Use the OneDrive App to Share Files in Canvas
Note: This guide is for instructors only. For the safest experience, ensure you're using either Microsoft Edge or Google Chrome as your web browser.
If you've uploaded a file to OneDrive and are wondering "What's the best way to share this with my Canvas course?", the OneDrive app in Canvas is available and takes much of the complications away from sharing a file. Additionally, this is the recommended solution for embedding or linking Microsoft Stream videos into your Canvas course. Use the FAQ at the bottom for questions or concerns on this sharing method, and email software@uiwtx.edu for further inquiries or troubleshooting.
To use the OneDrive app in Canvas:
- Log in to Cardinal Apps.
- Open "Canvas LMS" and navigate to your course.
- Open any space with the Rich Content Editor, aka the RCE.
- Select the app icon and find Microsoft OneDrive
- You may have to open 'View All' to find the app.
- If prompted, sign in with your UIW email and password.
- 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
Step 1
Log in to Cardinal Apps and open Canvas LMS.
Step 2
Navigate to any space that has the Rich Content Editor, known as the RCE. If you're unsure what this is, learn more about the Rich Content Editor in Canvas.
Step 3
1) Select the app icon and 2) find the "Microsoft OneDrive" application
Note: If it doesn't appear in the toolbar or drop-down menu, choose 'View All' to open a list of all applications. Find "Microsoft OneDrive" on the list.
Step 3a
If you've never used the OneDrive app in your Canvas course, you'll see a "Setting up the course" notice. After a few moments, you'll be asked to log in with a Microsoft, or UIW, account. Select your UIW email address option to complete the process, or, If prompted, log in with your UIW email and password.
Note: Don't see a pop-up? You may be using an unsupported browser. Switch to Microsoft Edge or Google Chrome and try again.
Step 4
After signing in to the window, a pop-up window with your OneDrive menu will appear. You'll be able to peruse your cloud storage through the 'My files' tab, or, insert files from SharePoint and Team sites you're a member of. To share a file into Canvas:
- Find and select the file or video you'd like to share in Canvas.
- Select either the 'Link' or 'Embed' button to insert the file into your course.
Note: You can only select a single item at a time.
Done. Your file is now inserted into your Canvas course, and you may save or publish your content. View the FAQ section to learn more about permissions, the OneDrive app, and how this process works.
FAQ
How does this OneDrive app in Canvas work?
When using the OneDrive app, Canvas copies the file(s) you choose to share into your course. Once inserted, you can think of these as separate copies from the original located in your OneDrive.
How do permissions work when sharing files through the OneDrive app in Canvas?
The permissions are based on the user's Canvas status when sharing documents and videos through the OneDrive app in Canvas.
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Student - That person will have 'view-only' permissions.
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Instructor - That person will have 'edit' permissions.
Can I adjust permissions for the files I share through the OneDrive app in Canvas?
When sharing files through the OneDrive app in Canvas, you cannot change permissions for a file. Students are always 'view-only' and Instructors have 'edit' access. If you need different permissions, try sharing a direct link to the file outside of Canvas.
Can students edit and share files shared through the OneDrive app in Canvas?
No. Students will not see/have the ability to edit files. The share button will be available, but the only sharing option is set to 'People with existing access', which means only the people within the course can access it.
What do I do if I want to update a file I inserted into my course?
Due to the shared file being a separate copy from the original, there are a few options available to you:
- Open the file from Canvas (not OneDrive) as a teacher and edit the file accordingly.
- Remove and re-insert the updated file.
What's the difference between 'Link' and 'Embed' and which method is recommended?
Links are recommended for most use cases as they open the file in a new tab. This is a great way for participants to avoid browser-based issues arising when using an embed. The differences between the two are as follows:
- Link - Recommended for most use cases. Links open the file in a new tab and are a great way for participants to avoid browser-based issues.
- Embed: This method creates a window where the user
If I copy a course forward, do I have to insert all these files once again?
No. One of the benefits of using the OneDrive app in Canvas is the support for the course copy function. If your course is copied forward, your inserted file links and embed will move forward.
Can I do anything else with the OneDrive app in Canvas?
The OneDrive app in Canvas offers several exciting features, such as collaborations, seamless file sharing, student submissions, and more. Visit the resources below to learn more.