Microsoft OneDrive
OneDrive is used to store and access University files in the Cloud. It is part of the Microsoft 365 (formerly Office) suite of applications.
If you are working on a Windows managed laptop, anything you save to your Desktop, Documents and Pictures folders will be available in OneDrive.
Key features
- Open and save OneDrive files directly in Microsoft apps including Word, Excel and PowerPoint.
- Keep track of changes and revert to an older version (up to 30 days).
- Make files available for when you don’t have an internet connection.
Access instructions
- Most University-managed laptops running Windows have this software installed as standard.
- For all other University-managed devices, you can install this software from the Software Center (Windows) and Self Service (Mac).
- For other devices, you can download and install OneDrive as part of the Microsoft 365 suite.
Available to staff and students
You can use this service on University-managed and personal devices.
App and web-based
Compatible with Windows and Mac. This service also works in your web browser.
Funded by the University
There isn’t a cost to you for standard use.
Additional information
OneDrive should only be used for work documents which others do not require access to. We do not recommend sharing documents in OneDrive, instead use shared Google Drives.
This is because in OneDrive it’s difficult to convert a file owned by an individual into a file owned by a department. This can cause issues when someone is absent or leaves the University.
In addition, please consider the following:
- Documents stored in the cloud may be synced and stored locally on the computer you are using. Learn more about OneDrive sync (microsoft.com)
- You cannot access your documents without internet access, unless synced to the computer you are using.
- The data within your OneDrive will be lost if you leave the University and have not exported it.
Access instructions
- Most University-managed laptops running Windows have this software installed as standard.
- For all other University-managed devices, you can install this software from the Software Center (Windows) and Self Service (Mac).
- For other devices, you can download and install OneDrive as part of the Microsoft 365 suite.
Related tools
Guides and help
How-to guides and set up
You can install Microsoft apps on up to five devices (you must not install this Microsoft 365 subscription on shared devices or computer accounts.)
- Microsoft 365: Installing the Microsoft 365 apps
- Microsoft OneDrive support articles
- Troubleshooting issues with OneDrive (microsoft.com)
- More software and apps and how to obtain them
Training and best practice
- OneDrive video training (microsoft.com)
Accessibility
- Accessibility tools for OneDrive (microsoft.com)
Contact for support
If you're experiencing technical issues and need advice, please contact IT Services.
Service commitments
This service is part of Microsoft 365. For full details, please refer to the Microsoft 365: user responsibilities and policies.
What we expect of you:
- Manage your documents, deleting any that are no longer needed.
- Manage the ownership and sharing settings of your documents to keep them secure and only available to people authorised to access them.
- Upon leaving or changing roles, to transfer ownership of documents that will continue to be needed to a colleague.
Working with sensitive data:
OneDrive offers good access and security but may be unacceptable in some very specific cases (e.g. highly sensitive research data.) If you're using sensitive data supplied as part of a research contract, please ensure:
- you’re aware of the requirements of the data provider, who may not agree to datasets being stored or shared via OneDrive
- data on OneDrive is tied to an individual and will be deleted as and when you leave the University
The following policies apply to all IT services provided by the University.
Availability
- This is a live service, available 24/7.
Support
- This service is managed by a third party.
- They are responsible for monitoring, identifying and fixing faults. We provide advice and support for local issues during our opening hours.
- This service is part of Microsoft 365. For full details of the support we provide, see Microsoft 365: service commitments.
Standards
- Our service performance and standards have been produced in consultation with our customers. We regularly monitor the delivery, performance and availability of facilities and services.
- Microsoft Service Level Agreements (microsoft.com)
We appreciate feedback as it helps us review and continually improve our service.
Page last reviewed: 9 September 2024