For Staff Microsoft OneDrive for Staff

OneDrive for Staff

OneDrive provides secure cloud storage as part of the Microsoft 365 environment at Ulster University. It allows staff to store, access, and manage work files from any device with an internet connection.

We recommend that you use OneDrive as your primary location for storing work-related documents.

Why use OneDrive?

• Work anywhere – Access your files on and off campus
• Automatic saving and versioning – Changes are saved in real time, with version history available
• Secure storage – Files are protected within the University’s Microsoft 365 environment

Each staff member is provided with a cloud storage allowance. You can store a wide range of file types, including documents, spreadsheets, presentations, and media. Think of OneDrive as your personal, work-focused document library in the cloud.

Accessing OneDrive

You can access OneDrive in several ways:

• Via the Microsoft 365 portal in your web browser
• Through the OneDrive desktop application on your University device
• Directly from Office apps such as Word, Excel, and PowerPoint

Working with files

OneDrive integrates seamlessly with Microsoft 365 applications, allowing you to:

• Create and edit documents directly in your browser (Office for the web)
• Collaborate in real time with colleagues
• Share files securely with controlled permissions

For team-based file storage and collaboration, you should use Microsoft Teams or SharePoint rather than OneDrive.

Backup and responsibility

While OneDrive provides resilient cloud storage, it remains your responsibility to manage your data appropriately:

• Ensure important files are stored in OneDrive rather than on local devices
• Use version history to recover earlier copies if needed
• Avoid storing critical data solely on personal or unmanaged devices

Leaving or changing roles

Access to your OneDrive is linked to your staff account.

• If you are leaving the University, you must ensure that all important work files are transferred appropriately before your account is disabled
• Line managers should ensure that business-critical information is retained via Teams, SharePoint, or other shared locations

Digital Services cannot retrieve files once access to an account has been removed.

Storage and file management

To make the most of your storage:

• Regularly review and tidy your files
• Delete outdated or duplicated content
• Organise documents using folders and clear naming conventions

Best practice guidance

• Use OneDrive for personal work files, not team repositories
• Use Teams/SharePoint for shared or departmental content
• Avoid storing sensitive data unless it complies with University data policies
• Save your work regularly and avoid leaving files open on unattended devices