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. You can also enable collaboration or allow students to submit directly from their OneDrive accounts.

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. Select the Microsoft Education icon from the toolbar. If it's not visible, select the Apps plug icon or use the Tools menu and select View All to find it.

Microsoft Education icon in Canvas Rich Content Editor toolbar

You can also access Microsoft Education and share files when adding a module item as an External Tool.

Select and Share a File

If you see a setup screen, Microsoft Education is not configured for your course. Follow the setup process within the window to share 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 Link or Embed:
- Embed: Displays the file directly in Canvas.
- Link: Opens the file in a new tab.

Microsoft Education file selection showing embed or link options

Important: Files added through Microsoft Education are copies, not live links. Updating your original OneDrive file will not update the Canvas version.

Save the Page

Confirm the content displays properly in the editor, then select Save to publish it to your course.

Canvas editor showing embedded Microsoft Education file

Adjust the Embed Size (Optional)

By default, Microsoft embeds are rather large on a standard display. You cannot adjust the size during the embedding process, but you can modify it afterward.

To do this, switch to the HTML editor in Canvas where the content is located.

HTML editor button in Canvas Rich Content Editor

Locate the code for the inserted file. Adjust the width and height values (numbers only) to your desired size. For example, change "width: 1150px; height: 850px" to "width: 700px; height: 500px".

HTML code showing width and height attributes for embedded file

Tip: We recommend 700 by 500 pixels for standard content, and 560 by 315 pixels for videos. For full-page embeds, consider 900 by 600 pixels.

Frequently Asked Questions

Students are getting errors viewing content. What should I do?

Try these steps:

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 use it in the Rich Content Editor when replying to Discussions or submitting assignments.

Microsoft Education icon in student discussion reply editor

For assignments, they can only submit as a link, not an embed. For help, refer to our student file submission guide.

Student file submission interface showing Microsoft Education option

How does sharing OneDrive files through Microsoft Education work?

When you insert a file, a copy is created in Canvas. This version is separate from your original OneDrive file, which allows it to function during course copies and respects Canvas permissions.

How do file permissions work?

Files are view-only for students and editable by Teacher-based roles (TA, Librarian, Colleague, Designer, and others). Students cannot edit or share embedded files, or provide sharing links to those not enrolled in the course.

Can I change file permissions in Canvas?

No. To control access beyond default settings, share a direct OneDrive link outside of Canvas. Microsoft Education content is not meant for permission management.

How do I update a file already shared to Canvas?

Since files are copied to Canvas, changes to the original will not apply. To update a file:

Edit the file directly in Canvas
Or delete it and insert a new version

What's the difference between Link and Embed?

Link: Opens in a new tab (best for Word or PDF files)
Embed: Displays directly in Canvas (best for slides or videos)

Even with an embed, users will have the option to open in a new tab. Embedding simply offers an advantage by including the content on the page with other context.

Does content shared via Microsoft Education support course and content copy?

Yes. Files added using the Microsoft Education app stay functional in copied courses and do not expire. If a piece of inserted content is copied, and you have not already done so, you will be prompted to go through the Microsoft Education setup once again to connect the course to Microsoft.