Overview

OneDrive is not designed to function as a true organization-wide shared drive. Microsoft recommends using SharePoint for centralized shared folders that need to be accessible by the entire company and mapped as a drive letter. However, if you still need to use OneDrive for a Master Shared Folder, the steps below outline the correct method and its limitations.

Option 1 - Recommended Method: Use SharePoint Instead of OneDrive

SharePoint document libraries are built for multi-user shared drives and support the following:

• Organization-wide permissions

• Easy syncing through the OneDrive sync client

• Drive letter mapping through GPO, Intune, or scripts

• Better file locking and fewer sync conflicts

• Centralized administration

This is Microsoft’s supported method for shared drives.

Option 2 - Using OneDrive as a Master Shared Folder

If you still need to use OneDrive for this purpose, follow the steps below.

Step 1 - Create a Master Shared Folder

1. Log into OneDrive.com using the account that will host the shared folder.

2. Create a folder named something like: Company Shared Folder

3. Place any required files or subfolders inside it.

Step 2 - Share the Folder With the Entire Organization

1. Right-click the folder and choose Share.

2. Select People in your organization.

3. Set permissions:

– Can Edit (if users need to modify files)

– Can View (read-only)

4. Send or share the link with users.

Note: Sharing does not automatically sync the folder to a user’s computer.

Step 3 - Users Must Click Add to My OneDrive

Each user must perform this step manually:

1. Open the shared folder link.

2. Click Add shortcut to My files or Add to My OneDrive.

Step 4 - Determine the Local Sync Path

Once synced, the folder will appear on the user’s computer in a path similar to:

C:- COMPANYNAMEShared Folder

Example:

C:- Twilight ITShared Folder

Step 5 - Map the Folder as a Drive Letter

To map using Command Prompt:

net use Z: “C:%USERNAME%- Twilight ITShared Folder”

To map using PowerShell:

New-PSDrive -Name “Z” -PSProvider FileSystem -Root “$env:USERPROFILE- Twilight ITShared Folder” -Persist

Important Limitations When Using OneDrive for Shared Drive Purposes

• OneDrive is not designed for large multi-user shared folders.

• Users must manually click Add to My OneDrive.

• Large shared folders can cause sync slowdowns or conflicts.

• Sync conflicts may occur if multiple users modify files at the same time.

• Administrator control is limited compared to SharePoint.

• Mapping paths differ per-user because the folder syncs to individual user profiles.

Best Practice Summary

For a reliable, scalable shared drive that can be easily mapped to drive letters, SharePoint should be used. OneDrive sharing should only be used for light-duty sharing or small teams.