane, whether they’re your own files or they’ve been shared with you. You can see at a glance who owns each file and recent actions taken on each. Files with the most recent activity appear first.

The OneDrive for Web home screen shows important files at the top, with recently accessed files below.
Howard Wen / Foundry

Above the main pane is a row of buttons that let you filter items in the files list by file type (e.g., Word, Excel, PowerPoint, OneNote, PDF, etc.). You can also type a word into the “Filter by name or person” box at the right to search for filenames containing that word.

Below Home in the left navigation are several options that you can click to display your files in the main pane in the following ways:

My files: This view lists all your files and folders. When you click a folder name to open it, the files in it are shown in the main pane. To navigate out of the folder, click My files again in the left pane, or click a folder name in the “breadcrumb” hierarchy path that’s shown above the main pane.

For example, the “My files > Pictures > Research” path indicates that you’re viewing files in the Research folder. You can click either Pictures or My files to go back up the folder hierarchy.

Shared: These are files that you are sharing with others and that other people are sharing with you. As in Home view, you can use the buttons above the main pane to filter by document type, and/or you can type into the “Filter by name or person” box to search for filenames containing a particular word or files shared by a particular person.

Favorites: This shows all the files or folders that you’ve marked as favorites in the main pane. You can favorite your own OneDrive files and folders, as well as those shared by others with you in their OneDrive.

To favorite a file or folder, move the pointer over the file or folder and click the star icon that appears by it. Click the star icon again to un-favorite the file or folder.

Recycle bin: Here you’ll find files that you’ve deleted from your OneDrive.

People: In this view, you see a list of people who have shared files with you, with their files or folders listed to the right. This is handy when you remember who shared a file or folder with you but not when or what the filename is. To quickly zero in on a person, type their name in the “Filter by person” box at the upper right.

The People view organizes files by who shared them with you.
Howard Wen / Foundry

Only users with a Microsoft 365 work or school plan will see the remaining three navigation items in OneDrive for Web:

Meetings: These are files that were shared in Microsoft Teams meetings that you took part in. Files attached to scheduled meetings that haven’t happened yet will also be listed.

Media: Click this to conveniently browse images and videos that you’ve stored in your OneDrive.

Quick access: When you open files or folders stored in SharePoint document libraries, those libraries are added to the Quick access list. Click the name of a library here to open it and browse its files and folders.

Note that OneDrive for Web is integrated into the Microsoft Outlook and Teams apps for Windows, macOS, and web. The OneDrive icon is on the vertical toolbar at the left edge of each application. Clicking it opens your OneDrive in the main pane of Outlook or Teams, with the same layout as described above.

OneDrive for Web is integrated into the new Teams app.
Howard Wen / Foundry

Store or create files and folders in OneDrive for Web

To upload a file from your PC to your OneDrive, click the + Create or upload button at the upper left. From the menu that opens, click either Files upload or Folder upload. The web browser will open a file manager so that you can select the files or folders on your PC that you want to upload to your OneDrive.

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If you select Folder at the top of the menu, OneDrive prompts you to type in a name for the new folder. You can optionally choose a color for your folder, then click Create. The folder will appear in the main pane.

The + Create or upload menu also has options to create a Word document, Excel spreadsheet, PowerPoint presentation, or other Microsoft 365 file formats. When you select one of these, the web version of that Microsoft 365 app opens in a new browser tab with a blank spreadsheet, presentation, document, etc. inside it, so you can get right to work creating content in it. This new file will immediately appear in your OneDrive.

Tip: OneDrive will upload or create files and folders wherever you happen to be in your folder hierarchy when you click + Create or upload. For example, if you’re viewing the Home screen in OneDrive, it will place the new file or folder at the top level of your OneDrive.

If you want the new file or folder to be within another folder, click My files and navigate to that folder first, and then click + Create or upload. (You can also drag-and-drop files and folders to move them inside another folder, just as you would in Windows File Explorer or Mac Finder.)

When you add a file or folder to OneDrive for Web, it is stored in the cloud and you can also access it through File Explorer in Windows 10 or 11 or through Finder in macOS (if you have the OneDrive app installed). If you rename, move, or delete a file or folder in OneDrive via either OneDrive for Web or File Explorer/Finder, you’ll see those same changes synced in the other interface — they’re just two different ways to access the same content stored in your OneDrive.

Open OneDrive files on the web or in a desktop app

To open a Microsoft 365 file — such as a document, presentation, or spreadsheet — in OneDrive for Web, just click it. By default, it will open in the corresponding web app in a new browser tab. Click an Excel file, for example, and the spreadsheet will open in the Excel web app.

If you’re subscribed to a Microsoft 365 plan that lets you use its desktop applications, you can open the spreadsheet in the Excel desktop app that’s installed on your PC. Either right-click the file or move the pointer over the file and click the three-dot icon that appears by its filename.

From the menu that opens, select Open and Open in app next. (You may see the name of the app in this menu — for instance, “Open in Excel” — instead of “Open in app.”) Note that ad-blockers and some browser privacy settings may interfere with this feature.

Opening an Excel file from OneDrive for Web.
Howard Wen / Foundry

This also should work with other file types, depending on what desktop apps you have installed on your PC. For example, you can right-click a PDF and select a desktop app that you use to edit PDFs (e.g., Adobe Acrobat).

Create file or folder shortcuts in OneDrive for Web

You can create a shortcut to any file or folder you have access to in OneDrive, including files and folders shared with you by another person. For example, maybe you want to have easy access to files located in several different folders, but you don’t want to go through the trouble of moving the files or making copies of them. Instead, you can create several shortcuts to them and organize these shortcuts inside a single folder.

A shortcut is treated as its own file in your OneDrive. You can delete the shortcut or rename it, but these actions won’t delete or rename the file or folder that it’s linked to. Think of a shortcut as a little file that works like a web link. When you click it, it opens the file or folder that it’s linked to.

To create a shortcut, right-click the file or folder or move the pointer over it and click the three-dot icon that appears by its name. On the menu that opens, select Add shortcut and select the folder where you want the shortcut to be saved in.

Create shortcuts for quick access to key files.
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Access your OneDrive files offline in OneDrive for Web

You can make files stored in your OneDrive available on your PC without an internet connection. Until fairly recently, you couldn’t do this through OneDrive for Web; instead, you had to go into Windows File Explorer or Mac Finder, right-click a file or folder in your OneDrive, and select Always keep on this device.

That still works, but now most users can save files for offline use via OneDrive for Web too. Select one or more files or folders, and click any one of the three-dot icons that appear by their file or folder name. From the menu that opens, select Make available offline.

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Microsoft

This action downloads the file or folder to your PC and stores it locally so you can still access it if your PC goes offline. An icon of a computer screen with a checkmark will appear by the file or folder name to denote that it is available offline.

If you want to turn a file or folder back to online-only (i.e., you’ll only be able to access it when your PC is online), just reverse the above steps.

Share files or folders in OneDrive for Web

Move the pointer over the file or folder that you want to share. Click the Share icon — a square with an arrow over it — that appears to the right.

Click the Share icon to begin sharing a file.
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The Share panel opens. (From this point on, the steps for sharing a file or folder are generally the same as in OneDrive in Windows.)

Note: If you’re using a Microsoft 365 account that’s owned by your company, the options for sharing a file or folder in your OneDrive may be restricted by your IT administrator. Depending on the type of Microsoft account you’re using, you may see slightly different interfaces and options than those shown here, but the sharing process should be similar.

Share a file or folder with specific people

In the Share panel, you can invite specific people to access the file or folder in your OneDrive. Enter their email addresses in the first field. If they’re in your Outlook contacts, you can start typing their name and select from the suggestions of people that pop up.

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Click the pencil icon to the right to change the access level to your file or folder. Depending on your Microsoft account or Microsoft 365 account, you may see some or all of these options:

Can edit: The people you’ve invited can view your file or folder (and its contents), download it, forward its link to others, and make changes to it (including contents in a folder). For example, if it’s a Word document, then a person viewing it can edit it with Word. This also means that when they edit your file or folder, their changes overwrite the original copy in your OneDrive.

Can view: Invitees can view your file or folder, download it, and forward its link to others — but they can’t make changes to the original file or folder (or its contents) in your OneDrive.

Can review: If the file being shared is a Word document, this option will appear. The person you share the document with will be able to add comments or make suggestions to it in the Word app, but they won’t be able to make actual edits to it.

Can’t download: Invitees can view the file or folder but can’t download it.

You can also enter a brief message for the recipients to read, and then click the Send button. An email will be sent to these people that contains a link to your file or folder that only they can open.

Share a file or folder with all your co-workers

If, instead of inviting specific people, you want to share the file or folder with everyone in your organization, click the gear icon, which may appear toward the upper right of the Share panel or at the bottom next to the “Copy link” button, depending on your account type.

A “Link settings” panel appears. Select People in [your organization name] to share the file or folder with all your co-workers.

In the “More settings” area below, you’ll see the same access permission options as on the main Share panel — so you can, for instance, change Can edit to Can view. Users with certain Microsoft 365 accounts can also set an expiration date after which the link to the shared file or folder will no longer work, as well as password-protect the file or folder.

After you’ve made your selections, click the Apply button. This returns you to the Share panel, where you can click Send to send the invitation email.

Share a file or folder via public link

Another way to share a OneDrive file or folder is with a public link. We strongly advise not using this method with files or folders that contain sensitive data. (Some organizations turn off this capability.)

On the aforementioned Share panel, click Copy link, and a link to your file or folder is copied to your PC clipboard. You can then share this link with other people — but before you do, it’s wise to think about sharing permissions.

By default, anyone who clicks this public link can view your file or folder (and its contents), download it, forward the link to others, and make changes to the file or folder (including the files in a folder).

To change the access setting of this public link, click the gear icon next to the “Copy link” button or at the upper right of the Share panel. This will open the “Link settings” panel, where you can change access permissions, set an expiration date, and/or password-protect the file or folder as described above.

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Or, if you change your mind about sharing the link publicly, select a different recipient group from the “Share the link with” list, such as people in your organization, people who already have existing access to your file or folder, or people you specifically choose to invite.

After you’ve made your selections, click Apply, which returns you to the Share panel. Click the Copy link button. You can now share this link with other people by pasting it into a document, email, message, etc.

Note: The quickest way to create a link to publicly share a file or folder in your OneDrive is to right-click the file or folder and select Copy link from the menu that appears. A link will be created using your default permissions, which you can adjust by clicking the “Settings” icon on the “Link created” pane that appears.

Stop or manage sharing for a file or folder

Select My files in the left pane. Move the pointer over the shared file or folder, click the three-dot icon, and select Manage access.

On the Manage Access panel that opens, you can click Stop sharing to stop sharing the file or folder completely.

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To manage access permissions for a person, on the People tab, click the permission next to a person’s name to change it — for instance, from Can edit to Can view. You can do the same for groups by clicking the Groups tab.

To manage shared links, click the Links tab. To stop sharing a public link, click the trash can icon by the link. Or click the gear icon if you want to change the access settings for the link to your file or folder.

New Copilot genAI features in OneDrive for Web

Microsoft recently added Copilot AI functions that you can use to take actions on Word documents, Excel spreadsheets, PowerPoint presentations, and (some) other files stored in your OneDrive. For instance, Copilot can quickly summarize a lengthy Word doc without you even having to open it. These functions only work through OneDrive for Web — they’re not available in your OneDrive through Windows File Explorer or Mac Finder.

Notes:

These AI functions are available only with a Microsoft 365 Personal or Family subscription, a Copilot Pro subscription, or a Microsoft 365 Copilot subscription for business.

Under a Microsoft 365 Personal or Family plan, you’re allotted 60 AI credits (requests to Copilot) per month. If you have a Copilot Pro or M365 Copilot plan, there are no limits to accessing Copilot.

According to Microsoft, Copilot in OneDrive supports most text-based files, including Word documents, Excel spreadsheets, PowerPoint presentations, newer Microsoft 365 formats like FLUID and LOOP, OpenDocument formats (ODT and ODP), Web files (ASPX, HTM, and HTML), and universal formats such as PDF, TXT and RTF files. File size is currently limited to 150MB. The company says support for images, videos, meeting recordings, and OneNote notebooks is coming soon.

Summarize a file, create an FAQ from it, or ask a question about it

Move the pointer over file and click the Copilot logo that appears by its filename. From the menu that opens, select Summarize, Create an FAQ, or Ask a question.

Click the Copilot logo next to a file and choose an option.
Howard Wen / Foundry

Summarize and Create an FAQ: When you select either of these options, a panel opens over the screen. Copilot will analyze your selected file, then generate a summary or a list of “frequently asked questions” (and answers) based on its content. The resulting text will appear in the panel.

Copilot can generate a summary of or FAQ list for a file.
Howard Wen / Foundry

Then you can…

Click the thumbs up or thumbs down icon to rate the quality of the result.

Click Copy. The text that Copilot generated will be copied to your PC clipboard.

Ask a question is the same choice that appears on the prior menu, described below.

Ask a question: Clicking this option will open the Copilot chat panel along the right of the screen. In the entry box along the bottom of this panel, you can type a command or question to prompt Copilot to generate a response.

For example, if you selected an Excel spreadsheet, you could try asking Copilot: “What’s the most expensive item in this spreadsheet?” If it’s a PowerPoint presentation: “What are the key points mentioned in this slideshow?”

Or, along the lower right of the entry box:

Click the View prompts icon (with the star) to view suggested prompts that you can select for Copilot to respond to.

Click the microphone icon to turn on your PC’s microphone so that you can speak your command or question.

You can enter a question about your file at the bottom of the Copilot chat panel.
Howard Wen / Foundry

Once you’ve entered a question or prompt, Copilot will analyze your request and try to generate a response. You can copy its resulting text to your PC clipboard, and rate it with a thumbs up or down. Or you can keep chatting with Copilot about the file, asking follow-up questions in the chat box.

Summarize, compare, or ask questions about more than one file

You can select up to five files (any combination of supported file types), and then instruct Copilot to generate a summary of their contents, list differences among them, or open the Copilot panel to ask questions or make other requests.

Select My files on the left pane, then select up to five files in the main file list. On the toolbar above this main pane, click Copilot and choose one of the options from the menu that appears.

Select multiple files in your My files list, then ask Copilot to summarize, compare, or chat with you about them.
Howard Wen / Foundry

If you select Summarize or Compare files, a summary of all selected files or comparison noting the major differences between selected files will appear in a panel over the screen. Choosing Ask a question will open the Copilot chat panel, where you can ask questions about all the selected files.

A Copilot-generated comparison of two Excel spreadsheets.
Howard Wen / Foundry

More Copilot features on the way

In addition to the aforementioned functions, the Microsoft 365 Roadmap lists several more Copilot features for M365 Copilot business customers that have just been launched or are in the process of rolling out in OneDrive for Web, including generating audio summaries of files, asking Copilot questions about images and meeting recordings, converting Word documents to PowerPoint presentations, and Copilot Agents (assistants powered by AI that you set to do tasks for you).

It’s likely that some, though not all, of these features will eventually make their way to M365 Personal/Family and Copilot Pro users as well.

OneDrive for Web: Worth another look

Microsoft has poured considerable resources into beefing up the web versions of its Microsoft 365 apps, and this effort has clearly paid off in OneDrive for Web. If you haven’t used the web version of OneDrive in a while, it’s worth another look as a powerful alternative to using OneDrive within Windows (or Mac). You might find that OneDrive for Web provides a significant productivity boost.

This article was originally published in June 2024 and updated in July 2025.