How to Upload, Save, and Share Files Using OneDrive

How To:

• How to Upload, Save, and Share Files Using OneDrive

Applies To:

• Students, Faculty, & Staff

Steps:

Upload Files to OneDrive

You can upload files using a web browser or directly from your computer.

Upload using a web browser

1. Go to hornet365.com, click the tile for your role, choose OneDrive,  and sign in.

2. Select Add new → Files upload or Folder upload.

3. Choose your file(s) and select Open.

Upload using File Explorer (Windows or Mac)

• Open File Explorer (or Finder on Mac).

• Drag files or folders into your OneDrive folder. (if you do not have OneDrive installed and need assistance, please reach out to the help desk)

• Files upload automatically when connected to the internet. Make sure the files sync before closing the browser window.

Save Files Directly to OneDrive from Word, Excel, or PowerPoint

Saving files to OneDrive ensures they are backed up and easy to share.

1. In Word, Excel, or PowerPoint, select File → Save

2. Choose OneDrive.

3. Select a folder, name your file, and select Save.

Your file will now appear in OneDrive and in your Recent files. - You can also drag and drop files into your OneDrive folder.

Share Files or Folders from OneDrive

You can share files with specific people or by sending a link.

Share with specific people

1. In OneDrive, select the file or folder.

2. Select Share.

3. Enter the person’s email address.  username@emporia.edu-Note: Students' Microsoft account username is username@emporia.edu (there is no G.)

4. Choose Can edit or Can view.

5. Select Send. (Note: students will not get notified that files were shared since they have no Microsoft email) Student can go to OneDrive online and click 'Shared' from the right hand menu to find shared files.

Important: Sharing with Students vs. Faculty/Staff

Sharing with Students

• Use the student’s username in the format:

  username@emporia.edu

• ❗ Do NOT use: @g.emporia.edu

• Students use the same password they normally use to sign in.

• This ensures proper access through Microsoft 365 and avoids sharing errors.

• Students will not get emails when files are shared.

• Student can go to OneDrive online and click 'Shared' from the right hand menu to find shared files.

Example:
CORRECT: studentusername@emporia.edu
INCORRECT: studentusername@g.emporia.edu

Sharing with Faculty or Staff

• Use the faculty/staff member’s Emporia State email address (username@emporia.edu).

• Permissions work the same way:

  • Can view = read-only

  • Can edit = can make changes

Share Using a Link (Optional)

1. Right‑click the file or folder.

2. Select Copy link.

3. Paste the link into an email or message.

Tip: Only people with the correct permissions can access the file.

Change or Stop Sharing

If you own the file, you can update access at any time.

1. Select the file or folder in OneDrive.

2. Select the 3 dots

3. Choose Manage access.

4. Remove a link, change permissions, or select Stop sharing.

Helpful Reminders

• Files are private by default until you share them.

• Sharing a folder with edit access allows others to add or change files inside it.

• If someone cannot access a file:

  • Confirm the email format

  • Confirm sharing permissions

  • Re‑share if needed