What's Changing
Your personal files are moving from Google Drive to Microsoft OneDrive. OneDrive is your personal cloud storage - it works very similarly to Google Drive, just with a different name and a fresh interface.
What Stays the Same
- Your files - everything from Google Drive is migrated to OneDrive
- Cloud access - access your files from any device, anywhere
- Sharing - share files and folders with colleagues the same way
- Auto-save - files save automatically, just like in Google Drive
- File types - PDFs, images, documents all work the same way
Finding Your Files
On Your Computer
- Look for the OneDrive cloud icon in your taskbar (bottom right of your screen)
- Click it to open your OneDrive folder
- Your files are synced locally - you can work on them even without internet
On the Web
- Go to onedrive.com and sign in
- Or click the OneDrive icon from your Microsoft 365 app launcher (the grid of dots at the top left of any Microsoft 365 page)
On Your Phone
- Download the OneDrive app from the App Store or Google Play
- Sign in with your work email
- Access all your files on the go
Google Drive to OneDrive - Quick Comparison
| Google Drive | OneDrive |
|---|---|
| My Drive | My Files |
| Shared with me | Shared |
| Starred | Pinned |
| Recent | Recent |
| Trash | Recycle Bin |
Working with Files
Creating New Files
Click + New in OneDrive to create:
- Word document (replaces Google Docs)
- Excel spreadsheet (replaces Google Sheets)
- PowerPoint presentation (replaces Google Slides)
- Folder to organize your files
Sharing a File
- Right-click the file (or click the three dots)
- Select Share
- Type the person's name or email
- Choose whether they can Edit or just View
- Click Send
Finding Files Quickly
- Use the Search bar at the top to find any file by name or content
- Click Recent to see files you've worked on lately
- Pin important files so they're always at the top
What "Synced Locally" Actually Means
When you sign into OneDrive on your computer, it creates a OneDrive folder in your File Explorer (Windows) or Finder (Mac). Files you save there automatically upload to the cloud. If you edit a file on your phone or the web, the change syncs back to your computer.
This means you can:
- Work on files without opening a browser - just use File Explorer like normal
- Edit files offline (on a plane, in a service bay with poor signal) - they sync when you reconnect
- Access the same files from any device - your computer, phone, or any web browser
Look for the blue cloud icon in your system tray (bottom-right of your screen). A green checkmark means files are synced. A blue arrow means syncing is in progress.
Version History
Made a mistake? Need an older version of a file? OneDrive keeps a history of every change:
- Right-click the file in OneDrive (or click the three dots)
- Select Version history
- You'll see every saved version with the date and who made the change
- Click any version to preview it, or click Restore to bring it back
This works for Word, Excel, PowerPoint, and most other file types. You cannot lose work in OneDrive - there's always a version to go back to.
Storage and Limits
- Each person gets 1 TB (terabyte) of OneDrive storage - that's roughly 500,000 photos or millions of documents
- Individual files can be up to 250 GB each
- You'll likely never hit the limit, but if you do, your IT team can request more
What Happens If Two People Edit the Same File
If you and a colleague both edit the same file at the same time online, you'll see each other's changes in real-time (colored cursors, just like Google Docs).
If you both edit it offline and then reconnect, OneDrive creates a copy with your name in the filename (e.g., "Report - John Smith.docx") so nothing is lost. You can then merge the changes manually.
What Happens If Someone Leaves
If an employee leaves the dealership, IT can transfer their OneDrive files to a manager or another team member. Nothing is lost. This is another reason to keep work files in OneDrive rather than on a local desktop.
Organizing Your Files
Here's a folder structure that works well for dealership staff:
- Customers - individual folders per customer or deal
- Reports - monthly sales reports, performance reviews
- Templates - forms and documents you reuse
- Training - notes, reference materials
- Personal - anything that's just for you
Keep shared team files in SharePoint (via Teams channels), not in your personal OneDrive. OneDrive is your space; SharePoint is the team's space.
Tips for Dealership Staff
- Don't store customer documents on your desktop - save them to OneDrive so they're backed up and accessible from any computer
- The OneDrive folder on your computer syncs automatically - save files there and they'll be available everywhere
- Large files like photos and videos work fine in OneDrive
- Right-click is your friend - right-click any file for sharing, version history, moving, and more
- Pin files you use daily so they appear at the top of your file list
Need Help?
If you can't find a file or need help:
- Check the Recycle Bin - accidentally deleted files stay there for 93 days
- Use Search - it searches inside documents too, not just file names
- Ask a colleague or contact your dealership IT contact
- Email the CanadaOne IT team at helpdesk@canadaoneauto.com