OneDrive: Understanding Folders and Files

Overview

OneDrive is a cloud storage service where you can upload files from your computer, and you can organize your stored content by creating folders to manage your files more effectively.

Considerations

• File organization looks slightly different on Mac. 
• MacOS does not have folder colors for the desktop version of OneDrive.
• MacOS and Windows OneDrive Desktop app can create Office 365 files from the OneDrive in Finder and File Explorer. 
• Some functionality may only be available within the Office 365 OneDrive (online portal). 

Information and Instruction (Windows)

How to Create Files

Folders and files can be created within the OneDrive Desktop app found within the File Explorer. 

1. Type OneDrive in the taskbar search or access OneDrive in your File Explorer. 
2. Open the subfolder where you want to store your file; if you create the file while inside that subfolder, it will automatically be saved there.
3. Click New to create a new File (Word, Excel, PowerPoint, etc.). 
4. Name your file and hit Enter.
5. The new file will appear within the OneDrive folder. Double-click the file to open it.

How to Upload Files

You can upload files from your computer to OneDrive, where they will be securely backed up and accessible from any device.

1. In File Explorer, locate the file you would like to upload.
2. Click and drag the file into your OneDrive folder on the sidebar.
   1. You can expand your OneDrive folder and its subfolders to place the file exactly where you want it.

How to Organize Files

You can create folders and subfolders to organize your OneDrive files. Please note: Shared files and folders cannot be organized within "My Files".  

1. Open the desired folder within your OneDrive.
   1. If you create the subfolder within the desired folder, you will not have to move it.
2. Create your new subfolder.
   1. Click on New in the top left
   2. Select Folder and give it a descriptive name. 
   3. To select a folder color, right-click, select Show more options, then Folder color.
3. To move a file into the folder, click and drag the file to the desired folder.
4. Drop it once hovering over the folder.
5. To move the folder into another folder, click and drag it to the other folder if desired.

Additional resources

The Microsoft articles tend to be based on the web version of OneDrive, but some will have the Desktop version instructions as well.

• Access OneDrive and Upload Files (Microsoft Support Guide) 
• Create Files on OneDrive (Microsoft Support Guide) 
• Organize OneDrive Files

Information and Instruction (MacOS)

How to Create Files

On macOS, you cannot create new files directly from the OneDrive app; you must create files within their respective applications (such as Word or Excel) and then save them to your OneDrive folder. However, the OneDrive online portal does include a Create option, allowing you to start new Office files directly in the browser.

How to Upload Files

You can upload any file from your computer to OneDrive.

1. In Finder, locate the file you would like to upload.
2. Click and drag the file into the OneDrive folder in the sidebar.
3. In the OneDrive folder, move the file into any subfolder you choose.

How to Organize Files

You can create folders and subfolders to organize your OneDrive files.

1. Open the desired folder within your OneDrive
   1. If you create the subfolder within the desired folder, you will not have to move it.
2. Create your new subfolder.
   1. Right-click in the free space below your files or go to File>New Folder
   2. Give your folder a descriptive name. 
   3. Hit Enter.
3. To move a file into the folder, click and drag the file to the desired folder, and drop it once hovering over the folder.
4. To move the folder into another folder, click and drag it to the other folder if desired.

Additional Resources

• Delete Files and Folders in OneDrive (Microsoft Support Guide) 
• Restore Deleted Files from the Recycling Bin (Microsoft Support Guide)