OneDrive and Sharing files FAQ
This page will hopefully answer a number of questions researchers may have in relation to the University’s OneDrive for Business Service and sharing files with collaborators.
What is OneDrive?
OneDrive for Business is part of the Microsoft 365 suite of applications and provides you with 1TB of cloud based storage connecting you to all your files across all your devices from anywhere in the world. OneDrive for Business enables you to interact easily with Office 365 files (e.g. Word, Excel, Powerpoint) and collaborate on them with others, including non-University staff. You can securely share information and control levels of security via links for editing or viewing files.
I use ZendTo for sharing files with collaborators, should I start using OneDrive?
Short answer YES! OneDrive will eventually replace Zendto as the supported service for sharing files. ZendTo will be decommissioned in the not so distant future, once it has been decommissioned it will no longer be available. You should take steps now to familiarise yourself with OneDrive and how to share files, looking to migrate any workflows that currently use ZendTo service over to OneDrive as soon as practically possible.
What are the benefits of using OneDrive over ZendTo?
OneDrive offers a number of benefits over ZendTo. For instance, with OneDrive, you can share larger files compared to ZendTo, users can work on files simultaneously allowing for more effective collaboration, OneDrive is considered more secure as users can securely share files/folders and have greater control over permissions using dedicated links for editing or viewing files.
When will ZendTo be decommissioned?
We do not have an exact date for when ZendTo will be decommissioned, but when we do, we will update the ZendTo landing page, and communicate the end date via various channels.
How do I get access to the OneDrive Service?
If you have been migrated to Office 365 e.g. if you use Outlook 365 for email then the chances are that you already have access to OneDrive. The easiest way to check is to log onto office.com with your university email address, under ‘Apps’ you should see the OneDrive Application (Cloud icon).
For further instructions, see Microsoft 365: Accessing MS365 applications via the web
I don’t have access to OneDrive how do I request access?
All University staff and students should have access to the OneDrive service, If for some reason you are having problems accessing OneDrive. Please submit a service request to the IT Support Centre. Select ‘Request Support’ and search for the following ‘Microsoft Office 365 request/issue’.
How do I access OneDrive?
The easiest way to access OneDrive for is via web, this will allow you to interact with your files including uploading, downloading, editing, and sharing in a user-friendly and consistent manner.
Microsoft 365: Accessing MS365 applications via the web
If you use a UoM Managed desktop then OneDrive should be easily accessible, for more information please see following
Using OneDrive on a University of Manchester managed computer
If you are a Windows or Apple Mac user, then you can also access it on your personal Windows or Apple macOS device. To download Microsoft Office, see the following knowledge base article Staff and PGR personal computer install
What about Linux Users, is there a OneDrive Linux client?
Unfortunately, at the time of writing, Microsoft have not made a Linux client available. Therefore, as a Linux user, we recommend using OneDrive via the Web Interface. We have had reports of users having success using third-party tools such as Rclone and OneDrive Client for Linux
PLEASE NOTE: Links to third party software are provided without warranty of any kind. Any use of such software is at your own discretion and risk.
Can I access OneDrive on my Android/iOS device?
Yes you can! To download the Office apps for your phone, download them from the Apple App Store or Google Play.
What types of data can I store in OneDrive?
As with all information handling, you should adhere to the Information Governance Office Best practice guidance on sharing and storing information and Records Retention Schedule whenever you’re working with data. UoM research data management polices should also be adhered to as well any stipulated by external data providers. In general It should be used for your working drafts and to collaborate on documents before they are finalised and stored elsewhere, such as a SharePoint site or the Research Data Storage Service, where they should be managed in accordance with the Records Retention Schedule. If unsure or you have any queries relating to storing data using the OneDrive service, then please contact your local Information Governance Guardian.
PLEASE NOTE: Highly restricted data should not be stored using OneDrive. In addition, you are responsible for the security of data that you store, share and access in cloud services such as OneDrive, and should take particular care when working with confidential, restricted and personal data.
What can’t I store in OneDrive?
Highly restricted data should NOT be stored. In addition, it should not be used, as a place to store your own personal/private documents, photographs etc. that are not work related.
OneDrive for Business has some limitations to be aware of, such as invalid file names and file types.
Where is the data actually stored?
As OneDrive is a cloud service, all data is stored in Microsoft UK data centres. Please be aware that data can still be synced/copied to your local desktop/laptop.
Whether you want to share a file internally or externally with collaborators, it is reasonably straight forward. This can be done via the web (Windows, Linux, & macOS) or via the client (Windows & macOS only). In order to share via the web please visit the Office portal and open the OneDrive app, select the file/folder you would like to share, select ‘Share’ and adjust the permissions accordingly, e.g. whether you want to provide edit rights or not, then start typing the email address of the person/s you wish to share with or select ‘Copy Link’ in order to obtain a shareable link. Internal users should start appearing in the drop-down list, for external users you will have to enter in their full email address. See below for a summary of the options available.
| Who would you like the link to work for? | Who can access the content? |
|---|---|
| “Anyone with the link” | Anybody who can click the link, including external users (not suitable for sharing sensitive information/personal data). Once created, the link can be shared with anyone in the world to view. This options also allows you to set a password, and expiry date (maximum 30 days in the future). |
| “People in The University of Manchester with the link” | Any staff and students who can click the link. The link can be shared, but only users with University Accounts can access it. |
| “People with existing access” | Anyone who already has access to the file or folder. You can check this via the “Has Access” screen (see below). |
| “Specific People” | Specified users and individuals. For example a single, named user. Best for sharing highly sensitive information with a specific colleague. Nobody else will be able to access it, unless specified by you on the “Manage Access” screen. |
PLEASE NOTE:
- Take extra care and attention when sharing files, so only those users who are permitted to access files/folders are able to do so.
- If you give somebody access to a folder, they will also have access to any files in it, even if these files are added after access is given, so be careful which files you add into shared folders.
- Review the access rights given on a regular basis to make sure nobody has access if they do not need it.
For more information, see the following article Share OneDrive files and folders
I have a query or require support for OneDrive who should I contact?
Research IT do not provide support for OneDrive therefore all queries and support requests should be directed to the support centre. Please submit a service request to the IT Support Centre. Select ‘Request Support’ and search for ‘Microsoft Office 365 request/issue’.
Alternatively, you can as one of IT Services technology champions via the UoM Microsoft 365 Yammer group:
Can OneDrive be accessed via the Compute platforms, e.g. CSF, iCSF?
Unfortunately, at present the OneDrive service cannot be accessed directly from the Compute platforms. If you are able to setup the OneDrive service on your local desktop/laptop then you should be able to interact and transfer files to and from the compute platforms in the usual manner as per Copying files to and from the compute systems.