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OneDrive in Microsoft 365 is like a portable 2TB hard drive that you can access anytime, anywhere, using your UT login credentials. Hopefully this will help you understand what it is and how it integrates with other Microsoft 365 applications.

Practical Use of OneDrive

1. Portable Cloud Storage:

   • Access Anywhere: Just like a portable hard drive, OneDrive allows you to store your files and access them from any device (PC, Mac, smartphone, tablet) with an internet connection.

   • Secure Login: You can log in to OneDrive using your UT login credentials, ensuring secure access to your files from off-campus or any remote location.

2. File Syncing and Backup:

   • Automatic Sync: Files saved to OneDrive are automatically synced across all your devices. Start working on a document on your office computer and continue on your phone or home laptop without missing a beat.

   • Backup: OneDrive serves as a backup solution, so your files are safe even if your device is lost or damaged.

3. Collaboration and Sharing:

   • Share Files and Folders: Easily share files and folders with classmates, colleagues, or anyone you need to collaborate with.

   • Real-Time Collaboration: Work on Office documents (Word, Excel, PowerPoint) simultaneously with others, seeing their changes in real-time.

Integration with Microsoft 365 Applications

1. Outlook:

   • Attachments and Links: Attach files directly from OneDrive or send links to OneDrive files, ensuring recipients always have the latest version.

   • Save Attachments: Your email attachments are saved directly in OneDrive. No more sending duplicate files which are hard to manage and sync.

2. Teams:

   • File Sharing: Files shared in Teams conversations are stored in OneDrive, especially in private chats.

   • Collaboration: Access and work on shared files directly within Teams, with changes synced to OneDrive.

3. SharePoint:

   • Integration: OneDrive is built on the SharePoint platform, allowing you to sync files from SharePoint libraries to OneDrive for offline access.

   • Team Sites: Access and manage files in team sites through OneDrive.

4. Word, Excel, PowerPoint:

   • Save and Open Files: Save and open documents directly from OneDrive within these applications.

   • Co-Authoring: Multiple users can edit documents stored in OneDrive simultaneously.

What Happens to Your Data When You Leave the Tenant

1. Data Ownership:

   • Personal Storage: Files in OneDrive are linked to your user account.

   • Shared Files: If you share files and give others access, they can continue to use those files, but primary ownership remains with you.

2. Leaving the Organization:

   • Account Deactivation: When you leave the organization, your OneDrive account is typically deactivated after a certain period.

   • Data Transfer: Before leaving, transfer ownership of important files to colleagues. Share files or folders and assign co-ownership permissions.

   • Access Continuity: Once your account is deactivated, files might become inaccessible unless transferred to another active user’s OneDrive or a shared library in SharePoint.

3. Data Recovery:

   • Admin Actions: Administrators can access and transfer your OneDrive data after you leave, depending on the organization's data retention policies.

   • Shared Libraries: Move critical files to shared libraries in SharePoint to ensure they remain accessible to your team.

Summary

OneDrive in Microsoft 365 acts like a portable hard drive that you can access anytime, anywhere, using your UT login. It provides secure, cloud-based storage for your files, which you can sync across devices, share with others, and collaborate on in real-time. When you leave the organization, it's important to transfer ownership of your files to ensure they remain accessible to those who need them.