Sharing Files Using Microsoft OneDrive

Microsoft OneDrive is a cloud file storage service that can help keep your files secure and easily sharable with your colleagues, whether affiliated with JHU or not. Through JHU's Office 365 license, every Johns Hopkins affiliate has access to 5 terabytes of storage.

For help with technical issues with OneDrive, please contact the IT Help Desk for assistance. 

When to use OneDrive

Using OneDrive is a great way to share large files. With the exception of assignment submissions (for which there is no storage limit), Canvas limits personal file storage to about 200mb, which can quickly be reached over just a few terms. You can avoid this inconvenience by sharing files using OneDrive instead. Here are some examples of scenarios where using OneDrive is preferable to attaching a file in Canvas:

  • Sharing files using the Conversations (private messaging) feature. Any files attached to a Conversations message will count toward your Canvas storage limit.
  • Sharing files between group members when working on group assignments.
  • Posting large files in Canvas discussions.
    • Note: While OneDrive can also be used to share video files, you may prefer to use the Panopto tool which will place a video player directly in your discussion post (similar to those your lectures are displayed with). You can find more information about how to do so in the article Recording and Uploading Videos For Your Class (Student Guide)

Accessing OneDrive

To access OneDrive, you can either:

  • Visit myJH Portal, then, in the Cloud section, choose JHOneDrive (Note: “JHOneDrive” is the JHU branded instance of Microsoft’s OneDrive.)
  • Or visit the following link,, using your email as your username. You will then be directed to the JH Authentication page. (Note: A Microsoft account is not required.)

Sharing files

By default, all files uploaded to your OneDrive account are private. You can share them directly with specific people at Johns Hopkins or generate a link to share with people inside or outside the University. You can choose View or Edit privileges for people you have shared files with. It is recommended that you do not share sensitive information with all people at the university nor anyone with a link. You can always revoke access to your files and folders or set an expiration time.

For more information about sharing sensitive information, please review the following page: Best Practices for Sharing Sensitive Information

  1. Select the file you would like to share. Then click "Share" on the top bar or click the share icon next to the file name.
    Screenshot 2024-02-14 at 9.41.35 AM.png
  2. To share with a group of people, click the "People you specify..." box to reveal the Link Settings screen to choose the group of people you would like to share with. Alternatively, to share with a specific person you can add their names or email to the top field, "Add a name...", and an email with a shared link will be sent to them directly. Screenshot 2024-02-13 at 2.15.44 PM.png
  3. Select the group of people you would like to share your file with. Remember the following:

    Anyone = Non-Hopkins.
    People in JHU = JHED log in is required.
    People w/ existing access = People with access to the parent folder.
    Specific people = Specific JHU affiliates you can add on the previous screen.

    Screenshot 2024-02-13 at 2.16.57 PM.png
  4. By default, OneDrive will allow anyone you share a file with the ability to edit and download. You can modify this setting and allow the group and/or person you are sharing with view access only. You can also disable the ability to download.
    Screenshot 2024-02-13 at 2.17.51 PM.png
  5. Once you have selected the type of people with whom you will be sharing and the appropriate settings, select "Send" if you have chosen specific people, or "Copy Link" to paste the link in your desired location, such as in Canvas.
    Screenshot 2024-02-14 at 10.04.39 AM.png
    Screenshot 2024-02-13 at 2.19.35 PM.png

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