How to Use OneDrive in 2026: A Complete Beginner's Guide

If you're on Windows, you're probably already using OneDrive. But do you actually know how it works, or are you missing out on some of its most useful features?

From initial setup to daily use, we’ll show you how to master OneDrive so your files stay secure, organized, and available wherever you go.

OneDrive is Microsoft's official cloud storage service. It lets you store documents, photos, videos, and other files online, so you can access them from anywhere. You can also share files with others and collaborate on them in real time.

OneDrive is tightly integrated with Windows and Microsoft 365 apps like Word, Excel, and PowerPoint. This lets you save files to the cloud directly from these apps, keep them synced across your devices, and continue working wherever you left off.

OneDrive works much like other cloud storage services, such as Dropbox or Google Drive. Instead of files being stored strictly on your hard drive, they're saved to a secure cloud server and synced automatically. Any changes you make are updated in real time, ensuring you always have the latest version of your files, whether you're on a PC, smartphone, or tablet.

Here’s a quick walkthrough (with screenshots) to show you how OneDrive works in practice and what you can do with it.

OneDrive comes pre-installed on most Windows devices, but you'll need a Microsoft account to use it. If you already have a Microsoft account (for example, from using Outlook or Skype), you can use it for OneDrive as well. If not, you'll need to create one first. Here's how.

Since OneDrive is built into Windows 10 and 11, it is likely already on your device. To check, click the search bar in the taskbar and type “OneDrive.”

If OneDrive is installed, it will show up in the search results. If not, you can download it from the Microsoft website.

As mentioned, you need a Microsoft account to use OneDrive. If you don't have one yet, head to the Microsoft website to create one:

Once you have your account ready, you can sign in to OneDrive using your login credentials. There are three main ways to access your cloud storage: through a web browser, the desktop app, and the smartphone app.

The web app is the most flexible way to access your files. You can log in from any web browser and manage your storage from anywhere, provided you have an internet connection.

The web interface is very intuitive. It's divided into three main sections:

You don’t even need to open a browser to access your files; you can manage them directly through the Windows File Explorer. Just look for the cloud icon in your system tray (the bottom-right corner of your taskbar).

When you open the app for the first time, you'll need to sign in to link your account. Simply enter your credentials and follow the on-screen instructions.

During setup, you can choose exactly where your OneDrive folder will live on your computer.

Once set up, your OneDrive folder will appear in File Explorer just like any other folder on your hard drive, allowing you to drag and drop files directly into the cloud.

Microsoft also offers a mobile app that lets you open and edit files on the go. It includes several handy extras: you can use your phone’s camera to scan physical documents, for example, and save them directly as PDFs to your cloud storage.

The OneDrive app interface is very intuitive:

Files in OneDrive sync automatically across all your devices, ensuring you always see the latest version of your work. However, because syncing requires an internet connection, there's a difference between accessing your files through a web browser and using the dedicated apps.

When using the web app, you're (usually) working directly in the cloud. Every change you make is saved instantly and reflected across all your connected devices.

On desktop, OneDrive offers two different ways to manage file storage and syncing. You can switch between them in the OneDrive settings under “Sync and backup” > “Advanced settings”.

You can also keep specific files or folders permanently on your device without downloading everything. Just right-click a file and select “Always keep on this device”:

Syncing on the OneDrive mobile app works much like it does on desktop, keeping your files up to date across all your devices.

You can also make individual files available offline. These are downloaded to your phone's storage, allowing you to access them without an internet connection. Any changes you make while offline are synced automatically the next time your device connects to the internet.

In the app's settings, you can also choose whether OneDrive syncs offline changes over Wi-Fi only or is allowed to use cellular data.

One of the main reasons people use cloud storage services like OneDrive is to share files with others. Whether you're collaborating with coworkers or sharing photos with friends and family, the process is quick and straightforward.

Step 1: Open OneDrive in your browser and navigate to the file or folder you want to share.

Step 2: Right-click the item and select “Share.” Alternatively, you can click “Manage Access,” which takes you directly to the permissions screen.

Step 3: Choose how you want to share the file. You can create a shareable link or invite people by email. You can also choose whether recipients can edit the file or only view it, and manage who has access.

You can also share files directly from File Explorer without ever opening your browser.

Step 1: Locate the folder or file in your local OneDrive folder.

Step 2: Right-click the item. In the menu, you can hover over the OneDrive icon to see quick options, or simply click the “Share” icon. This will open the same sharing interface used on the web.

Step 3: Just like the web version, you can invite people via email, copy a link, or adjust access permissions. Once finished, click “Send.”

Sharing is just as easy on the go using the mobile app.

Step 1: Open the OneDrive app and find the file or folder you wish to share.

Step 2: Tap the three-dot icon (⋮) next to the file to open the options menu, then select “Share.”

You can also long-press a file to select it, then tap additional files to share multiple items at once. After selecting your files, tap the Share icon at the top of the screen.

Step 3: Choose your preferred sharing method. You can copy a link to your clipboard or use shortcuts to send the file directly through apps like Outlook, WhatsApp, or Teams.

Step 4: If you choose "Invite people," enter the email addresses and tap the Send icon in the top-right corner. You can manage permissions and add a note here as well.

Thanks to automatic syncing, you only need to delete a file once for it to be removed from the cloud and all your connected devices simultaneously.

On the web, you have two easy ways to delete items:

On your computer, you can delete OneDrive files just like any other file. Simply right-click the item and select “Delete,” or highlight it and press the Delete key on your keyboard.

Keep in mind: When you delete files from your OneDrive folder, they are sent to the OneDrive Recycle Bin in the cloud rather than just your computer's local Recycle Bin. This ensures they are removed from all your synced devices as well.

To delete a file or folder, tap the three-dot menu next to it and select “Delete.”

To delete multiple items at once, tap and hold a file to enter selection mode, select the remaining files or folders, then tap the trash icon in the top-right corner.

When you delete a file or folder, it isn't fully erased immediately. Instead, it's moved to the Recycle Bin, where it's kept for 30 days before being permanently deleted. During that time, you can restore it at any time from either the web interface or the OneDrive smartphone app.

Step 1: Open the OneDrive web interface and select “Recycle bin” from the left menu.

Step 2: Select the file or folder you want to restore and click “Restore.”

The file or folder will be restored to its original location.

To access the Recycle bin in the smartphone app, open the “Me” tab:

Select the file or folder you want to un-delete, then tap “Restore.”

If you're paying for extra storage through a Microsoft 365 subscription, you can simply cancel your subscription. Your Microsoft account will remain active, and you'll still have access to the free 5 GB of OneDrive storage.

If you want to remove OneDrive completely, you'll need to delete your Microsoft account. This permanently deletes your OneDrive account and all other Microsoft services linked to it.

Here's how to do both:

Step 1: Go to your Microsoft account dashboard. In the web app, click your profile icon in the top-right corner and select “My Microsoft account.”

Step 2: Select “Services & subscriptions” in the navigation menu on the left. If you have an active Microsoft 365 plan, you can manage or cancel it here.

If you no longer need your Microsoft account and want to delete it along with your OneDrive data, follow these steps:

Step 1: In your account settings, navigate to “Your info” in the left-hand menu.

Step 2: Scroll down to the “Account info” section and select “Close account.”

Step 3: You’ll be directed to a Microsoft support article explaining the process of closing your account. Click the “Close account” button within that article to proceed.

Step 4: You’ll be asked to sign in again and verify your identity using two-factor authentication (such as a code sent to your phone or email). This ensures that only the account owner can initiate a deletion.

Step 5: Follow the on-screen instructions. You can choose how long Microsoft should wait before permanently closing your account: 30 or 60 days. Then, click “Next.”

Step 6: Next, you’ll need to check several boxes to acknowledge that you understand the consequences of closing your account (such as losing access to Outlook or Xbox data). Provide a reason for leaving, then click “Mark account for closure.”

Still have questions about Microsoft OneDrive? Here are quick answers to some of the most common questions:

OneDrive uses specific icons in the taskbar, notifications, and File Explorer to keep you informed about your sync status. Here are the most important ones:

You can find a complete list of OneDrive icons on the Microsoft website, with detailed explanations and helpful links.

The Personal Vault is a protected area within your cloud storage designed for your most sensitive files. To open it, you must pass an additional identity verification step through two-factor authentication, such as a fingerprint, face scan, PIN, or a code sent via email/SMS.

This provides an extra layer of security in case someone gains access to your device or account.

Files in your Vault are private and cannot be shared; if you need to share a file, you must move it out of the Vault first.

In your Microsoft account settings, you can choose which verification method you’d like to use to access your vault.

It depends on the type of account. You can link multiple school or work accounts to the same PC, but Windows only allows one personal OneDrive account to be synced via the desktop app at a time.

While you can create multiple personal Microsoft accounts (each with 5 GB of free space), you would have to sign out of one to sign into the other on your desktop, or access the second account via a web browser.

If OneDrive isn’t syncing properly, it might be due to one of the following:

You can find a complete list of possible issues with detailed troubleshooting steps on the Microsoft website.