Microsoft 365: Overview of One Drive

Microsoft 365: Overview of One Drive

OneDrive, a key component of your Microsoft 365 suite, allows you to manage and access your personal documents through the File Explorer or its web interface. Here’s a guide to help you determine the best approach for different scenarios:

File Explorer: For Local and Offline Access

OneDrive is integrated into File Explorer, offering a seamless experience similar to accessing local files. Ideal for when you need to access files offline. Synced files can be accessed and edited without an internet connection. Use this method when you prefer the traditional file management system of Windows.

Web Access: For Additional Features and Collaboration

Access OneDrive by clicking the blue cloud icon at the bottom right-hand corner of your screen and selecting 'View Online'. The web version provides enhanced features for collaboration, such as real-time editing and sharing. Useful when you’re not on your primary PC. You can log into OneDrive from any device with internet access.

Document Versions

OneDrive's document versioning feature is designed to automatically create and save versions of your documents, thereby maintaining a history of edits and changes. Each time you close a document after making edits, OneDrive automatically generates and saves a new version. This versioning applies consistently across the board - to documents that are edited online via OneDrive's web interface as well as to those that are synced and edited through File Explorer.

In File Explorer, right-click on a file and select 'Version history' to view previous versions. You can restore a previous version via the 3 dots that appear when you mouse over a version.

Alternatively, access OneDrive online and right-click on a file, then choose 'Version history.' This option provides a more detailed view of all document versions, including those made online. From the web, you can easily restore to an older version or download a specific version.

Recycle Bin

The Recycle Bin in OneDrive provides a safeguard for your files, allowing you to recover deleted items or permanently remove them when necessary.

When you delete a file from the OneDrive folder in File Explorer, it is moved to the Windows Recycle Bin. Within the Windows Recycle Bin, you have the option to either restore the file back to its original location or permanently delete it.

For a more comprehensive view, access the OneDrive Recycle Bin directly from the web interface by clicking 'Recycle bin' on the left-hand side. Files in the OneDrive Recycle Bin are stored for up to 30 days, offering a longer recovery window compared to the local Windows Recycle Bin. From the web Recycle Bin, you can restore files to their original location or choose to permanently delete them. This bin is particularly useful for files deleted from OneDrive online or from synced devices other than your current PC.

Searching for OneDrive Documents

Use the search bar in File Explorer for files that are synced to your local OneDrive folder. This search primarily focuses on file names and locally indexed content.

The web interface offers a more powerful search, accessible via the search bar at the top of the OneDrive page. The online search indexes not just the file names but also the content within your OneDrive documents, offering more comprehensive search results.