OneDrive Data Storage and Sharing Information

Data Storage

OneDrive for Business (OneDrive) is a Microsoft cloud based storage solution that is a part of Office365. The data is stored off-campus in a non-university owned data center. Indiana State University has a signed agreement with Microsoft to reasonably safeguard data against inappropriate use and or disclosure.

Files are encrypted both at rest (in OneDrive storage) and in transit (between your workstation and the cloud).

Warning! Please refer to the related article Data Security and Management Standards for acceptable methods of information sharing and document storage

Syncing Data

Syncing your data means that you will have a copy on a local computer as well as in the cloud. You can easily save documents directly into your local folder. The data is then "copied up" to the cloud.

The sync client comes installed on Windows 10. If you are using an earlier version of Windows or a Mac, you will need to install the sync client. To install the sync client, go to onedrive.com/download. If you do not have administrator rights on your computer, call the Technology Support Center at 812-237-2910.

Once you have done that, OneDrive is just like a document library on your local computer currently called OneDrive-Indiana State University.

You can save directly from all Office products (e.g. Word, Excel) by clicking “Save As” and selecting your local synced folders. If you put a file or folder in the sync area on your local computer, it will automatically sync to the cloud.

For more information follow the link to Sync OneDrive Files and Folders

Sharing Data

You can use OneDrive to share Microsoft Office documents, other files, and entire folders with people. The files and folders you store in OneDrive are private until you decide to share them and you can stop sharing at any time.

For more information follow the link to Share OneDrive Files and Folders

OneDrive is always available through any web browser from any computer, anywhere with internet access.

Managing Shared Data

First, log in to the portal and find your Office 365 “Student and Employee Office 365 Home” badge.

 

Next, Select “Shared”, as shown below:

 

Managing Folders Shared WITH You!

Note the “Share with you” and “Shared by you” sections. You are currently on the “Shared with you” area. You can see the “Important Sample Folder” at the top of the list.

 

The first time I selected a folder, a helpful tooltip pointed me in the right direction…  These tips will come up periodically to offer helpful information as you use Office 365 applications.

 

If you would like to be able to access the file in your Local Onedrive Folder (in Windows File Explorer), as shown below:

  1. Select the folder by clicking the circle to the left.
  2. Select “Add shortcut to My files” at the top.

 

In a few moments, the folder should sync to your workstation, allowing you to access the resource in your Local OneDrive Folder, as shown below:

Now, any changes, edits, and other modifications will be synced between your version and the sharer!

Managing Folders Shared BY You!

In this scenario, I have shared “2019 GRR Shared Documents” folder by selecting it in my OneDrive – Indiana State University and right-clicking:

 

I have typed in the user I am collaborating with. Multiple users can be added, and ANYONE at ISU who is given the link can view or edit this resource.  (IMPORTANT…sharing with ANYONE at ISU is NOT to be used for Restricted or Highly Restricted Data):

Close the successful notification:

When your collaborator opens the file, you will receive an email like this:

For Restricted and Highly Restricted Data, you would select “Specific people”, so that ONLY specific people can view/edit this resource:

 

And the following options are available…you will select “Specific people” so that only these recipients can access sensitive data.

 

You may allow editing, or simply viewing of the file for the recipient of your share.

NOTE:   For data classified as University Internal or Public by our Data Security Policy (see: https://indstate.teamdynamix.com/TDClient/1851/Portal/KB/ArticleDet?ID=58915), you can share a link with the “People in Indiana State University with the link can edit” option.

Next, in the Office 365 OneDrive web application, Click on the “Shared by you” section and you will see the folder in that area under “Shared by you”

Now, to manage access: (1) select the folder; (2) click “Manage Access”; and (3) Look at the “Manage Access” pane on the right.

NOTE: “svcSkySync” is a Microsoft service account that permits functionality within ISU’s environment. It is normal to see that account.

You can manage a non-sensitive data folder shared to “People in Indiana State University with the link” clicking on the three dots (ellipses), as shown below…

You can see who the folder is shared with…

If you mistakenly shared this folder and generated a link that can be used by more than the intended audience, simply: (1) click the “X” as shown below and then (2) Click “Delete link” when the dialogue box pops up.

Now add a Specific User by selecting the ellipses above “People you specify can edit”

Now add your Specific user you wish to collaborate with. This is much more secure than the previous option whereupon a link could be shared to access a resource. Type the user name, select the user, and click “Save.”

Now the user’s profile picture is visible under that section:

 

You can add, remove, or modify user access to the resources “Shared by you” for secure access to your data.  It is a good idea to review your shares periodically and remove any unnecessary data, shares, or users as you see appropriate per data security best practices by following the steps above.

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Details

Article ID: 42335
Created
Fri 11/10/17 1:00 PM
Modified
Thu 8/5/21 3:52 PM