HOW TO: OneDrive for Business – Managing Files in OneDrive

Files can be managed in MS OneDrive using several features including downloading, uploading, sharing, organizing, and more. 

Office365 Sign In

Office 365 Home Page

OneDrive File List

Red arrow to one file, red box around options for that file


 1. Open:  To open a selected .docx file in MS Word Online or MS Word on your computer:

Open Options

2. Share:

Red arrows to Share and Manage Access

Red arrow to Share


3. Click Share, Manage Access, Share, Copy Link

The Copy Link option can be used to share a link to your file that you previously selected. 

Note: With this link you can give direct access to your file (Read-Only or Edit) or use the link to access it directly yourself (Read-Only or Edit).

To change the permissions for the link (just like in the Share option above):

OneDrive Copy Link options

4. Download:

With the download option, you can have the selected file downloaded to your computer. Note the original will stay in OneDrive, and a copy of it will be downloaded to your computer. 

5. Delete:

To Delete a file:

Warning: Deleted items go to the Recycle bin. More about that in this article:

6. Copy to:

To copy a file over to a folder:

Extra selected file options under ...

Select a OneDrive folder

7. Move to:

This works exactly the same as Copy to in #6 above. The difference is the file is in both the original location and the new location with Copy to.  With Move to, the file is removed from the old location and now is only in the new location.

8. Rename:

This option lets you change the name of your file.

9. Version History:

This option lets you see old versions and go back to an older version if necessary.  Note: old versions are only kept for 30 days.



If you deselect any items (or have none selected), the menus are different.  From here you can select New or Upload to create or add a new document

1. New:  Click New, then chose Folder or the type of document you want to create.

OneDrive New options

2. Upload: Click on Upload, choose Files or Folder, and search your computer for the file or folder to upload. (Note: you must deselect any files or folders you have selected to see the Upload button.)


Click here for an article on first and second stage Recycle Bin in MS OneDrive.


For more questions on MS OneDrive, email or call 864-656-3494.

Article ID: 322
Created: February 25, 2016
Last Updated: January 11, 2023
Author: Faye Buckley

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