OneDrive is a cloud storage service available to every Sheffield Hallam student. It allows users to store, share, and access files, and it includes secure file syncing and real-time collaboration. To be able to access your OneDrive space given to you by the university, you will need your Hallam University login. After that, you can go ahead to start exploring the different features that OneDrive has to offer.

How to access your OneDrive

To access your Sheffield Hallam OneDrive account, you need to login to your university IT Microsoft account with your university credentials. Once you are logged in, if it is your first time accessing your Microsoft 365 account you will need to follow the prompt to set up your OneDrive account. You can also sync your files to your desktop. 

In your web browser

You can also access OneDrive using the waffle, which is the 9 dots in the top left of any Microsoft 365 page.

In File Explorer

File Explorer in Windows will also show your OneDrive on the left-hand-side navigation pane. This is represented by a cloud symbol. 

Learn how to use OneDrive

Get to know more of what OneDrive have to offer by exploring its features. Learn how to securely share files, collaborate on documents with others in real time, and efficiently manage cloud storage. To do this you can take a look at the Introduction to OneDrive LinkedIn Learning Pathway specifically designed to provide step-by-step guides and hands-on activities to ensure you make the most of OneDrive.

OneDrive FAQs

Is OneDrive for Business secure?  

Yes. All files stored in the University’s OneDrive for Business are kept in Microsoft’s data centers within the EU. These centers follow all UK and European laws. The University still owns and controls the data and ensures it is safe and protected.

How do I Sync Files Using OneDrive?

1. Open OneDrive using one of the options above and sign in with your university account.  

2. Choose folders to sync – select which folders you want to sync to your computer.

3. Accessing files offline – your synced files will appear in the OneDrive folder on your computer. You can open and edit them even without the internet.

4. Sync updates – any changes you make will automatically update online when you’re connected to the internet.

Tip: A blue cloud icon means the file is online-only, while a green check means it’s available offline.

How do I share files in OneDrive?

1. Go to OneDrive – Open OneDrive using one of the options above and sign in with your university account. 
 
2. Find Your File – Locate the file or folder you want to share.  

3. Right click the file and select "Share".  

4. Choose Who Can Access – Enter an email address or choose "Anyone with the link" (consider the contents of you file in terms of privacy).  

5. Set Permissions – Decide if they can edit or view only.  

6. Send or Copy Link – Click "Send" to email the link or "Copy link" to share it another way.  

Tip: Use "Specific people" for more security. Avoid public links for sensitive files

How can I tell who I have shared a file with?

Files are not shared with anyone until you share them.  To see if a have shared a file, open up OneDrive for Business in your browser and you will see a column on the right-hand side called Sharing which indicates the sharing status of each file.  To manage the sharing of any file click on the status in the Sharing column or click 3 dots by the file and select Manage Access. A side panel will open on the right-hand side where you can manage how the file is shared.

Further Support

You can also learn to setup and use OneDrive on various devices using Microsoft's OneDrive tutorials. Or if you need to gain certification for OneDrive for employability you could take the LinkedIn Learning Learning Onedrive course.