OneDrive

Atualizado/Updated: 2026-03-24

OneDrive is the cloud storage service integrated into Windows 10 and Microsoft 365, available to all Iscte users. It allows you to securely store, organize, synchronize, and share files, ensuring continuous and up-to-date access on all devices. Each user has personal space for hosting and backing up documents, with full control over who can view, edit, or collaborate on content.

OneDrive functions as a personal cloud repository, complementing SharePoint and Teams libraries. It is essential for academic, administrative, and personal work within the Microsoft 365 ecosystem.

1. How to access OneDrive

1.1. Via Browser (Most universal method)

The simplest and most universal way to access OneDrive is through a web browser (Chrome, Firefox, Edge, Safari, or Opera). This method does not require the installation of any applications and allows you to use all the main features of the Microsoft 365 cloud:

- View files;
- Edit Office documents online;
- Manage folders;
- Share content; and
- Access real-time collaboration.

Access OneDrive through Office.com

Open your preferred browser (Chrome, Firefox, Edge, Safari, Opera, etc.)
Go to the Microsoft 365 portal: https://www.office.com
Click Sign in.
Enter your Iscte credentials (e.g., xxnes@iscte-iul.pt and your password).
In the upper left corner, open the App Launcher (icon with 9 squares).
Select OneDrive.

This method takes you directly to the web version of OneDrive, where you can view all files synced to your account.

Access OneDrive Web directly

Open your preferred browser (Chrome, Firefox, Edge, Safari, Opera, etc.).
Go directly to the OneDrive interface: https://onedrive.live.com
Log in using your Iscte credentials (e.g., xxnes@iscte-iul.pt and your password).

Features available in the browser

View and manage files
- - Create, move, copy, or delete files and folders.
  - View properties and history.
  - Organize content by date, type, or name.
Edit Office documents online (no need to install the applications)
- - Word Online
  - Excel Online
  - PowerPoint Online
  - OneNote Online
Fast and secure sharing (with options for)
- - Permissions (view/edit)
  - Internal sharing (Iscte)
  - Controlled external sharing
Access to shares made with you
- - Automatically organized by source, date, and type.
Upload and download files
- - Simply drag files to the OneDrive Web window or use the Upload button.

Advantages of using the browser

- Immediate access from any device (PC, Mac, tablet, mobile phone).
- Does not take up space on your computer.
- Allows real-time collaboration.
- Ideal for shared or public computers.
- No installation or administrator permissions required.

1.2. Via Windows 10 / Windows 11

OneDrive is natively integrated into Windows 10 and Windows 11, allowing automatic file synchronization between your computer and the Microsoft 365 cloud. This integration facilitates secure storage, sharing, and access across multiple devices.

Check if OneDrive is already installed

In Windows 10 or 11, OneDrive is already included by default. To confirm:

Open the Start Menu.
Search for OneDrive.
If it appears as an application, it is installed and ready to set up.
If it is not installed, it can be downloaded here.

Set up OneDrive for the first time

When opening the application:

Enter your Iscte account username (e.g., xxnes@iscte-iul.pt).
Click Sign in.
Enter your Iscte account password.
Choose the location of the OneDrive folder on your computer. By default, it is located at

C:\Users\NAME\OneDrive - Iscte
Follow the instructions until the setup is complete.

Once finished, Windows will automatically start syncing your files between your computer and the cloud.

How does synchronization work in Windows?

Once configured:

The OneDrive – Iscte folder appears in File Explorer.
Everything you put in that folder is automatically available in the cloud.
OneDrive synchronizes:
- - Documents
  - Photos
  - Videos
  - Folders created by the user

You can also enable Files On-Demand mode, saving disk space.

Files On-Demand (files without taking up space)

Windows allows you to view files stored in the cloud without downloading them to your computer:

- Blue cloud (not downloaded): file only online.
- Green check mark (local): file stored on your PC.
- Solid green check mark: file permanently stored offline.

This saves disk space while maintaining access to your files.

OneDrive icon on the taskbar

The icon next to the clock allows you to:

- Pause synchronization
- View recent files
- Access settings
- View error/synchronization messages
- Manage your OneDrive account

Share files from Windows

In File Explorer:

Right-click on the file/folder.
Select Share.
Choose permissions: view or edit.
Send link via email or copy to share in other apps.

⚠️ Files inside Personal Vault cannot be shared.

Advantages of using OneDrive on Windows 10/11

- - Full integration with Office 365
  - Automatic backup of your documents
  - Recovery of previous versions
  - Fast and secure synchronization
  - Access to files even offline

1.3. Via Mobile Devices

OneDrive is available for smartphones and tablets, allowing you to access, sync, and share files from anywhere. The app offers features equivalent to the desktop and web versions, including automatic photo uploading, document editing, secure sharing, and offline access. On both Android and iOS, you can:

- Open, edit, and save Office documents directly in the cloud.
- Automatically sync photos and videos from your mobile device.
- View content shared with you.
- Easily organize folders and files.
- Access previously marked files offline.
- Use integrated search to quickly locate content.
- 👉 Download from the Play Store
- 👉 Download from the App Store

2. Key Features

OneDrive offers a comprehensive set of features that support secure storage, smart synchronization, controlled sharing, and collaborative editing in the cloud. These features are essential for Iscte students, faculty, and staff, ensuring mobility, security, and productivity anywhere.

2.1. Cloud Storage

OneDrive offers personal cloud storage for documents, images, videos, and other files, keeping them secure and permanently available.

Key features

- Secure file storage
  Files are stored in Microsoft data centers with advanced encryption and protection.
- Access on any device
  Users can access files through their browser, Windows/macOS applications, or mobile apps for Android and iOS.
- Version history
  You can recover previous versions of Office files and other formats, ensuring protection against errors or accidental replacements.

2.2. Automatic Synchronization

The OneDrive desktop app allows you to automatically and continuously synchronize files between your computer and the cloud.

What does it include?

- Two-way synchronization with the local folder
  Everything placed in the OneDrive – Iscte folder is automatically synchronized with the cloud and accessible on all devices.
- Available on Windows, macOS, Android, and iOS
  Synchronization is consistent across multiple platforms, allowing you to work on the go.
- Support for Files On-Demand
  Allows you to view files without taking up space on your local disk, downloading only when necessary.

2.3. Sharing and Permissions

OneDrive offers a simple, flexible, and secure sharing system, allowing you to send files and folders to colleagues, teachers, or external entities.

Features

- Share with internal and external users
  You can generate share links or send directly to email addresses.
- Set permissions: view/edit
  The owner controls whether the recipient can only view or also modify the document.
- Revoking access and managing permissions
  You can remove, change, or update permissions at any time.

⚠️ Files inside Personal Vault cannot be shared. To share, you must move the file out of Personal Vault.

2.4. Collaborative Editing in Office 365

OneDrive integrates directly with Microsoft 365 applications, enabling real-time collaborative work.

- Simultaneous co-authoring in Word, Excel, and PowerPoint
  Multiple users can edit the same document at the same time, with visual identification of each collaborator’s cursor.
- Simultaneous comments and review
  You can insert comments, suggestions, versions, and track changes made by other participants.
- Compatibility with Office Online and desktop applications
  Changes are automatically saved to the cloud, preventing loss of information.

3. Where to Store: OneDrive, Teams, or SharePoint?

One of the most common questions among Microsoft 365 users is where to store each type of file.

At Iscte, this distinction is especially important to ensure:

- organization,
- security,
- permission control, and
- continuity of information within organizational units.

3.1. Store in OneDrive when...

- The work is individual
  Use OneDrive for personal documents, drafts, notes, or files that are not yet ready to be shared.
- Sharing is occasional
  If you only need to share with one or two people for a short time, OneDrive is sufficient and easier to manage.
- The files are personal
  Individual notes, study documents, drafts, reports in progress, quick backups.
- There is no structured team yet
  If the file does not yet formally belong to a work group, project, office, discipline, or department, OneDrive is the most appropriate place.

3.2. Store in SharePoint / Teams when...

- Work is teamwork
  Files that need to be accessed by several people on an ongoing basis should be stored in a SharePoint library or Teams channel.

- Sharing should be permanent
  Unlike OneDrive, where sharing is always borrowed, in SharePoint/Teams the team owns the files. This ensures continuity even if a member leaves the project or institution.

- Files belong to a team, project, department, or service
  Project documents (minutes, reports, schedules); Course materials (guides, assessments, statements); Team administrative documents; “Single source of truth” for working groups; Shared folders organized by topic.

3.3. Summary of Where to Store

IF…	SAVE TO…	WHY
It is a personal file	OneDrive	Private, simple, flexible
You only need to share it occasionally	OneDrive	Quick permission management
It is teamwork	Teams / SharePoint	Joint ownership
The documentation belongs to a department	SharePoint	Structure, continuity, security
You need long-term access for multiple people	SharePoint	Robust permissions + history
ou will collaborate on Microsoft 365 documents	DE preferência, no SharePoint	Better team management and organization

4. Security and Protection

Security is one of the central elements of OneDrive in the context of Iscte. The platform offers advanced protection mechanisms, ensuring that personal and institutional files are stored, synchronized, and shared securely, complying with corporate security and data protection standards.

4.1. Encryption and Data Protection

OneDrive uses encryption both in transit and at rest, ensuring that:

- Files sent between devices and the cloud are protected;
- Information stored on Microsoft servers remains encrypted and inaccessible to third parties.

The platform complies with the data protection standards applicable to the Microsoft 365 enterprise environment, including Iscte’s academic environment.

4.2. Version Recovery and Restore

OneDrive includes protection against:

- Accidental changes;
- Unintentional deletion;
- Synchronization issues;
- Incorrect file replacement.

Available features:

- Version history (revert previous changes);
- Restore important folders (Documents, Pictures, Desktop).

This ensures that users can quickly recover essential information without needing to contact technical support.

4.3. Personal Vault

Personal Vault is a highly secure area within OneDrive. This section requires additional authentication, such as:

- SMS code,
- Authenticator app,
- Biometric authentication (depending on the device).

Personal Vault is ideal for storing sensitive documents, such as:

- Identification documents,
- Financial information,
- Personal or confidential data.

⚠️ Files inside Personal Vault cannot be shared. If you want to share them, you must move the file out of that area.

4.4. Access and Permission Control

OneDrive allows users to:

- Control who can view or edit each file;
- Create or revoke sharing permissions at any time;
- Track activity history;
- Set detailed permissions for folders and files.

This control is essential for preventing unauthorized access and maintaining data privacy.

4.5. Security on Synchronized Devices

OneDrive security also depends on device protection:

- If the device has strong authentication;
- If the user has a secure session;
- If the device has the necessary updates.

Since synchronization copies files to the device, keeping devices secure is part of the security strategy.

4.6. Summary of Security in OneDrive

SECURITY FEATURES	APPLICATION
Encryption	Files protected in transit and at rest
Personal Vault	Secure area with additional authentication
Version history	Recovery of modified or deleted files
Sharing permissions	Granular access control
Folder Restore	Recovery of Documents/Images/Desktop
Web Access	In case of local application failure