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 guide 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
Step 1: Open the Rich Content Editor
In any Canvas item that uses the Rich Content Editor (RCE), such as a Page or Discussion, open the editor. Select the Microsoft Education icon from the toolbar. If it’s not visible, click the Apps plug icon or use the Tools menu and select View All to find it.
You can also access Microsoft Education and share files when adding a module item as an External Tool.
Step 2: Select and Share a File
Use the My Files tab to browse your OneDrive, or access shared SharePoint/Teams folders.
- Select the file or video you want to share (one at a time).
- Choose Link or Embed:
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Embed: Displays the file directly in Canvas.
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Link: Opens the file in a new tab.
Important: Files added through Microsoft Education are copies—not live links. Updating your original OneDrive file will not update the Canvas version.
Step 3: Save the Page
Ensure the content displays properly in the editor, then click Save to publish it to your course.
Optional: Adjusting the Embed Size
By default, Microsoft embeds are rather large on a standard display. You cannot adjust the size during the embedding process, however, you can adjust it once it's embedded on the page.
To do this, switch to the HTML editor in Canvas where the content is found.
Then, locate the code for the inserted file. Adjust the width and height values (just the numbers) to your desired size. (i.e., "width: 1150px; height: 850px" becomes "width: 700px; height: 500px")
Tip: We recommend 700x500 for standard content, and 560x315 for videos. For full-page embeds, consider 900x600
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 RCE when replying to Discussions or submitting assignments.
For assignments, they can only submit as a link, not an embed. For help, refer to our student file submission guide.
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, etc.) 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.
How do I update a file already shared to Canvas?Since files are copied to Canvas, changes to the original won't 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)
Does content shared via Microsoft Education support course/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 haven't already, you'll be prompted to go through the Microsoft Education setup once again to connect the course to Microsoft.