Embed and Share Microsoft OneDrive Files In Canvas

Instructors can use the integrated OneDrive app in Canvas to easily share files from UIW's cloud storage. This tool is ideal for embedding content like Stream videos and PowerPoint presentations in your course.

Within Google Chrome or Microsoft Edge, log in to Cardinal Apps and open Canvas.
Navigate to any course 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.
Allow the process to run.
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 link or embed.
Save, send, or publish your Canvas space.

In-Depth Walkthrough

Important: For the most reliable experience, use Microsoft Edge or Google Chrome.

Step 1: Open Cardinal Apps

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Step 2: Open the Canvas 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.

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Alternatively, you can also locate the OneDrive option anywhere an external tool is accepted, such as adding a module item as an External Tool. If you choose to add OneDrive as a module item, skip to step 5

Step 3: Open the External Apps Option

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

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Option 2: Choose Electric Plug Icon > View All

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Step 4: Select the OneDrive App

Select OneDrive in the alphabetical list and click Done.

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Step 5: Allow Process to Run

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.

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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.

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Step 7: Select Files to Share

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.

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FAQ: Embed and Share OneDrive Files

Course participants are getting an error when viewing content. What should I do?

If students see errors with embedded content, try the following:

Have students clear their browser cache and history. The Help Desk can assist with this step.
Encourage students to use Google Chrome or Microsoft Edge. Firefox and Safari block cross-site tracking, which often breaks embedded content like videos and documents.
To avoid these issues entirely, consider using the “Link” option instead of embedding. This opens the content in a new tab, which is more reliable across browsers.

Is the OneDrive app in Canvas available to students?

Sort of. Students won’t see the same OneDrive app used by instructors unless they are submitting assignments. Instead, students use “OneDrive for Students” to insert files, which only allows them to add links—not embedded content.

How does OneDrive in Canvas work?

When instructors insert a OneDrive file using the app, a copy of the file is created in the course. This copy is separate from the original file in OneDrive, and the process happens automatically in the background.

How do permissions work for OneDrive files shared in Canvas?

Permissions are based on Canvas roles. Instructors have edit access to the files they add, while students can only view them. Students cannot make changes to embedded files.

Can I adjust permissions for files shared through OneDrive in Canvas?

No. Files added through the OneDrive app are always “view-only” for students and editable by instructors. To provide different permissions, share a direct link to the file outside of Canvas.

What if I need to update a file I added to my course?

Since files added from OneDrive are copied into Canvas, you have two options:

Edit the file directly in Canvas (not in OneDrive).
Delete the outdated file and insert a new version from OneDrive.

What’s the difference between Link and Embed?

Link adds a clickable link that opens the file in a new tab—best for Word or PDF documents.
Embed places the content directly in the Canvas page—great for PowerPoint slides or videos.

Do OneDrive documents expire if a course is copied?

No. Files added using the OneDrive app carry over with course copies and remain functional. However, it’s still a good practice to check for outdated materials each term.