OneDrive App to Share Files In Canvas
OneDrive is an app in Canvas available to instructors; students must use the OneDrive for Students version.
The OneDrive app integrated into Canvas simplifies the process of sharing files from your cloud storage at UIW. It is the recommended solution for incorporating files like Stream videos and PowerPoint presentations into your Canvas course. To share a Microsoft file in Canvas:
- Within Google Chrome or Microsoft Edge, log in to Cardinal Apps.
- Open Canvas LMS.
- Navigate to your course.
- Open any space with the Rich Content Editor (RCE).
- Use Tools in the toolbar or select the app icon
to View All.
- Find OneDrive
in the alphabetical list.
- If prompted, sign in with your UIW email and password.
- If you see a "Setting up the course" prompt, you may need to wait a few moments. After 30 seconds, close the window and open the OneDrive app again to continue.
- Click on the file or video, you want to share.
- Select Link or Embed to share the file in the editing space.
- Save, send, or publish your Canvas space.
Need more detail?
Delve into the in-depth walkthrough below, complete with images and various notes for every step.
In-Depth Walkthrough
Important: For the most reliable experience, use Microsoft Edge or Google Chrome.
Step 1: Open Cardinal Apps
Log in to Cardinal Apps and open Canvas LMS.
Step 2: Open the RCE
Navigate to any space that has the RCE. If you're unsure what this is, learn more about the Rich Content Editor in Canvas.
Step 3: Open the External Apps Menu In Canvas
Use Tools or the electric plug Icon to select View All.
The RCE offers both the toolbar options and icon shortcuts, two ways to take the same action. Choose whichever way you prefer to work. The View All option opens a pop up of choices listed in alphabetical order. Note, that Canvas offers recent shortcuts once you have previously opened an app.
Option 1: Choose Tools > Apps > View All
Option 2: Choose Electric Plug Icon > View All
Step 4: Open the OneDrive App
Select OneDrive in the alphabetical list and click Done.
Step 5: Opening the OneDrive App
If you've never used the OneDrive app in your Canvas course, you'll see a "Setting up the course" notice.
You may see a notice stating, "Course initialization is in progress, please check after some time." If this occurs, close the box and reopen the app. If the message persists, you will need to wait and try again at a later time. This is common during busy school seasons, such as the start of a semester.
Note, that this process creates a storage space behind the scenes where a copy of your file is shared in your course - this app does not make a "live" connection between your OneDrive files and Canvas.
Step 6: Sign In to OneDrive
After a few moments, you will be prompted to log in. Choose the option for your UIW email address to complete the process, or, if asked, log in using your UIW email and password. Do not utilize a personal Microsoft account.
Step 7: Select Files To Share To Canvas
After signing in to the window, your OneDrive files and folders will appear. You'll be able to browse your cloud storage through the My Files tab, or insert files from SharePoint and Team sites you're a member of. Remember, any file you select to share in Canvas in this step has a copy made behind the scenes - you are not sharing a live link to the document in your OneDrive. To select files to share:
- Find and select the file or video you want to share in Canvas. You can only select one item at a time.
- Select either the Link or Embed button to insert the file into your course: Embed is preferred to allow students to view your content within the Canvas location rather than opening a link.
Step 8: Upload Completed
You'll receive a success notification and can then save your work in the RCE. Your file is now available to view in your Canvas course.
FAQ
Course Participants are reporting they get an error when viewing the content. What do I do?
If students encounter any errors within an embed, please try the following:
- Students should clear their browsing history/cache. We have a step-by-step guide to share and the Help Desk is equipped to assist students with these issues and clearing the browsing cache.
- Students are also encouraged by IT and OTLT to use Google Chrome or Microsoft Edge. Firefox and Safari block cross-site tracking, which almost always breaks embedded content like videos/documents.
- If you don’t want the troubles that come along with traditional embeds, we recommend using the ‘Link’ option when inserting these videos into your course. This will open the video up in a new tab for the student, which traditionally is issue-free.
Is OneDrive available to Students?
Yes, but it is called OneDrive for Students when used through the RCE. The student version does not offer the embed option instructors have, students can only add a link where they place the file.
How does OneDrive in Canvas work?
When using the OneDrive app, Canvas copies the file you choose to share into your course. Once inserted, you can think of these as separate copies from the original located in your OneDrive. This process happens behind the scenes, out of sight.
How do permissions work when sharing files through OneDrive in Canvas?
The permissions are based on the user's Canvas role when sharing documents and videos through the OneDrive app in Canvas. Teachers have edit permissions, while students can only view them. Students cannot edit files shared this way.
Can I adjust permissions for the files I share through the OneDrive in Canvas?
When sharing files through OneDrive in Canvas, you cannot change permissions for a file. Students are always 'view-only' and Teachers have 'edit' access. If you need different permissions, share a direct link to the file outside of Canvas.
What if I want to update a file I inserted into my course?
Due to the Canvas file being a separate copy from the original, there are a couple of options available to you:
- As a teacher, open the file from Canvas, not OneDrive, and edit the file accordingly.
- Remove the old file from Canvas, then re-insert an updated version.
What's the difference between Link and Embed?
- Link adds a link to Canvas, which opens the file in a new tab when clicked. Links are great for sharing documents such as Word or PDF files.
- Embed displays the content within the Canvas location where you place it. Embeds are great for PowerPoint and video files.
What happens if a course is copied, do the documents inserted with the OneDrive app expire?
No. Documents added with the OneDrive app fully support course copy and these files will carry over to the new course and will not expire. Still, it's recommended to check for outdated materials each term.
