How will OneDrive for Business work for You?

What is OneDrive for Business?

OneDrive for Business is a cloud based storage facility. Complementing your access to UWE's networked drives, OneDrive for Business provides staff with an additional 1TB of data storage space.

OneDrive

To access any of your Web based Apps, you just need to click the app launcher button and select the App you want to use.

Where is my data stored?

All the information held within OneDrive for Business is stored within the EU and so are covered by data protection regulations.

Please visit the data protection webpage for more information about data storage

I need to be able to access my work files on the move

OneDrive for Business is designed to complement the networked drives (H and S drives) that you have access to and all the information is stored in the cloud, making access to your files even easier then before.

You can continue to access your files on the networked drives through UWE External Access, but now with OneDrive for Business you have more freedom to be able to access anything you save to the cloud virtually anywhere using your PC, Laptop, Mac or other device's web browser.

To access your files you simply sign into your OneDrive for Business account and you can work on your files online using Office Online, or you can choose to open the files directly into Microsoft Office 2016, or one of the Mobile Apps and save your changes directly into OneDrive.

Can I sync my files to both my work PC/Laptop and my personal devices?

UWE issued PCs, Laptops, Macs and Tablets/Smart Phones:


You are welcome to sync your files to your UWE issued laptop and other UWE issued mobiles and tablets.

If you are using a UWE issued desktop PC you should work through the browser version of OneDrive via https://uweacuk-my.sharepoint.com and utilise the connection with Office 2016 so you do not fill up your PCs hard drive

Personal PCs, Laptops and Macs:


Unfortunately, you are unable to sync your work related files to your personal PC, Mac or Laptops. This is due to information security and data protection regulations.

However, accessing your files and working with them either online or through Microsoft Office 2016, is easy and uncomplicated and so not being able to sync your work to your own devices will not affect your need to work away from the office.

Personal phones and tablets:


With your mobile phones and tablets the OneDrive Mobile App allows you to be able to store files offline and so making it available when you do not have a data connection (3G, 4G or Wi-fi).

This facility is only possible because of the remote wipe feature that allows you to delete the Mobile Apps and their content from your phone or tablet, should it be stolen or lost. See the Mobile Apps webpage for more information.

I need to share a file or folder with a colleague who is a staff member with UWE

Here is the best feature of OneDrive for Business, file sharing

You can easily share the files with your UWE colleagues within a couple of clicks

Sharing files and folders using OneDrive, keeps you in control of the documents that you share, you can:

  • Set what an individual or group can do with your files - view only, or edit;
  • Remove permissions should someone you have shared content with that no longer requires access;
  • Easily work on files with others at the same time (See Collaboration using Office 365);
  • No longer worry about sending large files, or having to create zip folders that get blocked by spam filters, just share and notify.

I need to share a file or folder with a colleague who is an external partner

As long as the person you are sharing the file(s) or folder(s) with has a Microsoft Account, or works within an organisation that also uses the Office 365 service, you can easily share the files within a couple of clicks.

Sharing files and folders using OneDrive, keeps you in control of the documents that you share. File and folder sharing follows the same process as sharing with a colleague within UWE:

  • Set what an individual or group can do with your files - view only, or edit;
  • Remove permissions should someone you have shared content with that no longer requires access;
  • Easily work on files with others at the same time (See Collaboration using Office 365);
  • No longer worry about sending large files, or having to create zip folders that get blocked by spam filters, just share and notify.

The difference between sharing with a staff member and someone else is that the link will not be saved into their "Shared with me" area of their OneDrive.

When sharing with someone who is not a staff member they will be able to open the file and collaborate with you using the link that is sent in the same way another UWE staff member would; however, should the person you are sharing with need to continue to access the file they should bookmark the link that they received and be advised not to download and save the file. This keeps you in control of the information that you are sharing with others and also ensures that there is no data exchange outside of the EU, that may breach data protection and UWE's information security policy, as the data is retained within your OneDrive for Business account.

Sharing more than one file with an external partner:

If you are working on a project or have a collection of files that you need to share with an external partner, it is recommended that you set up a folder and share the folder with them; once shared they will be able to bookmark the link and return to the most recent copies of the files saved within the folder

Receiving OneDrive files from an external partner:

As when you share files with someone who is not a UWE staff member, any files or folders shared with you will not appear in your "shared with me" area of OneDrive for Business. Again, rather than downloading and saving a copy you should bookmark the link that you have received.

We would recommend that if more than one file is being shared that you request a folder be set up and the files being placed in here and then you will be able to access all the necessary files through one bookmark (as you would with SharePoint).

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