Team Collaboration in OneDrive

Overview

Microsoft OneDrive for Business enables teams/groups to store, share, and collaborate on documents. OneDrive for Business is a cloud storage service available at no cost to all UO students and employees through Microsoft Office 365

Information

Sharing Files

Sharing files in OneDrive is easy. OneDrive's built-in sharing functions will meet most people's needs. You can share files and folders in OneDrive online in your browser, on an iOS or Android mobile device, or by installing OneDrive on your Windows computer. (OneDrive for Mac does not supprt this functionality, so you must resort to the online interface.)

 

Team Folders

Some UO employees require a way to share files in which no single person "owns" the files. Rather, the files are stored in a team folder or group account that allows multiple people to administer the shared folder as necessary. This can help ensure business continuity when an employee leaves the university. The solution is to use a role account (non-person, shared Duck ID account) with Office 365 functionality. Please see this page for information on how to set up a role account. If you have an existing role account that does not have the ability to use Office 365, please submit a service request here.

 

Guidelines for Use

Number of People Using Role Account

  • Credentials for the role account should only be shared by 2 or 3 people.
  • If the role account is being used to share files with a larger group, those files and/or folders should be shared with members of the larger team via OneDrive's built-in sharing functions (see "Sharing Files" above).

Restrictions on Types of Data in OneDrive

OneDrive is suitable for storing FERPA and HIPAA data.

  • FERPA data is covered by the contract with Microsoft.
  • HIPAA data is explicitly covered by Microsoft's Business Associate Agreement, which includes provisions for storing all data within the United States.

Do not store any credit card or debit card data, or data that relates to credit card transactions, in OneDrive. (This type of data is often referred to as PCI data.)

Limitations to OneDrive Storage Capabilities

UO users have access to 1 TB each. Individual files stored in OneDrive can be no larger than 15 GB in size.

 

Getting Started

  1. Go to office.uoregon.edu
  2. Log in with the role account credentials, using the full email address (i.e., <roleaccount>@uoregon.edu)
  3. Click on the OneDrive tile
  4. Walk through the setup for OneDrive (for instructions, see Activating Office Online and OneDrive via Office 365)
  5. Now you're ready to start collaborating by creating a new folder or uploading files

 

How to Collaborate

Access from a web browser (recommended for sharing with smaller groups e.g. 2-3 people)

  • Can share the role account credentials with trusted UO colleagues who you will be collaborating with. This way collaborators can access the folders and files stored in OneDrive Online.

Use the OneDrive for Business Sync application (recommended for sharing with smaller groups e.g. 2-3 people)

OneDrive Sharing Option (recommended for sharing with larger groups)

  • Share folders and files with collaborators that don't have the role account credentials or with people external to the UO.
  • Provides the ability to grant view or editing privileges. See http://windows.microsoft.com/en-us/onedrive/share-file-folder
  • Sharing files with people external to the UO can be done by sending them an email invitation or providing them with a link.
    • When you use the Invite people option, you can require a sign-in in which case it will require your invitees to sign in with a Microsoft account or Organizational account. If they don't already have an account, they can create a Microsoft account for free using the link provided on the page
    • When you use the Get a link option, it does not require users to sign in.
  • Sharing folders can only be done using the Invite people option.

Version Control

  • When you or someone else makes changes to a document, OneDrive keeps track of the versions automatically, so you don't need to store multiple versions of the same document.
  • To see the document's versions:
    1. Select the document
    2. Along the top menu, click More options
    3. Select Version History
    4. From there you can view of all the document's versions, and restore a previous if necessary
  • Please note that in the version history you will not be able to distinguish among  users of the role account.

 

For additional assistance, please contact the Technology Service Desk.

Details

Article ID: 33095
Created
Mon 7/10/17 3:10 PM
Modified
Tue 3/10/20 8:05 AM