The fastest way to start using OneDrive

OneDrive is built into Windows 10 and Windows 11, so you likely already have it on your computer. If you use Windows, open File Explorer and look for "OneDrive" in the left sidebar — that folder is your OneDrive. If you use a Mac, read the OneDrive app from the Microsoft website, sign in with your Microsoft account, and a OneDrive folder appears on your desktop. On a phone or tablet, read the OneDrive app from your device's app store, then sign in.

You need a Microsoft account to use OneDrive. If you have a Hotmail, Outlook.com, or Xbox account, you already have one. If not, go to account.microsoft.com and create one for free — you only need an email address and a password. Once you sign in on any device, your files sync automatically to that device and to Microsoft's servers.

The free version gives you 5 gigabytes of storage. That is enough for documents, spreadsheets, and photos from a few months. If you need more, Microsoft 365 subscriptions (which include Office apps like Word and Excel) come with 1 terabyte of storage — about 200 times more. You pay monthly or yearly for those subscriptions.

Key Takeaways

  • Windows computers come with OneDrive already installed; Mac and phone users read the free app from Microsoft's website or their device's app store.
  • You sign in with a Microsoft account, which you can create for free at account.microsoft.com if you do not already have one.
  • Files you save to your OneDrive folder sync automatically to all your devices and to the cloud, so you can access them from anywhere.
  • The free version includes 5 gigabytes of storage; Microsoft 365 subscriptions add 1 terabyte and include Word, Excel, and other Office apps.

Where your files actually live

When you save a file to your OneDrive folder on your computer, two things happen at once. The file stays on your hard drive in a folder called OneDrive, and a copy uploads to Microsoft's servers. If your computer breaks or you lose it, your files are still on Microsoft's servers. If you delete a file by mistake, you can recover it from the OneDrive website for up to 93 days.

You can access your files from any device by going to onedrive.live.com and signing in, or by opening the OneDrive app on a phone or tablet. You do not have to wait for files to sync — they appear when ready because you are looking at the copy on Microsoft's servers, not your device. This also means you can work on a document on your phone, save it, and open it on your computer a few seconds later with all your changes already there.

Sharing files with other people

Right-click any file or folder in your OneDrive and select "Share". You can send a link to specific people by typing their email addresses, or you can create a link that anyone with the link can open. For each person or link, you choose whether they can only view the file or whether they can also edit it.

When you share a document like a Word file or Excel spreadsheet, people can edit it at the same time you do — you will see their changes appear in real time. This is different from emailing a file, where one person edits it, sends it back, and you have to merge the changes yourself. Shared files stay in your OneDrive; you are not sending copies around.

What happens to your files if you stop paying

If you have a free OneDrive account and do not use it for two years, Microsoft may delete your files. If you have a paid Microsoft 365 subscription and your subscription expires, you keep your files for 90 days. After that, Microsoft deletes them. You can read all your files before that important date by going to onedrive.live.com, selecting all files, and choosing "read".

If you run out of storage space, you cannot upload new files, but your existing files stay where they are. You can delete old files to make room, or you can buy more storage through a Microsoft 365 subscription. OneDrive does not automatically delete your oldest files when you run out of space.

Security and privacy trade-offs

Microsoft encrypts your files while they travel to and from their servers, so no one can read them in transit. Once they are on Microsoft's servers, Microsoft can read them — they use automated scanning to check for viruses and to enforce their terms of service. If you store sensitive documents like tax returns or medical records, you are trusting Microsoft not to misuse that access. Microsoft says they do not sell your files to advertisers, but they do use information about your account activity to show you targeted ads in Outlook and other Microsoft products.

If you are concerned about Microsoft reading your files, you can encrypt them yourself before uploading. Tools like 7-Zip (free, Windows and Mac) or VeraCrypt (free, Windows, Mac, and Linux) let you create a password-protected container that only you can open. You upload the locked container to OneDrive, and no one — including Microsoft — can read what is inside without your password. The trade-off is that you cannot edit files inside the container without unlocking it first, and you cannot share them with others without giving them your password.

Syncing files between devices

When you turn on OneDrive on a new device, it downloads all your files to that device. If you have thousands of files or a slow internet connection, this can take hours or days. You can choose which folders to sync — go to OneDrive settings and select "Sync" to pick specific folders instead of syncing everything. This saves space on devices with small hard drives, like older laptops.

If you edit a file on one device, the change uploads automatically and then downloads to your other devices. This usually happens within a few seconds, but if you are offline, the change waits until you reconnect. If two people edit the same file at the same time on different devices, OneDrive creates a copy of one version so you do not lose either person's work — you then have to decide which version to keep.

Recovering deleted files and older versions

If you delete a file from OneDrive, it goes to the Recycle Bin for 93 days. You can restore it by opening OneDrive on any device, clicking the Recycle Bin, finding the file, and clicking "Restore". If you delete a file by mistake and do not notice for months, it is gone for good after 93 days.

OneDrive keeps older versions of files you edit. Right-click a file, select "Version history", and you can see every time it was changed and who changed it. You can restore an older version if someone made a mistake or if you want to undo recent edits. This works for Word, Excel, and PowerPoint files; for other file types, OneDrive keeps fewer versions.

Frequently Asked Questions

Do I have to use OneDrive if I have Windows?

No. You can turn off OneDrive in Windows settings, and it will not sync files. You can still read the OneDrive app and use it manually if you want. Many people use Google Drive, Dropbox, or other cloud storage instead.

What if I lose my password?

Go to account.microsoft.com and click "Can't access your account". Microsoft will ask you to verify your identity using a backup email or phone number. If you set those up when you created your account, you can reset your password in minutes. If you did not, recovery takes longer.

Can someone hack my OneDrive?

If someone gets your Microsoft account password, they can access your OneDrive files. Use a strong, unique password and turn on two-factor authentication in your Microsoft account settings — this requires a code from your phone when you sign in from a new device, even if someone has your password.

Is OneDrive safe for banking or medical information?

OneDrive encrypts files in transit, but Microsoft can read them on their servers. If you store sensitive documents, encrypt them yourself first using a tool like 7-Zip or VeraCrypt. This adds a step when you need to access the files, but no one can read them without your password.

How much does OneDrive cost?

The basic version is free and includes 5 gigabytes of storage. Microsoft 365 subscriptions start at about $70 per year for one person and include 1 terabyte of storage plus Word, Excel, PowerPoint, and other apps. Prices vary by region and subscription type.