How-To

Backup, Share, and Securely Store Files Like a Pro with OneDrive

By Brian Burgess

Published July 19, 2024

If you haven’t looked recently, check out the features in Microsoft OneDrive so you can share, store, and sync your files like a pro.

It has been many years since Microsoft introduced OneDrive. At its genesis, it wasn’t the most user-friendly and responsive experience. For example, if you have been a long-time Dropbox user, you might not have considered it. However, after years of development, it’s time to give Microsoft OneDrive a second look.

OneDrive allows you to backup, store, and share the essential files you need on your PC or smartphone. The good news is that it’s built into Windows, but you can tame it if you still aren’t impressed with its capabilities.

So, in this guide, we’ll show you how to use OneDrive to manage your files on your PC like a pro.

Secure Your Files with Encryption with Personal Vault

The best way to start using OneDrive like a pro is to utilize its most secure feature, Personal Vault. The secure Personal Vault folder adds an extra layer of enhanced security for files stored in OneDrive.

Windows will sync files to a BitLocker-encrypted section of your local drive. Also, we all forget about opening folders after a while. However, Personal Vault will automatically lock after 20 minutes of inactivity to protect your files. Personal Vault is your ticket for keeping your global domination plans secure.

When you sign in to OneDrive, the feature uses regular login credentials, and the Personal Vault folder requires two-factor authentication (2fa) to access its content.

Personal Vault was introduced in 2019 but is alive and well on your Windows 11 system. It can also be used on your iPhone or Android device. For more information, read our OneDrive Personal Vault guide. Once you get the hang of it, you can change the Personal Vault lock time to make it lock automatically after more prolonged periods.

Check How Much Space You Have on OneDrive

Once you sign up for OneDrive with your Microsoft account, you get 15GB of email storage and 5GB of cloud storage for files and folders. However, the company offers different storage ties for personal and business users.

Regardless of the space, sometimes you must check it to ensure you have room for your data. The good news is that Microsoft makes checking your OneDrive storage from your computer or phone straightforward.

Knowing how much space you have (or don’t have) left can help determine how you will manage it moving forward.

Remove Files from OneDrive

As noted, Microsoft gives you 5GB of cloud storage and 15GB of email storage for a free account. If you get a Microsoft 365 subscription, the company bumps you up to a massive 1TB of storage space. The free account should be enough if you use it to store documents and the occasional video.

However, if you use it to back up your photos and sync data on devices, you need to create more space regularly. Deleting files allows you to reclaim OneDrive space, like on your computer. Plus, you can remove items directly from File Explorer on Windows 11, your phone, or using the OneDrive web interface.

Also, like emptying the recycle bin on your PC’s hard drive to create room, you will want to empty the Recycle Bin in OneDrive. However, be careful because those files will no longer be available once you do that.

Even if you have 1TB of storage, it’s a good practice to organize your OneDrive by cleaning up files and folders. For more, check out our step-by-step guide on how to delete files and folders in OneDrive.

OneDrive is Available on Your Mac, Too

While OneDrive is a Microsoft product, it is also available on macOS. This capability is helpful if you use both platforms for your workflow. The options to manage your files are virtually the same on Windows and macOS.

For instance, you can store files and folders, access your Office docs from anywhere, work on documents in real-time, and sync items between your phone, Windows, Android, and iOS. Also, if you use it a lot, you might want to add it to your favorites on Mac.

For more, check out our guide on adding OneDrive to Favorites on Mac.

Access Your OneDrive Anywhere on Android or iPhone

As previously noted, OneDrive is also available for your phone or tablet. Whether you need to manage your storage, share files, delete content, or work on documents, you can do it all from OneDrive on your phone.

If you don’t have it, install OneDrive on your iPhone (or iPad) or Android device. Once installed, you can sign in with your Microsoft account and access your files. Note that you need to sign in with the same Microsoft account as your computer and other devices for your documents, photos, videos, and folders to sync correctly.

Stop Default Backups to OneDrive on Windows

Microsoft tightly integrates OneDrive into Windows 11. However, you can stop it from automatically backing up your data if you aren’t a fan or want to use a similar cloud-based service.

You can select the Manage backup button in the Sync and Backup section of OneDrive’s settings and toggle off the folders you don’t want to back up to the service. For more, check out our guide on how to opt out of OneDrive backups. Alternatively, you can disable OneDrive on Windows 11 if you don’t want the service running.

Manage Your Files Locally and in the Cloud

If you haven’t used OneDrive in several years, it’s worth a second look. It works a lot like competitors like Google Drive or Dropbox and has some of its own Microsoft-specific functionality.

While it isn’t perfect (no cloud storage and sync services are), you can do much with your OneDrive files. Plus, since it’s cross-platform, you can access your documents, photos, and other files from virtually anywhere you are.