Microsoft Education: Share OneDrive Files In Canvas
Note: This guide assumes Microsoft Education has already been set up in your course. If not, follow the setup process to enable OneDrive file sharing in Canvas.
The Microsoft Education tool allows instructors and students to add OneDrive content to Canvas without leaving the site. Use it to insert Word, PowerPoint, Excel, and other OneDrive files into Pages, Assignments, Discussions, and more — with options to enable collaboration or allow students to submit directly from their OneDrive.
Share OneDrive Files Using the Rich Content Editor
Open the Rich Content Editor
In any Canvas item that uses the Rich Content Editor (such as a Page or Discussion), open the editor and select the Microsoft Education icon from the toolbar. If it's not visible, select the Apps plug icon or select Tools and choose View All to locate it.
Microsoft Education can also be accessed when adding a module item as an External Tool.
Select and Share a File
If a setup screen appears, Microsoft Education has not been configured for your course. Complete the setup process before sharing files into Canvas.
Use the My Files tab to browse your OneDrive, or access shared SharePoint and Teams folders.
- Select the file or video you want to share (one at a time).
- Choose a display option:
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Embed — Displays the file directly within Canvas.
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Link — Opens the file in a new tab.
Important: Files added through Microsoft Education are copies, not live links. Changes made to the original OneDrive file will not be reflected in Canvas.
Save the Page
Confirm the content displays correctly in the editor, then select Save to publish it to your course.
Adjust the Embed Size (Optional)
Microsoft embeds default to a large display size. The size cannot be adjusted during the embedding process, but it can be modified afterward by switching to the HTML editor in Canvas.
Locate the code for the inserted file and adjust the width and height values to your preferred size. For example, change width: 1150px; height: 850px to width: 700px; height: 500px.
Tip: 700×500 pixels works well for standard content, 560×315 for videos, and 900×600 for full-page embeds.
Frequently Asked Questions
Students are getting errors viewing content. What should I do?
- Have students clear their browser cache and history.
- Use Google Chrome or Microsoft Edge — Safari and Firefox may block embedded content.
- Use Link instead of Embed for better compatibility.
Can students use the Microsoft Education app?Yes. Students can access Microsoft Education through the Rich Content Editor when replying to Discussions or submitting assignments.
For assignments, students can submit files as a link only — embedding is not supported for submissions. See our student file submission guide for details.
How does sharing OneDrive files through Microsoft Education work?When a file is inserted, a copy is created in Canvas that is separate from the original OneDrive file. This ensures the file remains accessible during course copies and functions within Canvas permissions.
How do file permissions work?Embedded files are view-only for students. Instructor-level roles — including TA, Librarian, Colleague, and Designer — can edit files. Students cannot edit, share, or provide access to embedded files for anyone outside the course.
Can I change file permissions in Canvas?No. Microsoft Education does not support permission management within Canvas. To control access beyond the defaults, share a direct OneDrive link outside of Canvas instead.
How do I update a file already shared to Canvas?Because files are copied to Canvas, changes to the original OneDrive file will not apply. To update shared content, either edit the file directly in Canvas or delete it and insert a new version.
What's the difference between Link and Embed?
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Link — Opens the file in a new tab. Best for Word documents and PDFs.
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Embed — Displays the file directly in Canvas. Best for presentations and videos.
Embedded files also include an option to open in a new tab, but embedding has the added benefit of presenting the content inline alongside other course material.
Does content shared via Microsoft Education support course copy?Yes. Files added through Microsoft Education remain functional in copied courses and do not expire. If copied content is accessed before setup is complete in the new course, you will be prompted to complete the Microsoft Education setup to reconnect the course.