--- title: "OneDrive for Faculty and Staff" slug: "faculty-staff-onedrive" tags: ["Faculty", "Staff", "OneDrive", "Microsoft Office", "Access", "Cloud Storage"] updated: 2024-05-24T12:17:16Z published: 2024-05-24T12:17:16Z canonical: "it.ajman.ac.ae/faculty-staff-onedrive" --- > ## Documentation Index > Fetch the complete documentation index at: https://it.ajman.ac.ae/llms.txt > Use this file to discover all available pages before exploring further. # OneDrive for Faculty and Staff Microsoft OneDrive is Microsoft’s cloud file hosting service. It allows you to store files such as documents, photos, and videos online, enabling access from anywhere with an internet connection, not just your usual computer or phone. There are several advantages to this. One is space-saving – you can offload documents to the cloud to free up space on your main computer, smartphone, or tablet. Another advantage is accessibility – you can access your files from anywhere as long as you have an internet connection. Lastly, OneDrive can serve as a backup service for important files." ## Access Microsoft OneDrive You can access your AU email using OneDrive through [this link](https://onedrive.live.com/login/), or by navigating to: [AU’s Website](https://ajman.ac.ae) -> [MyAU](https://ajman.ac.ae/MyAU) -> Faculty/Staff -> [Email](https://outlook.com/ajman.ac.ae) -> [OneDrive](https://onedrive.live.com/login/) Keep in mind that you need to log in using your username including the domain (i.e. x.lastname@ajman.ac.ae) and your password, which is the same as the one you use for the other services at AU. Or you can have OneDrive set up on your laptop/desktop by following the steps in this article. Noting that you will be able to use the Desktop Client like any other local folder on your devices in terms of the OneDrive features. ## Set up Microsoft OneDrive on a desktop/laptop To set up OneDrive on your device, please follow the below steps: 1. Click on the OneDrive icon located in the Taskbar. 2. Enter your AU email address and click on **Sign in**, as illustrated below:![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/image-1716545739855.png) 3. Click through the welcome tips. 4. Click on **Open my OneDrive folder.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/OneDrive%20Open.jpg)** ## Microsoft OneDrive features The following are the main features of Microsoft OneDrive – Desktop Client: ### Create files and folders To create folders, go to the OneDrive location, through the File Explorer, where you’d like to create the folder, right-click on an empty space, click on **New**, then on **Folder**.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/Create%20folders.jpg) On the other hand, to create files on OneDrive, you may open an application and choose the OneDrive location when saving the file. ### Upload files and folders You can upload files and folders to OneDrive by either copy/paste, drag-and-drop or click on Add new and then Files upload. ![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/image-1698742586817.png) ### Share files and folders With your files in OneDrive, you can share them with others, control who can view or edit them, and work together at the same time. You can do this by following the below steps: 1. Right-click on the file/folder and then click on **Share**.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/Share.jpg) 2. Click on **People you specify to edit**.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/People%20you%20specify.jpg) - **Anyone with the link**: this option allows you to copy the link and allow anyone to access the file/folder. - **People in Ajman University with the link**: this allows any person with AU email address to access the file/folder. Noting that s/he will have to sign in to their AU email. - **People with existing access**: this allows people who already have access to the folder to access to a specific file within the folder. - **Specific people**: this allows a list of people, which you should specify, to access the file/folder.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/Specific%20people.jpg) 3. Click on **Allow editing** to give permission to edit the files, or deselect Allow editing to give permission to view, but not edit the files. Then click on **Apply**. 4. If you chose **Specific people**, enter their email address and then click on **Send**.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/Send.jpg) 5. If you chose an option other than **specific** people, click on **Get a link**.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/Copy%20Link.jpg) 6. Click on **Copy**.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/Copy.jpg) 7. Paste the link in a specific location for sharing. ## Choose folders to sync from OneDrive If you want to specify which folders stored in the cloud should be accessible from your computer, please follow the below steps: 1. Click on the **cloud icon** in the notification area.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/Cloud%20icon.jpg) 2. Click on the **three-dotted** menu button in the top-right corner.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/three%20dots.jpg) 3. Click on **Settings**.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/Settings.jpg) 4. In the "Account" tab, click the **Choose folders**.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/Choose%20Folder.jpg) 5. Clear the **Make all files available** option and check the folders you want to make visible, and then click on **OK**.![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/All%20files%20available.jpg) 6. Click on **OK** again. Once you complete these steps, only the files and folders you specified will be visible from your device. However, you'll be able to access the content you didn't specify using the OneDrive experience on the web. And you can use the same instructions to add or remove content as needed. ## The meaning of OneDrive icons ![](https://cdn.document360.io/7a3c00d9-daf1-4451-a1a0-1e6ab8f34fa6/Images/Documentation/OneDrive%20Icons.jpg) ## Important Facts about OneDrive - Each OneDrive account has 1 TB of storage. - The total length of the file path, including the file name, cannot be more than 400 characters. - You can retrieve a deleted file from the Recycle Bin for a maximum of 93 days. - The maximum upload size for an individual file is 250 GB. ## OneDrive Best Practice - Use OneDrive as a Home Drive replacement. - Start fresh! Only copy the files and folders that you need. - If you do decide to copy everything over, copy one folder at a time to avoid sync issues. - Keep folder and file names short and direct. - Do not go down more than 2-3 levels for folders. - Share files only when necessary. - If you leave the University or transfer to a new role, download departmental data and give it to your line manager. - If you leave the University, notify those you have shared with. Transfer the file or folder to someone else if necessary. ## Related - [Install & Manage Office 365](/staff-install-manage-office-365.md) - [Set up your AU Email](/faculty-staff-set-up-au-email.md)