Online file storage can be used to back up or share your work files, as well as provide online document editing and creation. For faculty and staff at Missouri State University, online storage is included with the Office 365 for Education subscription. The below options are the only recommended options for online storage of university data. For more information see the Best Practices for Securely Storing University Data.
OneDrive for Business
OneDrive for Business is a file storage system provided by Microsoft that allows you to upload existing files, create files in the Office Web Applications, and share files with other users. Each full-time faculty and staff member receives an individual OneDrive for Business account with their Office 365 for Education subscription. Your OneDrive for Business account should be used to store and create work-related documents; there are free online storage options available if you would like to use online storage for your personal files.
Some of the features and benefits of OneDrive for Business are listed below:
- 1 TB (1,000 GB) of file storage for each full-time faculty or staff member
- Desktop sync client to manage and store files outside of the Office 365 web portal
- Secure storage for university data*
- Easily share documents from within the OneDrive web application
- Integration with Office 365 Mail and Outlook 2016
- Collaborate with other users synchronously online via the Office Web Applications
- Quickly create new documents using the Office Web Applications from within the OneDrive web application
- Documents created in the Office Web Applications are automatically saved to OneDrive
- Mobile app to view and edit documents on the go
If you should leave the university and no longer maintain an employment status, all of the files in your individual OneDrive for Business account will be deleted. Any files you add to an Office 365 Group account will remain unaffected.
Office 365 Groups
Included with Office 365 for Education, Groups allow members to easily collaborate and communicate with group members. In addition to your individual OneDrive for Business account, each Office 365 Group also gets 1 TB of online file storage. Groups receive all of the same benefits and features of OneDrive as individual users. Group files can then be accessed via the OneDrive for Business web app or SharePoint Online.
SharePoint is a web-based document and information management system that integrates with Microsoft Office. SharePoint uses pages and web components, similar to WebPress, to organize content. Before Missouri State switched to Office 365 Education, some departments housed their documents on SharePoint sites to create an intranet for employees. Now that we use Office 365 for Education, SharePoint Online is included with each faculty and staff member’s subscription. SharePoint Online is where all Office 365 Groups are housed; by using SharePoint Online, Office 365 Groups are integrated with other Microsoft applications like Delve, Sway, Planner, and Yammer. This means that users can access their Group documents from both OneDrive for Business and SharePoint Online because Group files are stored on SharePoint servers rather than OneDrive servers. Users do not need to update or maintain their Group SharePoint sites; this is an automated process, and SharePoint Online simply serves as an access point for Office 365 Group features.