Microsoft 365 - How to Access another user's OneDrive, after being granted access

Overview

This process allows users to access another person’s OneDrive using a link provided by a Microsoft 365 admin, bookmark it in Edge for future use, and manage large file downloads by syncing to File Explorer. Users can open the link in Edge, save it to Favorites for quick access, and sync the OneDrive to their PC to bypass Microsoft’s security restrictions on bulk web downloads. Once finished, the sync can be easily removed via the OneDrive app, ensuring a clean and secure workflow.

Target Audience

Users granted Access

Step-by-Step Guide: Accessing OneDrive via Link in Microsoft Edge

Part 1: Accessing the OneDrive with the Provided Link

1. Open the provided Link in your web browser.  This article will focus on MS Edge:

   • Click the link sent to you (e.g., https://saultcollege-my.sharepoint.com/personal/[username]_saultcollege_ca) or paste it into Edge’s address bar and hit Enter.

   • If prompted, sign in with your Sault College Microsoft 365 credentials (e.g., @saultcollege.ca email and password).

2. Explore the OneDrive:

   • You’ll see the person’s OneDrive files and folders in Edge. Click to browse or open items based on your permissions.

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Part 2: Saving the Link in Edge for Future Access

Instead of searching for the Email or Teams message containing the link to the user's OneDrive you have been granted access to, you can save it as a bookmark for easy access, if you wish.

1. Bookmark the Link:

   • In Edge, with the OneDrive page open, click the star icon (top right, next to the address bar).

     

   • In the pop-up, name it (e.g., “Jane’s OneDrive”), choose a folder (e.g., “Favorites” or “Work”), and click Add.

2. Access It Later:

   • Open Edge, press Ctrl+Shift+B to show the Favorites bar (or click the three-dot menu > Favorites).

     

   • Find “Jane’s OneDrive” (or your name), click it, and sign in if prompted—it’ll reopen the OneDrive.

Tip: Pin the Favorites bar (right-click the favorites bar then click “Show favorites bar”) [Choose, Always, Never, or Only on new tabs, for one-click access.

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Part 3: Downloading Large Amounts of Data (Syncing to File Explorer)

If you are in need of copying/deleting large number of files and folders, Microsoft will block and bulk downloads from OneDrive web links, for security reasons.  In order to get around this limitation, sync the files to your PC instead. Here’s how:

1. Start Sync in Edge:

   • On the OneDrive page in Edge, look at the top toolbar and click Sync.

     

   • If prompted, click “Open” or “Allow” when Edge asks to launch the OneDrive app.

   • Sign in with your @saultcollege.ca credentials if it’s your first sync.

2. Find It in File Explorer:

   • Open File Explorer (Windows key + E).

   • In the left pane, under “Sault College,” see the synced OneDrive (e.g., “{User's name} – Documents”).

3. Managing Files

   • No web limits apply here.

   • Manage files in the same manmer as any file management processes

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Part 4: Removing the Sync When Done

1. Open OneDrive Settings:

   • Click the OneDrive cloud icon in the system tray (bottom right, blue/white cloud).

     

   • Right-click the cloud > Settings.

2. Unlink the Sync:

   • In the Account tab, find the synced OneDrive (e.g., “{User's name} – Documents”).

   • Click Stop Sync