OneDrive – How to store files
1. Introduction
OneDrive is the company’s secure cloud storage platform provided through Office 365.
It allows you to store, sync, and share work files safely while ensuring they are accessible across all your devices.
All employees must use OneDrive for storing official documents to ensure backup, version control, and security compliance.
2. Accessing OneDrive on Your Laptop
OneDrive is pre-installed on company laptops.
To open it:
- Click the Start Menu → Search for OneDrive → Open it
- Sign in using your company email ID and password
- OneDrive will create a folder on your laptop:
Example : C:\Users\suraj.mali\OneDrive
Anything stored in this folder is automatically synced to the cloud.
3. Uploading and Storing Files
You can store files in OneDrive in two ways:
a) Using File Explorer:
- Open File Explorer
- Go to OneDrive – Hein+Fricke
- Copy/Paste or Drag/Drop files into the folder
- Files will automatically sync to the cloud (blue cloud icon → synced)
b) Using Browser:
- Open https://onedrive.live.com
- Sign in with your company email
- Click Upload
- Select Files or Folders
- Files will be stored in your OneDrive cloud storage
4. Creating Folders & Organizing Your Files
To maintain clarity and structure:
- Create folders (e.g., Projects, Reports, HR Documents, Training Material)
- Keep file names meaningful
- Avoid storing personal files
- Do not store large media files unless work-related
Proper organization helps your manager, IT, and colleagues locate files easily when shared.
5. Syncing Files Across Devices
OneDrive ensures you can access your files from:
- Office laptop
- Office web portal
- Terminal server
- Mobile devices (optional OneDrive app)
Files automatically sync whenever you are connected to the internet.
6. Sharing Files Securely
You can share files with colleagues using:
- Right-click → Share
- Select whether the person can View or Edit
- Avoid sharing with “Anyone with the link” unless specifically required
- For external sharing, approval from Manager/IT may be required
7. Version History & Restore
OneDrive automatically keeps older versions of files.
To recover an older version:
- Right-click the file → Version history
- Restore the version you need
You can also restore deleted files from the Recycle Bin on OneDrive website.
8. Security Best Practices
Employees must follow these guidelines:
- Always store work files in OneDrive (not on Desktop or Downloads)
- Do not store company data on personal storage or USB drives
- Avoid sharing confidential files without proper permissions
- Keep OneDrive signed in to ensure real-time backup
- Report sync errors or access issues to IT immediately
9. Support
For any OneDrive login, sync, or file recovery issues, contact: support@heinfricke.services