Microsoft OneDrive has approximately 17% market share and is used by almost 27.5k companies.
Four out of every 5 Fortune 500 companies trust and use Microsoft office 365. As digital transformation is growing at a significant pace cloud storage solutions have become a necessity in today’s world.
Cloud storage solution makes it very easy to store files and share them amongst people conveniently and securely. Imagine a situation where-in your system crashes or faces hardware issue and we need a file urgently which we might have worked on recently.
If we have backed up a file on cloud storage solution it becomes easy to retrieve the file from another system within few clicks and user authentication.
Microsoft OneDrive supports over 300 different file types, it’s a part of Windows built-in software and OneDrive for Business is bundled with office 365.
Cloud storage solution is secure and also has OneDrive personal vault. As it runs on trusted Microsoft Cloud it is a protected area that you can access with a strong authentication method such as fingerprint, PIN, face or one-time code sent on a registered email or mobile phone.
Microsoft OneDrive is a cloud storage solution commonly used and is free to all Microsoft users up to a certain limit.
It has become an essential tool for many industries, such as information technology and services, computer software, higher education, healthcare and etc.
OneDrive storage provides the perfect solution for businesses in the information technology and services industry who need to store large amounts of data securely.
With its easy-to-use interface and advanced security features, Microsoft OneDrive is an ideal choice for IT professionals looking for a reliable way to store and manage their files
We can store any data such as photos, documents, device backups, passwords, application or device settings, etc. It has two options Microsoft OneDrive for personal use and OneDrive for business, let’s discuss both of the options in detail.
| OneDrive Storage | Personal Use | Business Use |
|---|---|---|
| Storage Space | 5 GB | 1 TB (basic level), unlimited (higher plans) |
| Premium Features | Microsoft 365 family plan, up to 6 users with a total storage of 6 TB (1 TB per user) | Includes basic services like SharePoint, Teams, etc. |
| Personal Vault | Available to protect important files with identity verification | N/A |
| Subscription | Auto-renews until cancelled | N/A |
| Sharing | Share files with teams around the world | Share files with teams around the world |
| Data Encryption | Yes | Yes |
| Auto Sync | Specific folders can be auto synced on cloud | Specific folders can be auto synced on cloud |
| Offline Access | Access files even when offline by syncing OneDrive to PC or Mac system | Access files even when offline by syncing OneDrive to PC or Mac system |
Data Sharing
Data sharing is easy in Microsoft OneDrive, it provides lot of options such as link sharing wherein anyone with the link can view or edit.
We can also share content with specific set of email IDs. Microsoft OneDrive premium offers features like expiring links and password protected sharing links which makes sharing more secure.
Access to the files in Microsoft OneDrive can be easily managed by selecting the respective file and clicking on ‘Manage Access’ to modify or revoke existing access.
Data sharing guidelines in OneDrive for Business is generally set by the administrator. Based on the default settings set by the administrator users can share the data amongst internal, external or direct as in specific set of people.
Related: Best Practices to Secure Your Microsoft OneDrive Files
Data Sync
Another important feature of OneDrive for Business is data sync between local system mac or windows and cloud storage solution.
This feature allows users to update the files on local system with or without internet access, whenever the system gets access to the internet connectivity the files with latest modification timestamp are synced on the Microsoft OneDrive from the specified folders on local system.
This results in updated files availability on cloud storage.
There are times when end users might face challenges with OneDrive for Business sync. Below are common steps to troubleshoot OneDrive for Business sync problems.
- OneDrive for Business newest version is not installed on the local system
- Clear cached files in the Microsoft Upload Centre
- Credential mismatch check – Organizations sets specific time period to update passwords, whenever passwords are updated, we need to authenticate Microsoft OneDrive once
- System Restart – Sometimes synchronization problems can be resolved with a simple system restart
File Saving and Version History
While working on common files such as PowerPoint, Excel and Word in both Windows and Mac platforms, OneDrive for Business and Microsoft OneDrive personal provides ‘AutoSave’ option if the files are located in the backed-up folder. With every keystroke, the content of the file is autosaved in the cloud.
While uploading data to Microsoft OneDrive personal or OneDrive for Business we have option to upload ‘Folder’ wherein we can upload a specific folder on local system and all the files inside it at once.
Cloud Storage Solutions like Microsoft OneDrive provide file version history. We can track previous versions of file and check what modifications were done in the file, at what time, and by whom?
This results in reverting back changes easier in case if newer version crashes.
Recycle Bin and File Recovery
Microsoft OneDrive also offers Recycle bin in the web user interface wherein the list of recently deleted files is available. It tracks information like the original location, deleted date, and size of the file.
You can easily permanently delete or restore the file back to its original location as required. This is a great feature when a file is accidentally deleted and you might require it in the future.
Microsoft OneDrive if enabled starts when booting the system and it might slow down your computer. In order to avoid this, you can either enable or disable it on startup from the task manager, if you disable it on startup you might need to enable it manually whenever you need to sync files from a specific folder to a cloud storage solution.
Summary
- OneDrive is a cloud storage service provided by Microsoft that allows you to store and access your files from anywhere using the internet.
- OneDrive offers a variety of features such as file syncing, file sharing, collaboration, and automatic backup.
- Files can be uploaded and accessed to OneDrive from various devices, including desktops, laptops, tablets, and smartphones.
- OneDrive uses a secure data center infrastructure to ensure the safety and privacy of your files.
- OneDrive offers multiple layers of security, including encryption of data both in transit and at rest.
- OneDrive also provides version history, which allows you to access and restore previous versions of your files.
- OneDrive integrates with Microsoft Office applications, allowing you to create and edit documents, spreadsheets, and presentations directly in OneDrive.
- OneDrive also integrates with other third-party apps and services, such as Adobe Sign and Salesforce.
- OneDrive provides different plans for different user needs, including a free plan with limited storage, and paid plans with more storage and additional features.
In a nutshell, Microsoft OneDrive is a simple and easy-to-use cloud storage solution, since it allows free usage up to a specific limit it is definitely the best option for personal or professional use.
Related: Office 2021 vs Microsoft 365: What are the Differences?
For more information on Microsoft OneDrive storage and efficient file management and sharing across organization using OneDrive for Business, reach out to Exabytes Malaysia or contact us for more details.
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Microsoft / Office 365 Pricing Plans
Frequently Asked Questions About OneDrive Storage
1. How to check Microsoft OneDrive storage?
To check your Microsoft OneDrive storage, you can follow these steps:
1. Go to the OneDrive website and sign in with your Microsoft account.
2. Once you’re signed in, click on your profile picture or initials in the upper right-hand corner of the screen.
3. Select “Storage” from the drop-down menu.
4. On the Storage page, you’ll see how much storage you’re using and how much storage you have left.
You can also see your OneDrive storage on the OneDrive app for Windows or macOS by opening the app and checking the storage bar at the bottom of the screen.
On the OneDrive app for mobile devices, you can check your storage by tapping on the hamburger menu (three horizontal lines) in the upper left-hand corner of the screen and selecting “Settings” and then “Account”.
2. Is OneDrive and Google Drive the Same?
No, OneDrive and Google Drive are not the same, although they are both cloud storage services that allow users to store and access their files from anywhere using the internet.
Here are some of the key differences between OneDrive and Google Drive:
1. OneDrive is provided by Microsoft, while Google Drive is provided by Google.
2. OneDrive offers integration with Microsoft Office applications, while Google Drive offers integration with Google’s suite of productivity tools, such as Google Docs and Google Sheets.
3. OneDrive provides version history for files, while Google Drive provides revision history.
4. OneDrive integrates with third-party apps and services, such as Adobe Sign and Salesforce, while Google Drive integrates with third-party apps available in the Google Workspace Marketplace.
4. OneDrive offers a free plan with limited storage and paid plans with additional features, while Google Drive offers a free plan with 15GB of storage and paid plans with more storage and additional features.
While both OneDrive and Google Drive offer similar functionality, the specific features, integrations, and pricing plans may be more suited to different users depending on their needs and preferences.
