One of the great innovations of modern computing is the ability for us to choose for ourselves the optimal split between local files and shared files in the cloud. Microsoft OneDrive is one of many solutions in this category that also includes Google Drive, Apple iCloud, Dropbox, iDrive, and many more. Since storage space is cheap and most connections are now lightning fast, why have files stored locally and then be inaccessible remotely when they can just as easily live on a server somewhere else, accessible from anywhere?
Microsoft is pretty aggressive in pushing OneDrive on Windows users, actually; the entire Office Suite defaults to saving all of your files, folders, documents, spreadsheets, and presentations in the cloud rather than on a local storage device. Once you get used to it, this is a boon, but from a security perspective, it does mean that even more people might be able to access your data. Even your kids, who might be poking around on your tablet while you’re at work, clueless about their exploration.
The good news is that the OneDrive team is on top of things and has an elegant data storage area built into OneDrive that allows you to add an extra layer of protection to any files you deem appropriate: Personal Vault. Because it’s built around biometrics (fingerprint scan, facial scan), it’s easy for you to use, but impossible for someone else to guess or spoof. It’s also accessible everywhere you can access OneDrive, from Windows and Mac apps to a Web browser to mobile devices. Let’s have a closer look…
PERSONAL VAULT VIA THE WEB
The most universal interface to access the Personal Vault is through onedrive.live.com, as shown below:
I’ve gone into “My files” and the top entry is “Personal Vault”. You might have this too and simply not have noticed it!
Note: Not every OneDrive user has full access to Personal Vault, unfortunately. According to the company, Microsoft 365 subscribers – personal, family, and business – can store an unlimited number of files in Personal Vault, up to their storage quota. If you have a free account, however, you’re limited to three files max in your Vault.
I have an invoice tracker spreadsheet that I use for my gig work, so let’s upload that into the Personal Vault. Easily done with a click on “Personal Vault“, which then requires identity confirmation. Once confirmed with a passkey, I can then move into the folder, currently empty:
Adding the spreadsheet is easy enough, a click on “+ Create or upload“. It’s the standard upload sequence at this point:
Notice that with its tight integration with Microsoft 365, it’s easy to use this as a shortcut to create a Word document, Excel spreadsheet, PowerPoint presentation, etc, all to be saved in the Personal Vault. I’m uploading an existing file, however, so will choose “Files upload” and after just a few moments, my file’s safely archived:
It’s that easy to work with the Personal Vault. Now, how about gaining access to this shared cloud file via the OneDrive for Mobile app? Let’s do it!
Personal Vault and OneDrive for Mobile
My primary phone is an Apple iPhone, but the OneDrive for Mobile app is 99% identical between iPhone and Android, so even if you have an Android phone, it’ll look the same. When I launch the app it shows things a bit differently, with a bigger list of files and documents that I have in the Cloud:
Look closely along the top, and you’ll see that the fourth entry is “Vault“. That’s the Personal Vault! A tap on it and it actually shows you a tip on one of the many uses of this secure storage area:
Being able to take photos of documents and identity papers and have them automatically scanned is a pretty cool feature, actually, as we’ll see. My interest is the invoice tracking spreadsheet, however, so I’m going to just tap on “Start Using Personal Vault“. Since I haven’t signed in to the Personal Vault in OneDrive for Mobile before, it offers up another splash screen that explains more about its key features:
A simple and elegant design with just the right level of security to ensure that it’s going to be really hard for someone else to peek at the contents. A tap on “Continue” moves the process forward.
VERIFY YOUR IDENTITY FOR ONEDRIVE
At this point, it’s time to differentiate between someone using my mobile device and me, the account owner:
Apple’s done a very good job with facial recognition on its devices, and that biometric confirmation is just what the app wants:
A tap on “OK” and it confirms that I’m actually me and grants permission to access the Personal Vault.
Tip: Worried that the device stores a facial map? It doesn’t. It builds a mathematical representation of key facial features (like distance between pupils) and compares that to a securely saved dataset. At no point is a photo of your face actually stored on your mobile device.
Now I can see the spreadsheet in the secure Personal OneDrive Vault:
I also tried scanning my driver’s license, and it’s super easy to have a secure digital copy in the Personal Vault. Just tap on “Scan” and it’s quite self-explanatory. All in all, Personal Vault is a great feature in Microsoft OneDrive and worth your attention. It’ll neatly solve your problem without having to worry about individual file encryption or yet more passwords.
Pro Tip: I’ve been writing about Windows for years and have quite an extensive Windows 11 help area. Please check it out to find lots of additional tutorials and guides while you’re here. Thanks!
