Overview
OneDrive is Microsoft’s cloud storage service, integrated with your Microsoft 365 account. It gives you a single, secure place to store, organise, and access your files — from any device, anywhere with an internet connection. This guide explains what OneDrive offers to HYMS staff and students, and how to get started
Storage at HYMS
Your HYMS Microsoft 365 account includes 1 TB (terabyte) of OneDrive storage — ample space for documents, presentations, spreadsheets, and other working files.
These account types receive a reduced storage allocation of 200 MB
File privacy and sharing
All files you upload to OneDrive are private by default — only you can see them until you actively choose to share them. When you do want to collaborate, you can share individual files or entire folders with:
- Other HYMS staff or students
- External partners and collaborators outside of HYMS
You stay in control: you can set permissions (view-only or edit), share via a link or direct invitation, and revoke access at any time.
For step-by-step guidance on sharing, see Sharing OneDrive and Microsoft Teams files.
Please click on the below video tutorial to see a brief overview of OneDrive from Microsoft.
How to Access OneDrive
The easiest way to use OneDrive is through your browser. No software installation is required.
- Sign in to Microsoft 365. Go to Microsoft 365 and sign in with your HYMS email address and password.
- Select the app launcher. Once signed in, click on Apps (in the left hand column) of the Copilot Chat window or the top left of the screen from within any of the Microsoft 365 Apps .
- Select OneDrive. Find and click OneDrive in the list of apps. Your OneDrive file library will open.
You can also navigate directly to OneDrive at onedrive.com and sign in with your HYMS Microsoft 365 credentials
Syncing to your computer
OneDrive includes a desktop sync client that can mirror your cloud files to your PC or laptop, making them available in Windows Explorer or Mac Finder. However, HYMS IT does not recommend enabling OneDrive sync on your work device.
There have been cases where the sync client has failed silently, causing files to appear saved locally while they were not successfully backed up to the cloud. If the device is then lost, damaged, or replaced, those files may be unrecoverable
If you need to work offline
If you know you will be without internet access and need to work on a file, the recommended approach is:
- Download the specific file(s) you need from OneDrive to your device before going offline.
- Make your changes locally while offline.
- Upload the updated file back to OneDrive as soon as you are back online, replacing the previous version.
This approach gives you control over which files you take offline and ensures your cloud storage stays up to date.