OneDrive is a cloud storage system in which you can save files and share them with others. You can create Word, Excel, PowerPoint and OneNote documents directly in OneDrive. You can access OneDrive via Teams, in your browser or in the desktop app.
The storage space of your Microsoft Office 365 account provided by the University of Mannheim amounts to 1 TB. Only students of the University of Mannheim may use the accounts. Please back up your data before you leave the university. Once your account has been deactivated, the data cannot be restored.
In Teams, you will find OneDrive in the “Files” category in the “Cloud storage” section. Here you can see all files stored in the cloud.
In the “View as list” view, you can choose the sorting of the files by clicking on the column headlines.
In the menu bar at the top, you will find the following options:
Some options change if you have selected a file. Then you will also see the options “Open”, “Delete” and “Rename”.
In your browser, go to office.microsoft.com and enter your login information. Please use Microsoft Edge or Google Chrome since these browsers have the highest compatibility with the Office 365 tools.
When you are logged in, you will see the buttons for the available apps on the left hand side. Select OneDrive to get to the surface of the app.
The OneDrive browser version offers additional options. In the menu bar at the top, you will find the “Automate” option. You can use this option to describe work flows. If you select a file, you can also share, move and copy the file.
In the menu on the left, you can access your own files and files under
If you want to share files or folders with others, go to the relevant line and click on the entry in the “Sharing” tab. You can create a link giving access or grant direct access in the menu which opens.
Please enter the name of the person you would like this link to work for when creating the link. The standard setting is that the link works for all persons having a Microsoft Teams account provided by the University of Mannheim.
If you choose the “People with existing access” option, the link works only for the people you granted direct access. If you choose the “Specific people” option, the link works only for the people whose names / e-mail addresses you entered.
If you choose the other options, entering the information to whom the link will be sent is optional. If you choose these options, you can also copy the link and distribute it otherwise.
You can also create a link by using the options “Share” or “Copy link”.
If you choose to share the link with all persons having a Microsoft Teams account provided by the University of Mannheim or with “Specific people” or if you grant “Direct access”: All three options allow you to define whether others can only view or even edit your files. You can use several access options for one file/
To see more access information, click “More options” in the “Manage access” menu under “Links giving access”.
By clicking “X” next to the link, sharing is stopped. Please confirm by clicking “Remove link” in the dialog which opens so that the link will stop working.
You will receive an e-mail notification, if someone shares a document with you. If you click on the link in this e-mail, you will be forwarded directly to the shared document. In OneDrive, you will see the document in the “Shared” view.
The OneDrive app is already installed on Windows 10. Go to https://www.microsoft.com/de-de/microsoft-365/onedrive/download to download the app for other Windows versions. Go to the Mac app store to download the app for MacOS.
Start the app and enter the address for your Office 365 account at the University of Mannheim. The e-mail address is UserID students365.uni-mannheim.de. Please replace “UserID” by your personal Uni-ID.
Confirm by clicking “Sign in”. In the next window, enter the password you created when you set up the Office 365 account provided by the University of Mannheim.
In the next step, you choose the storage location. Confirm the suggested location in your local user directory by clicking “Next”.
In the next step, you are asked if you want to synchronize the files on your desktop, in the document folder and the images folder with OneDrive. In the default setting, they are all selected. If you do not want this, you can deselect folders by clicking on the relevant icon. Confirm your selection by clicking “Next” / “Skip”.
Then the setup is completed. If you are already familiar with the OneDrive app, you can close the window with the short introduction which follows. Then an explorer window with your OneDrive directory will open. You can work with this directory as you would work with local folders.
You will find your OneDrive directory in the explorer on the left-hand side under the name “OneDrive – Uni Mannheim” or in the path you selected during the setup process.
In order to share a file/
In the window which will open you can share the item via link. This works as described under Share via link.