Microsoft 365 Storage: Access, Interface, and File Sharing

Introduction

Microsoft 365 is a comprehensive productivity suite that includes various applications to support your work. However, understanding how storage works within Microsoft 365 can be complex. This article aims to clarify Microsoft 365 storage by covering:

  • How storage is managed in Microsoft 365
  • How to use OneDrive and the Microsoft 365 app to access files
  • How to control access to files stored in Microsoft 365

Instructions

About Storage in Microsoft 365

All storage in Microsoft 365 is managed through SharePoint, originally launched in 2001 as a document storage and collaboration platform. SharePoint storage is divided into two main types:

  • Sites: Institutional storage spaces created when a user submits a request via the https://storage.iu.edu form. These serve as cloud storage for teams.
  • My Sites: Individual storage spaces linked to each user account.

Every Microsoft 365 application connects to SharePoint storage in some way:

  • Microsoft Teams:
    • Uses SharePoint Sites for file storage in team channels (via the Files tab).
    • Uses SharePoint My Sites for file storage in individual chats (via the Files tab in Chat).
  • Office Applications (Word, Excel, PowerPoint):
    • Allow saving to both SharePoint Sites and My Sites.
    • SharePoint Sites appear as “Sites – St. Cloud State University” or simply “Sites.”
    • SharePoint My Sites appear as “OneDrive – St. Cloud State University” or “OneDrive.”
  • OneDrive:
    • Provides access to both SharePoint Sites and My Sites.
    • SharePoint Sites are listed under Quick Access.
    • My Sites files are accessible under My files.
  • Microsoft 365 App:
    • Access SharePoint Sites and My Sites via the My Content section.

OneDrive serves as the central application for accessing all primary Microsoft 365 storage locations.

Accessing Files via OneDrive

To access your storage locations using OneDrive:

  1. Open a web browser and go to https://microsoft.iu.edu.
  2. Under the Microsoft 365 heading, click Access Microsoft 365.
  3. On the Microsoft login screen, enter:
    • StarID@minnstate.edu (for faculty/staff)
    • StarID@go.minnstate.edu (for students)
  4. Once logged in, click My Content in the app bar on the left.
  5. In the My Content view, under the Locations heading, click Cloud files.
  6. To open OneDrive, click the Go to OneDrive button near the upper right corner. OneDrive will open in a new browser tab.

Exploring the OneDrive Interface

The OneDrive interface consists of three main components:

  1. Navigation Pane – Located on the left side of the screen.
  2. Toolbar – Appears near the top when viewing folder contents.
  3. Main Content Area – Center of the screen where files and folders are displayed.

Home View

When OneDrive opens, it defaults to the Home view, which includes:

  • For You: AI-generated content based on your work habits and organizational relationships.
  • Recent: Quick-access list of files you’ve recently opened.

Navigation Pane Overview

The navigation pane is divided into three sections:

1. Your Name Section (Individual Storage)

  • My Files: Contains files stored in your SharePoint My Site. These files are private by default and only accessible to others if you grant permission.
  • Shared: Displays files shared with you or by you. Includes:
    • Files from SharePoint Sites (e.g., Teams channels)
    • Files from SharePoint My Sites
    • Two sub-views: With you and By you, switchable via the toolbar.

2. Browse By Section

  • People: Lists individuals who’ve shared files with you.
  • Meetings: Displays Microsoft Teams meetings with shared files.

3. Quick Access Section

  • Shows teams you’re a member of and have recently accessed files from.
  • If a team isn’t listed:
    • Click More places… to view all teams you’ve accessed or are a member of.
    • Click a team name to open its files.
    • To pin a team to Quick Access:
    • Select the team.
    • Click Pin to Quick access in the toolbar.

Exploring the Microsoft 365 Interface

The Microsoft 365 interface consists of:

  • App Bar – On the left side, providing access to apps and My Content.
  • Main Content Area – Displays content and files.

Home View

Similar to OneDrive, the Microsoft 365 Home view includes:

  • Recommended: AI-suggested content.
  • Quick Access: Recently opened or edited files, with filters for:
    • Recently opened
    • Shared
    • Favorites

Accessing Files in Microsoft 365

  1. Click My Content in the App Bar.
  2. The navigation pane includes:

Top Section

  • Views from OneDrive (My Files, Shared) with identical functionality.

Middle Section – Browse By

  • People and Meetings views, same as in OneDrive.

Bottom Section – Locations

  • Cloud Files: Recently accessed cloud files. Includes a link to OneDrive.
  • Local Files: Tracks files opened on your computer (desktop version only).
  • Attachments: Email attachments sent to your IU email address.

Controlling Access to Files

Microsoft 365 offers two primary methods for sharing files or folders:

  1. Share Link – Temporary access via a hyperlink.
  2. Direct Access – Persistent access granted to specific individuals.

These methods apply to files stored in your SharePoint My Site (My Files in OneDrive) and to SharePoint Sites (team-owned files).

Granting Access Using a Share Link

This method is ideal for temporary collaboration or sharing. Note:

  • Files shared via link do not appear in the recipient’s Shared, Browse By, or Locations views.
  • Permissions available:
    • Can view
    • Can edit
    • Can review (Word only – allows comments and tracked changes)

Creating a Share Link

  • In OneDrive:

    1. Hover over the file/folder.
    2. Click the Share icon.
    3. Click the Sharing settings icon.

  • In Microsoft 365 App:

    1. Hover over the file/folder.
    2. Click the Share icon.
    3. Click Copy Link.
    4. Click “People with existing access can use the link.”

Access Levels

  • Anyone: Anyone with the link can access.
    • Indexed within IU’s Microsoft 365 tenant.
    • Best practice: Set expiration date and password.
  • People in Indiana University: Anyone with an @iu.edu login can access.
  • People with existing access: Link works only for users who already have access.
  • People you choose: Grant access to specific individuals (internal or external).

After selecting the access level, click Apply. You can then:

  • Click Copy Link to share via chat or email.
  • Click Send to email the link directly.

Granting Direct Access to a File or Folder

Direct access is ideal for ongoing collaboration. It makes the file appear in the Shared sections of OneDrive and Microsoft 365.

Note: This method works in OneDrive, but not in the Microsoft 365 app.

Steps to Grant Direct Access

  1. Hover over the file/folder.
  2. Click the three-dot menu.
  3. Select Manage access.
  4. Click the Grant Access icon.
  5. Enter the recipient’s name, username, or email.
  6. Click Grant access and close the dialog box.

To verify access:

  • Reopen Manage Access and check the People tab.

Revoking Direct Access

  1. In Manage Access, go to the People tab.
  2. Click the Edit icon next to the person’s name.
  3. Expand Direct Access under "Ways this person has access".
  4. Click the permissions dropdown, then select Remove direct access.
  5. Confirm removal.

Understanding How File Access Works

Access methods in Microsoft 365 operate independently:

  • Team Membership: Grants edit access to all files in standard channels.
  • Share Link: Temporary access via hyperlink.
  • Direct Access: Persistent access to specific individuals.

Example Scenario

  1. You are given read-only access to a file in a team you’re not a member of.
  2. Later, you become a team member — you now have edit access.
  3. If removed from the team, you lose edit access, but retain read-only access unless revoked.

Microsoft storage always grants the highest level of access available to a user based on all roles and permissions.

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