OneDrive Overview

This article provides an overview of OneDrive, including what it is, how it compares to Google Drive, and how to access and use it.

For Staff

Overview

OneDrive is Microsoft's cloud file storage service that allows you to save, access, and share files from anywhere.

If you are familiar with Google Drive, OneDrive works in a very similar way. It stores your files online so you can access them from any device and collaborate with others.

Your OneDrive is private to you by default, but you can securely share files and folders with others when needed.

Think of OneDrive as your personal cloud storage space—similar to Google Drive, but integrated with Microsoft 365 applications such as Word, Excel, PowerPoint, Outlook, and Teams.

OneDrive vs Google Drive

• OneDrive = Your personal file storage in the cloud (similar to "My Documents")
• SharePoint / Teams = Shared team files (similar to Shared Drives)
• Files open directly in Word, Excel, and PowerPoint through Microsoft 365

Tip: Use OneDrive when files belong to you. Use SharePoint or Microsoft Teams when files need to be shared and maintained by a team, department, or school.

How to Access OneDrive

• Go to Office 365 Portal
• Select OneDrive from the app launcher (grid icon)
• Or go directly to OneDrive

Requirements

• A valid CCS account
• Access to Microsoft 365
• Internet access or district network connection

What You Can Do in OneDrive

• Store files securely in the cloud
• Access files from any device (school or home)
• Share files or folders with colleagues
• Edit documents online in Word, Excel, or PowerPoint
• Automatically save your work as you make changes
• Restore previous versions of files using version history

Files stored in OneDrive are protected through Microsoft retention and version history capabilities and are included in district recovery processes.

Important Notes

• Files in OneDrive are private unless you choose to share them.
• Use OneDrive for your personal work files, not team or departmental storage.
• For shared team files, use SharePoint or Microsoft Teams.

Avoid using OneDrive as a long-term repository for department or team-owned files. Shared content should be stored in SharePoint or Microsoft Teams.

When Should You Use OneDrive?

• Storing your own documents and files
• Working on files across multiple devices
• Sharing a document with one or two people
• Saving drafts before moving files to a shared location

Best Practice: Use OneDrive as your personal workspace and move files to SharePoint when they need to be maintained by a group, department, school, or project team.