Getting Started with OneDrive

Overview

Microsoft OneDrive is a web-based, cloud storage service that enables teams and groups to store, share, and collaborate on files and documents.

It is available at no cost to all UO students and employees.

How to Access OneDrive

OneDrive is available by going to Office 365 and signing-in with your UO email address:

1. Click on the OneDrive tile.
2. Now you're ready to start collaborating by creating a new folder or uploading files.

OneDrive is also available for Windows and Mac computers and iOS and Android mobile devices.

Features

Sharing Files

OneDrive allows for the sharing of files with all OneDrive users in the university and user-selected collaborators outside of the university. This Microsoft article, Share OneDrive files and folders, explains in detail how to share files and folders from OneDrive.

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.

A solution is to use a role account (non-person, shared Duck ID account) with Office 365 functionality. Please see this article 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.

Additionally, a Team Folder can be created by creating a group within Microsoft Teams. This will then create an OneDrive instance for the members of that group with no direct ownership to any particular user. Please see this page for information on how to get started with using Microsoft Teams.

Collaboration

Access from a web browser

• Can share the role account credentials with trusted UO colleagues with who you will be collaborating. This way collaborators can access the folders and files stored in OneDrive Online.
• For large files (greater than 500 MB in size), they will need to be downloaded and re-uploaded in order to share with collaborators within a Team, Channel, or another Team Folder.

Use the OneDrive for Business Sync application

• This will allow collaborators to access and upload the folders and files from a local machine.
  • Note: the role account credentials are required to set up the sync application.
• Windows: Installing OneDrive for Business on Windows
• Mac: Installing OneDrive for Business on Mac

Guidelines for Use

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.

Storage Capabilities

A3 and A5 users at the University of Oregon have access to 1 TB each. A1 users at the University of Oregon have access to 100 GB.

Individual files stored in OneDrive can be no larger than 250 GB in size.