What is OneDrive?

OneDrive is a secure cloud storage system made available through your Microsoft 365 account. It lets you store, access, and share files safely from almost any device anywhere. Using OneDrive keeps information protected and allows everyone to work from the latest version of a document. This guide explains the basics so you can use OneDrive confidently and responsibly.

Accessing OneDrive

1. Go to https://m365.cloud.microsoft.
2. Sign in with your IWA-provided Microsoft 365 account @waterways.org.uk or @wrg.org.uk.
3. Authenticate your login.
4. Select OneDrive from the app menu.

When logging in to do IWA business always use your IWA account, not a personal Microsoft account.

Storing Files

• Save all IWA-related documents in OneDrive, not on your personal device.
• Use clear file names and organised folders.
• Avoid duplicates – check before creating new versions.
• OneDrive autosaves and keeps files backed up.

Sharing Files

OneDrive makes it easy to share files but do so carefully.

DO:

• Share only with people who need access.
• Use “Share” → “Specific People” when possible.
• Remove access when it’s no longer needed.

DO NOT:

• Share sensitive files outside the IWA.
• Use “Anyone with the link” as routine.
• Attach large documents to emails – send a link instead.

Working Together

• Edit Word, Excel and PowerPoint files directly in OneDrive.
• Changes save automatically.
• Use the “comments” feature for discussion instead of email chains.

Personal Data & GDPR

• Store personal data only when necessary for your role.
• Keep it secure inside OneDrive.
• Do not download personal data to your device unless unavoidable.
• Never move IWA files to personal cloud storage elsewhere (e.g. Google Drive or iCloud)
• Delete files when no longer needed and follow retention rules.

Using your own Device

• Use a passcode or biometrics on your device.
• Log in through the OneDrive app or browser – never save files to personal storage unless you are on the move or attending a meeting and you need to work on them.
• Log out on shared devices and delete temporary downloads.

If something goes wrong

• You share a file by mistake
• Your device is lost or stolen
• You lose access to your account
• You see unusual activity

Report immediately to IWA’s Data Protection Officer [email protected].

When in doubt
If you wouldn’t store it openly or email it widely, make sure it’s handled securely in OneDrive.

Last Updated: December 2025