The Microsoft OneDrive and Canvas integration gives students and instructors the ability to utilize their Office 365 accounts within the Canvas Learning Management System. This integration allows instructors to embed assignments, create OneDrive collaborations, and view live changes to documents right within Canvas. Students will also be able to utilize their OneDrive storage in Canvas, by submitting assignments and utilizing collaborations.

Please visit Microsoft's article on “What is OneDrive?” for more information about OneDrive and its use cases.

 

Getting Started for All Users

Functionality for all users

Users can:

• Add their Rutgers Connect or ScarletMail account to their Canvas profile.
• Access OneDrive from their class.
• Create links to specific OneDrive files via the Rich Content Editor.
• Enable Canvas Collaboration using a OneDrive file

 

User Account Best Practices in Canvas

Many Canvas courses use Collaborations, powered by Office 365, to share documents and assignments. The following best practices will ensure you have access to your documents:

• Add an Office 365 account email address to your Canvas Account as an additional contact method.
  • The Rutgers email domain “@rutgers.edu” is not an Office 365 account; however “@ScarletMail.rutgers.edu” and Rutgers Connect accounts are.
  • You can activate your ScarletMail account at Rutgers by visiting the NetID Activation page and clicking the Service Activation link.
  • ScarletMail account logins will work for both Google and Office 365.
  • In your Canvas profile, the Office 365 account does not have to be the default email account but it must be listed in the user’s profile and the email address must be confirmed in your Canvas Account Settings. You may set different notifications preferences for additional contact methods so you do not receive duplicate notifications.
• When authorizing Office 365, users should only be signed into one Office 365 account or use a private browser tab (incognito). To access an incognito browser from Google Chrome, click on File > New Incognito Window. In Firefox, click on File > New Private Window.
• If you have previously shared a different Office 365 account than the one you intend to use or get the request access screen, you will need to clear your browser’s cache & cookies on your Mac or Windows computer before authorizing another Office 365 account.
• If you access your Canvas Collaboration document and are prompted to Request Access, then complete the steps above to associate an Office 365 Account with your Canvas Account and ask your instructor/document owner to reshare the document via Canvas Collaborations.
• If you access your Canvas Collaboration document and have View Only access to the Canvas Collaboration, please close the Collaboration, navigate to your Canvas Account settings, and in the Approved integrations section, please click on the trash can to remove the token for Office 365 LTI.

 

Add your Rutgers Connect or ScarletMail account to your Canvas profile.

Before accessing or sharing content in Canvas with Rutgers Connect or ScarletMail account, users will need to associate a Rutgers Connect or ScarletMail account account with their Canvas account.

1. Click Account in the Canvas sidebar.
2. Click on Settings.
3. On the right side of the page, select Add contact method.
4. Click on the Email tab, enter your Rutgers Connect or ScarletMail account account email, and then click on Register Email to associate your Rutgers Connect or ScarletMail account account with Canvas. You will be sent a confirmation message. Please log into your Rutgers Connect or ScarletMail account and click on the link to confirm your email account.

 

Access your OneDrive files in Canvas

Users can view all their files within their Office 365 (OneDrive) folder through the Course Navigation Menu in Canvas.

1. On the left-hand navigation menu of a course, click on the Office 365 link. If it is not listed, please enable Office 365 in the course navigation menu or ask your instructor. 
2. You will be prompted to enter credentials to login to your OneDrive account. Click Log in.
3. Once logged in, you will be able to view your OneDrive files. If students click on this link, they will be prompted to login to their own OneDrive account. This feature can be disabled by the course instructor by going to Settings and then Navigation.

 

Share OneDrive files using the Rich Content Editor

Instructors and students can link documents from their OneDrive folder anywhere using the Rich Content Editor in Canvas. Instructors may embed Office 365 documents in Canvas Announcements, Assignments, Discussions, Pages, Quizzes (directions and questions) and Syllabus. Students may embed Office 365 documents as discussion and announcement replies, answers to quiz questions, and as assignment submissions.

1. Go to any Rich Content Editor page (found in Pages, Assignments, Discussions, and Syllabus) and click on the orange Office 365 icon. If the icon is not visible, then click on the blue “V” icon to display additional external tools.
2. Choose the desired file and click Attach File. A link will then be created for the document allowing it to open in a new tab when checked.

 

Enable Canvas Collaboration using a OneDrive file

Users can use Office 365 to create a Collaboration with a Microsoft Word, Excel, or PowerPoint file. Users can select individual users, groups, or both as part of a Collaboration.

1. On the left-hand navigation menu of the course, click on the Collaborations link
2. Click the Start a new collaboration button, then choose Office 365 in the drop down.
3. Next, choose the type of file you wish to collaborate on (Word, Excel, or PowerPoint) as well as add a document name and description. Then add people/groups as collaborators. When finished, click the Save button at the bottom of the page.

 

Getting Started for Instructors

Functionality for Instructors

Instructors can:

• Share OneDrive Documents in Canvas Modules.
• Create Cloud assignments based on a OneDrive file.
• Access OneDrive from their class.
• Create links to specific OneDrive files via the Rich Content Editor.
• Include Office 365 documents in your Modules
• Allow students to submit assignments via OneDrive.
• Create and participate in Collaborations.
• Grade student assignment submissions in SpeedGrader via the Office 365 Viewer.

 

Share OneDrive Documents in Canvas Modules

Instructors can easily share OneDrive files within Modules section in Canvas.

1. In Course Navigation, click the Modules link.
2. Select the plus icon under the desired Module and choose External Tool in the drop-down.
3. In the Add [Item Type] To drop-down menu, select Office 365.
4. A new dialog will appear. Navigate to your desired file, then click Attach File.
5. In the Add [Item Type] To drop-down menu, click Add item. You can find more information about this at the Canvas guide.
   

 

Create Cloud Assignments directly from a OneDrive file

Instructors can create an online assignment that integrates a document (Microsoft Word, PowerPoint, and Excel) directly from their Microsoft Office 365 (OneDrive) folder. When students open the assignment, Office 365 will automatically create a copy of the file as the student’s submission. Students will be able to open the document and make necessary changes to the document. The student can then return to the Canvas assignment page and submit the assignment, while having a copy stored in their OneDrive folder for the course. Also, Instructors can view each student’s document copy in SpeedGrader for grading.

1. In the left-hand course navigation menu, click on the Assignments link or from Modules Add [item type]: assignments).
2. Then click the Add Assignment button.
3. Enter the assignment name, add a short description, specify the number of points, select the assignment group, and select the grading type.
4. In the submission type drop-down, select the External Tool option. Then, click on the Find button and select Office 365 Cloud Assignment.
5. When ready to publish your assignment, click on the Save & Publish button.

 

Getting Started for Students

Functionality for Students

Students can:

• Upload OneDrive files for an Assignment Submission.
• Access OneDrive from their course.
• Create links to specific OneDrive files via the Rich Content Editor.
• Access direct links to files provided by instructors.
• Edit and submit Cloud Assignments.
• Participate in Collaborations.

 

Upload OneDrive files for an Assignment Submission

Students can upload files directly from their Office 365 (OneDrive) folder. When clicking on the Submit Assignment button, select the Office 365 tab to link your Office 365 account in Canvas. This will allow you to choose a file from your OneDrive and submit it.

 

Access your OneDrive files in Canvas

Students can view all their files within their Microsoft Office 365 (OneDrive) folder through the Course Navigation Menu in Canvas, if enabled by your course instructor.

1. On the left-hand side of the course menu, you may see an Office 365 link.
2. Then click Login.
3. In the pop-up window, you will see a Microsoft login screen. Enter your ScarletMail address.
4. Click Next.
5. Please enter the password you use to access ScarletMail.
6. Click Sign in.
7. When logged in, you will be able to view your OneDrive files directly in Canvas.

 

Limitations

• Faculty and students must have accounts in the same Microsoft domain. Only Rutgers Connect and ScarletMail accounts may successfully share documents using Office 365.
• Users with Rutgers Connect accounts may only share documents with users with Rutgers Connect or ScarletMail accounts.
• Document permissions can prevent files from previewing in a course. Users should ensure that permissions are set correctly for a document before sharing it with others in Canvas (anyone in the institution).
• When displaying Word, Excel, and PowerPoint files, files with font conflicts will not display. Best practice is to use standard Microsoft fonts in all documents.