Using OneDrive to Share Large Files

In the new Microsoft 365 email environment, emails that you send or receive can be no larger than 150MB total. GVSU IT recommends not attempting to send any attachment larger than 125MB.

To send attachments larger than 125MB, we recommended that you use Microsoft OneDrive, which has already been installed on your GVSU computer. This article contains instructions for signing into and using OneDrive to send large files on Mac and PC computers.

Frequently Asked Questions

 

Q: What is OneDrive?

A: OneDrive is Microsoft 365's cloud file storage and management platform. It allows you to save your files to the cloud, and take them with you wherever you are or whatever device you have with you (laptop, tablet, mobile phone, etc.). It also allows you to share these files with others. If you've used DropBox, Box, Google Drive, or any of the other cloud file storage applications, OneDrive is very similar to these services.

Q: My department uses Microsoft Teams for sharing files. How is this different?

A: Both Microsoft Teams and OneDrive are actually built on the same technologies for file storage and sharing. Which one should you use? An easy way to remember which application to choose when uploading a file is in their names. OneDrive (one, singular) should be used for your own personal documents, or for sharing documents one-time with others. It's not the best tool for collaborating with more than 1 or 2 people. Teams should be used when you want to upload files and collaborate with a large group of people on a common set of documents. Think of Teams file sharing like your department network drive, just in the cloud, and with a lot of new features to assist in collaborating.

Guides

MacOS - Getting Started

  1. Open the GVSU Software application
    macOS finder window with Applications directory highlighted and the GVSU Software app highlighted.
  2. Search for "onedrive" and click Install under the OneDrive icon
    This installer may take several minutes to run
    GVSU Software app with OneDrive app and search bar highlighted.
  3. Once you see the Reinstall button under the OneDrive icon, the installation is complete
    GVSU Software app for macOS with indicating OneDrive app has been installed successfully.
  4. Close the GVSU Software application
  5. Navigate to the Applications directory and double-click the OneDrive application
    macOS Application directory with OneDrive app highlighted.
  6. A sign-in screen will open. Enter your GVSU email address and click Sign In
    OneDrive sign in screen with email field and Sign In button highlighted.
  7. Do not change the default location for your OneDrive folder. Simply make a note of where your OneDrive folder is being created and click Next
    OneDrive setup screen with OneDrive directory location and Next button highlighted.
  8. Click Next
    OneDrive setup screen with next button highlighted.
  9. Click OK to allow OneDrive to sync files to your computer
    macOS permissions screen prompting to grant permissions for OneDrive to sync files to the local computer with OK button highlighted.
  10. Click Next
    OneDrive setup screen with next button highlighted.
  11. Click Next
    OneDrive setup screen with next button highlighted.
  12. Note the check mark status icon that indicates when your files are synced to your local computer and click Next
    OneDrive setup screen with next button and sync icon information highlighted.
  13. Click Later on the Get the Mobile App screen
    OneDrive setup screen asking users to download a mobile application, with the Later button highlighted.
  14. Click Open my OneDrive Folder
    Final OneDrive setup screen with the Open OneDrive Folder highlighted.
  15. In macOS Finder windows, you will now have a new location called "OneDrive". Any file saved here will be synced to the Microsoft 365 cloud with OneDrive
    macOS Finder window showing the new OneDrive location in the left-hand navigation menu.

MacOS - Sharing a File

  1. Save a file to the new "OneDrive" folder
  2. Wait for the sync status indicator to disappear from the file
    macOS OneDrive Finder window showing the presence of a syncing icon for a file.
    macOS OneDrive Finder window showing the absence of a syncing icon for a file. indicating that the file is now synced.
  3. Right-click the file and click Share option near the bottom of the list
    Right-click menu in macOS for an item in the OneDrive directory, showing the new Share option that is available.
  4. Enter the email address you'd like to send to (this can be any email address, whether it is an @gvsu.edu address or not)
    OneDrive share screen with the email address field highlighted.
  5. Select the pencil icon to give the person you are sending to either View or Edit access
    OneDrive share screen showing the permissions setting for the document the user is sharing. The permissions settings are indicated by a pencil icon.
  6. Click Send
    OneDrive share screen with the Send button highlighted.
  7. You'll be directed to a window confirming the file has been shared
    OneDrive share confirmation screen showing that a file has been shared and sent.
  8. Back in the OneDrive folder, note the shared icon for any files that you have shared
    OneDrive directory with the shared status icon highlighted for a document that has been shared with another user.

Windows - Getting Started

  1. Go to the Start menu
  2. Search for "onedrive"
  3. In the search results click the OneDrive application
    Windows Start Menu with OneDrive application in search bar and OneDrive search results highlighted.
  4. A sign-in screen will open. Enter your GVSU email address and click Sign In
    OneDrive sign in screen with email address and Sign In button highlighted.
  5. Do not change the default location for your OneDrive folder. Simply make a note of where your OneDrive folder is being created and click Next
    OneDrive setup screen with OneDrive file location and Next button highlighted.
  6. Click Next
    OneDrive setup screen with Next button highlighted.
  7. Click Next
    OneDrive setup screen with Next button highlighted.
  8. Review the three types of status icons and click Next
    OneDrive setup screen with status icon types highlighted and Next button highlighted.
  9. Click Later on the Get the mobile app screen
    OneDrive setup screen mobile app download page with Later button highlighted.
  10. Click Open my OneDrive folder
    Final OneDrive setup screen with Open my OneDrive folder button highlighted.
  11. You may see a couple of pop-up notifications from Windows that your OneDrive is now setup and syncing.
    OneDrive pop-up notification example.
  12. In the Windows file explorer, you will now have a new location called "OneDrive - Grand Valley State University". Any file saved here will automatically be synced to the Microsoft 365 cloud with OneDrive
    Windows File Explorer window with OneDrive quick link location highlighted.

Windows - Sharing a File

  1. Save a file to the new "OneDrive - Grand Valley State University" folder
  2. Wait for the status of the file to change to a green check mark
    OneDrive file explorer window showing a document with the sync status icon highlighted.
  3. Right-click the file and click Share
    Right click menu for a document in OneDrive with the Share option highlighted.
  4. Enter the email address you'd like to send to (this can be any email address, whether it is an @gvsu.edu address or not)
    OneDrive share screen with the email address field highlighted.
  5. Select the pencil icon to give the person you are sending to either View or Edit access
    OneDrive share screen with the permissions settings highlighted. The permissions settings are represented by a pencil icon.
  6. Click Send
    OneDrive share screen with the Send button highlighted.
  7. You will be directed to a window confirming the file has been shared
    OneDrive share confirmation screen showing that a file has been shared and sent.
  8. Back in the OneDrive folder, note the shared icon for any files that you have shared
    OneDrive folder with the shared status icon highlighted for a document that has been shared with another user.
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