OneDrive

OneDrive in Microsoft 365 is like a portable hard drive that you can access anytime, anywhere, using your UT login credentials. Here's a simple explanation to help new users understand what it means 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: Save email attachments directly to OneDrive for better organization and easy access.

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.