OneDrive is Microsoft 365’s personal cloud storage service. At KAUST, it is best used for your own work files, drafts, notes, and documents that are not yet ready to live in a shared team space.
You can use OneDrive to save files securely, access them from different devices, sync them to your computer, and collaborate with colleagues when needed.
Important: Everyone receives up to 50 GB of storage by default.
A simple way to think about it:
OneDrive = my files
SharePoint = our files and shared content
Teams = our conversations, meetings, and collaboration
Use OneDrive when the files belong primarily to you as an individual.
These tools work together, but they serve different purposes.
| Tool | Best Used For | Simple Explanation |
|---|---|---|
| OneDrive | Personal files, drafts, and individual working documents | My files |
| SharePoint | Team documents, shared content, and long-term collaborative files | Our files |
| Teams | Chat, meetings, and collaboration around files | Our communication |
If a file becomes important to a team, department, or ongoing process, it should usually move from OneDrive to SharePoint.
Go directly to:
https://kaust-my.sharepoint.com/
Sign in with your KAUST credentials to access your personal OneDrive workspace.
You can also drag and drop files directly into the browser window.
Good organization makes your files easier to find, share, and manage later.
Examples:
Good examples:
Avoid:
Avoid very deep folder structures.
Better: Projects / Reports / Training
Avoid: Projects / 2026 / January / Final / Version3
Use view permissions when:
Use edit permissions when:
When sharing files, OneDrive may offer different link types depending on your permissions and the file.
| Link Type | When to Use It |
|---|---|
| Specific people | Best for controlled sharing and more sensitive documents |
| People in KAUST with the link | Useful for wider internal sharing when the content is suitable for a larger audience |
| People with existing access | Useful when you want to send a link without changing permissions |
Best practice: Use Specific people for important or controlled documents. Use broader link options only when the content is appropriate for wider internal access.
These files remain stored in the original owner’s OneDrive unless they are moved to SharePoint.
If someone shares a folder with you, you can add it to your OneDrive for easier access.
OneDrive supports real-time collaboration in Microsoft 365 apps.
Multiple people can edit the same file at the same time, and changes are saved automatically.
OneDrive keeps version history for your files, which can help if a document was overwritten, edited incorrectly, or needs to be restored to an earlier version.
Deleted files are moved to the Recycle Bin, where they can usually be restored for a limited time.
OneDrive comes pre-installed on KAUST-managed Windows devices. Open the Start menu and search for OneDrive.
Enter your KAUST email address and authenticate through Single Sign-On.
Select which folders you want to sync to your device. The default location is:
C:\Users\[YourName]\OneDrive – KAUST
Look for the blue cloud icon in the system tray. Right-click it to check status, pause syncing, or adjust preferences.
OneDrive should already be installed on KAUST-managed macOS devices. Open it from Spotlight search. If needed, install it from the Mac App Store.
Enter your KAUST email address and authenticate through Single Sign-On.
The default location is:
/Users/[YourName]/OneDrive – KAUST
Choose which folders you want to sync.
Look for the blue cloud icon in your menu bar to manage settings and sync status.
If OneDrive is synced to your computer, you can work on files even when you are offline. Once you reconnect to the internet, your changes will sync automatically.
If a file becomes important to a team or department, it should be moved to SharePoint where it can be managed collectively.
Use Copy to if you want to keep a personal working copy in OneDrive while also placing a version in SharePoint.
When a colleague leaves KAUST, their Microsoft 365 account will eventually be removed. Your November 9, 2025 handover article explains that once the KAUST account is removed from Active Directory, Microsoft sends an automated email to the person’s manager or designated delegate stating that the OneDrive is preserved for 60 days, after which the OneDrive and its contents are permanently deleted. (Review this article)
For additional guidance, see Don’t Lose Important Files: OneDrive Handover Tips for Managers.
Use OneDrive while developing the draft. When it becomes team-owned or long-term, move it to SharePoint.
Store the file in OneDrive and share it directly with the people involved.
Move the files to SharePoint so the team can manage them together and retain access over time.
Review your storage usage periodically and remove or move files when needed.
Use the OneDrive search bar to find files by file name, keywords, or file type. Clear file names and a simple folder structure make searching much more effective.
