Can I Use OneDrive Documents in My Canvas Course?

Summary

Streamline your course content delivery by connecting OneDrive and Canvas for effortless sharing and collaboration. This article guides faculty on how to seamlessly integrate OneDrive documents into Canvas LMS courses. It covers steps for linking and embedding files, managing permissions to ensure student access, best practices for maintaining document security and version control, and accessibility considerations to support all learners.

Environment

Canvas, OneDrive

Content

Prerequisites

  • Have an active university OneDrive account (all active UHCL instructors are provided full O365 accounts, including OneDrive).
  • Access to your Canvas LMS course.
  • Ensure documents are organized in OneDrive before linking.

Why Use OneDrive in Canvas?

  • Centralized storage for course materials.
  • Automatic updates when documents are edited.
  • Secure sharing with granular permission controls.

Linking OneDrive Documents in Canvas

  1. Navigate to your Canvas course.
  2. Select Modules or Pages where you want to add the document.
  3. Click Add External Tool or Insert Link, then choose Microsoft OneDrive.
  4. Authenticate with your university credentials.
  5. Select the document and confirm.

Embedding OneDrive Files

  1. Use the Rich Content Editor in Canvas (the text editor you see when editing any Page, Discussion, Assignment, etc.) .
  2. Click Apps → Microsoft OneDrive.
  3. Choose the file and embed it directly into the page for inline viewing.

Managing Permissions

  • Set sharing to View Only for students.
  • Avoid “Anyone with the link” unless necessary.
  • Use Specific People or Organization Only for security.

Accessibility Considerations

  • Ensure documents use accessible formatting (e.g., headings, alt text for images).
  • Provide descriptive link text instead of generic “click here” or a URL (e.g., https://www.uhcl.edu).
  • Use Canvas Accessibility Checker after embedding content.
  • Offer alternative formats (e.g., PDF or text versions) for students using assistive technologies.

Best Practices

  • Keep file names clear and consistent.
  • Update links if documents are moved in OneDrive.
  • Test access using Student View in Canvas.

Troubleshooting

  • If students cannot access files, check OneDrive sharing settings.
  • Re-authenticate OneDrive in Canvas if links break.
  • Contact OIT's Support Center for persistent issues.

Additional Resources

Need Additional Help? 

On behalf of OIT’s Instructional Design and Technology (IDT) team, we hope this tutorial is useful. If you encounter any difficulties or have questions related to this procedure, please contact our colleagues in OIT’s Support Center to have a help ticket created and assigned to the IDT team. You may contact the Support Center via email (supportcenter@uhcl.edu) or by telephone (281.283.2828). Once we receive your inquiry, a member of the IDT team will contact you as quickly as resources permit.

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