If you use a PC with Windows 10 or 11 installed, OneDrive is likely also installed. You can use OneDrive with a free or paid Microsoft account. Incidentally, a free Microsoft account also grants access to online versions of Word, Excel, PowerPoint, and Outlook.
Today, we’ll look at how to use the free version of OneDrive to back up files on your computer to the cloud. The free version offers 5 GB of space, which may not be sufficient to back up all your files, but you can choose which folders to back up if you don’t want to pay for more storage. If you’re curious about the cost of the paid plans and what they include, check out the Microsoft 365 subscription pricing page.
What is OneDrive?
OneDrive is a cloud storage location provided by Microsoft. Some similar products include Google Drive, Dropbox, and iCloud. If you use a Windows PC, you can use OneDrive to save your files. Not only does this keep them safe if something happens to your PC, it also allows the user to access those documents from any device. As a bonus, OneDrive makes sharing files easy.
Getting Started
To use OneDrive, you must have a Microsoft account. You may have already created one to use when logging in to your computer or to use the free versions of Microsoft apps online. It is fine to use an account you already created.
If you haven’t already, you can either create an account that generates a Microsoft email address or you can use your existing email address from another service, such as Gmail. If you use a non-Microsoft email address, you will not have access to Outlook. This Microsoft account landing page offers an opportunity to create an account.
After the Microsoft account is established, add the account to your computer.
- Click the Start menu and open Settings > Accounts
- Choose Sign in with a Microsoft account
- Enter your email and password
Launching OneDrive
To start OneDrive:
- Click the cloud icon in the taskbar (bottom-right corner)
- If you don’t see it, search for “OneDrive” in the Start menu
- Follow the prompts to sign in with your Microsoft account
After the first startup, OneDrive will prompt you to choose which folders to back up. You can select all of them or just the ones you need. These folders will automatically sync (back up) to the cloud.
It might be helpful to know roughly how large each folder is, so you don’t overfill your OneDrive before backing up your most important files. If you’re using the free plan, keep the 5 GB limit in mind.
If you later decide you’d like to adjust which folders get backed up:
- Open OneDrive settings
- Select the OneDrive cloud icon in your notification area
(your icon may be blue if it is a business account) - Select the OneDrive Help and Settings icon
- Select Settings
- Select the OneDrive cloud icon in your notification area
- Go to the Account tab.
- Select Choose folders.
- In the Choose Folders dialog box, uncheck any folders you don’t want to sync to your computer and select OK.
Customizing Settings
Click the OneDrive icon > Settings to:
- Manage storage
- Decide whether the files are stored in the cloud only or if it is also saved to the device (permanently or temporarily).
- Choose folders to sync
- Set up Personal Vault for sensitive files
- Enable Files On-Demand to save space
Accessing Your Files
After the initial sync, your OneDrive files will be available both on your device and in the cloud. If you make changes to one version, it will change both – provided your OneDrive application is active and syncing on your computer.
Access Files from the Synced Device
Open File Explorer using one of these two icons: 
Notice OneDrive – Personal in the left menu. Click on it to view the files in the cloud.
Access Files from a Browser
On any device, open https://onedrive.live.com/login in an internet browser. Enter your username and password. The files will populate in the center. Any changes you make here will be saved back to the version on your computer the next time it connects to OneDrive.
If you don’t own the device, or it’s shared, remember to sign out when you’re done.
You can also use the OneDrive mobile app to access files on your phone or tablet.
Decoding the Icons
To the right of each file and folder name in the OneDrive list, you will see a status icon. Here is what they mean:
= saved in the cloud only
= saved in the cloud and temporarily on the PC
= saved in the cloud and permanently on the PC
= currently syncing
= syncing error. Click the cloud icon in your taskbar for more details.
There are actually lots of icons involved in the OneDrive app. Microsoft created a page that explains all of the icons.
Extra Credit
If you’re interested, there is much more to learn about OneDrive. I suggest two sources for ongoing training:
- Microsoft OneDrive Support Site – tutorials in both video and text format. But they’re rather dry.
- Tech-Talk – articles, short videos, and webinars on a variety of topics. Here are some specific examples:
- Organize Cloud Storage Using Folders (webinar)
- Sneaky OneDrive and Where You Save Documents
- More about the Microsoft apps that come with a free account
- Other cloud storage options beyond OneDrive
