What is OneDrive: 

OneDrive is the Microsoft cloud service that connects you to all your files. It lets you store and protect your files, share them with others(see below for details), and get to them from anywhere on all your devices. When you use OneDrive with an account provided by your company or school, it's sometimes called "OneDrive for work or school." It used to be known as "OneDrive for Business," so you may still see it called that in places. Microsoft OneDrive is a file hosting service and synchronization service operated by Microsoft as part of its web version of Office and available using PCs, Macs and mobile devices. As a staff member or Student you will have access to a OneDrive account with 1TB (1024GB) of data which can be used to store data, including document, video and audio files. It is a convenient way to transport and transfer document without the risk of losing USB drives. 

All files that you store in OneDrive are private unless you decide to share them. You can share files and folders with co-workers so you can collaborate on projects.   

How do I access OneDrive: 

There are a number of ways to access OneDrive the most used way is via the Office 365 website but there is also desktop apps and also mobile apps available too.

To log into your OneDrive account you will need to use your Microsoft account using your RGU email which is usually initial.surname@rgu.ac.uk

How do I add a document to OneDrive:

  • To add a document or file to OneDrive then select Upload a single file or a folder
  • you will them get a file exploer box pop up and from then choose the desired file(s) or folder and click open. You will then be shown that the file is uploading and then a confirmation once the file has uploaded
  • The file(s) or folder will them appear in the list. 

Using the uploaded documents:

  • To use the files that are uploaded you can click on the file to open it with the associated application
  • for other actions rather than open you can click on the three vertical dots to bring up a menu of actions

Sharing documents or folders with others:

  1. In a web browser, go to https://www.office.com/ and login with your RGU account using your email address usually initial.surname@rgu.ac.uk. Your password will be your RGU account password
  2. In the top left corner click the Apps logo (9 dots) and then click OneDrive
  3. Click New – Folder and name the folder Shared Folder (This folder will contain any new folders that you want to share with others)
  4. In the Shared Folder, create another folder and name it with the username or Student number of the person you want to share it with.
  5. Highlight the new folder, click the three dots logo for options and then click Share
  6. Click on People in Robert Gordon University with this link can edit
  7. Click Specific People and click Apply
  8. Click the pencil icon to choose if you would like the other person to be able to just view or to be able to edit
  9. Search for the users RGU email address or student ID and select the user
  10. Click Send to send the user an email with a link to the shared folder
  11. The user will then receive an email with a link to the shared folder
  12. When the other user opens the link they can then download the content. Notice in the menu options they will not have the option to upload if their permissions were set to Can view instead of Can edit