Overview
AACC implemented OneDrive, Microsoft Office 365 cloud in March 2019. Microsoft uses OneDrive for multiple purposes that may be confusing.
As with all technologies, there are benefits and there are disadvantages to be considered in weighing the risk of implementing the technology. The loss of control and lack of adequate
security for files in cloud storage are major disadvantages. Therefore, additional policies and procedures are required to reduce the risk to college information, when information is stored in
the Microsoft’s Office 365 cloud.
Benefits of OneDrive for Business:
- 1 TB of Cloud storage per account
- Easy access to information with any device, using a browser or application client
- Organize data with Microsoft tools
- Microsoft Office online to modify files within the browser
- Integration of Office products with Office 365 applications
- Enhanced integration of Windows 10 with OneDrive for Business
- Canvas integrated with OneDrive
- Ability to share folders and files. The owner of the OneDrive folder explicitly grants privileges to view or edit selected files or all files in a folder.
Guidance for using OneDrive:
- Limit Confidential and Sensitive information (as defined by the Red Flags policy).
- A Sensitivity Label that identifies the type of information in the file should be used.
- If information is sensitive, but not prohibited by the Red Flags policy, then the document should be labeled and encrypted.
- A group or team is recommended to collaborate with others, but files stored in OneDrive can be shared with individuals that have an AACC network account. Folders and files should not be shared with others. Folders and files cannot be shared with individuals outside of the college.
- Folders can be shared between an individual’s multiple accounts – administrative (@aacc.edu) and instructional (@mymail.aacc.edu). Files stored in a shared folder can be
accessed by both accounts.
- When configuring the OneDrive client to access multiple Microsoft Office 365 cloud instances, different synchronization folders on the computer must be used.
- There is no backup of files in Microsoft Office 365, but files can be recovered up to 30 days after deletion. Therefore, if a backup is desired then home directory file storage
should be used.
- Files stored in any cloud have greater risk of being viewed, if a person’s account is compromised. The risk has been minimized for faculty and staff by only having email in
the cloud. By having files stored in OneDrive, a hacker will have access to more information, if the account is compromised.
- If there are any questions on using OneDrive, please contact the Technical Service Desk.
Frequently Asked Questions (FAQ)
What is OneDrive?
A: OneDrive is storage in the Microsoft Office 365 cloud. The College uses OneDrive for Business, which is different than OneDrive for personal use. The use of OneDrive, means OneDrive for Business.
What else is installed with OneDrive?
A: When OneDrive is activated in Office 365, you also get the following applications, in Office 365 (online):
- Groups – collaborative work space for a specified group of users that includes email, OneDrive, Planner, and One Note.
- One Note – digital note taking application for sharing and collaboration, which can be divided into sections and pages, with easy navigation and search.
- Quick Note is especially designed for lightweight note taking. You can use it as a simple notepad, scratchpad, clipboard, or to record to do lists.
- Class Notebook – this free add-on, built into Windows 10, for the OneNote desktop is designed to help teachers save time and be even more efficient. Class Notebooks have a personal workspace for every student, a content library for handouts, and a collaboration space for lessons and creative activities.
- Delve - Use Delve to manage your Office 365 profile, and to discover and organize the information that's likely to be most interesting to you right now - across Office 365.
- SharePoint – a web based collaborative platform that is the underlying document management and storage system for Office 365.
What is the purpose of the OneDrive Client?
A: The OneDrive Client is used to synchronize the files between the local computer and an instance of OneDrive cloud storage in Office 365. The client allows synchronization with multiple OneDrive instances. If you synchronize multiple cloud instances, you should use separate folders on the C: drive. If only one folder is used, then the files will be synched and stored in multiple OneDrive cloud locations.
Why are there multiple OneDrive cloud icons?
A: The OneDrive Client puts a cloud icon in the system tray for each instance that is synchronized between the computer and an instance of OneDrive cloud storage. You may synchronize your administrative accounts. For personal devices, the client may have automatically connected to your personal OneDrive. If you synchronize multiple cloud instances, you should use separate folders on the C: drive. If only one folder is used, then the files will be synced and stored in multiple OneDrive cloud locations.
What is the meaning of the color of the cloud icon?
A:The OneDrive Client version uses the color of the cloud to let you know whether on-demand is available. Windows 10 versions provides different capabilities when synchronizing with Office 365. A blue cloud means that all files will be synchronized. A white cloud means only those files you are actively using will be synchronized.
Can the College OneDrive Client be used on personal computing devices?
A: Yes. The College OneDrive Client can be installed on personal computing devices. The OneDrive for Business client is obtained from Office 365. The link for downloading the OneDrive for Business client is in OneDrive on the left hand navigation menu. Instructions are provided in training or can be obtained from the Technical Service Desk (ext. 4357)
What happens to my files in OneDrive after I depart the college?
A:The OneDrive files in both the administrative and instructional accounts will be deleted. Your administrative account will be deleted after your employment ends, but the instructional account will remain active (until 2 years after your last class activity) for you to continue to be a student at AACC.
Are the files in OneDrive backed up?
A: No. The files can be recovered (within 30 days of deletion) but they are not backed up.
What information can be stored in OneDrive?
A: At this time, we are limiting the types of information that can be stored in OneDrive cloud storage. Information that cannot be stored include: Confidential and Sensitive, FERPA, HIPAA, and other sensitive information.
How much storage is available in OneDrive?
A: Each person has 1 TB of storage automatically in OneDrive. If necessary, this can be increased.
Who can I share files with?
A: File Sharing can be done with anyone in the College Global Address List. Request to share with individuals outside the college can be submitted using the
OneDrive External (guest) Access service offering. Contact the Technical Service Desk (ext. 4357) for more information.
What is the purpose of the OneDrive Client?
A: The OneDrive Client is used to synchronize the files between the local computer and an instance of OneDrive cloud storage in Office 365.
How do I access both Administrative and Instructional OneDrive at the same time?
1. If the OneDrive synchronization client is configured to synchronize with both OneDrive cloud instances. File Explorer allows you to access the files in the folder on the computer and then synchronizes with each cloud instance. Note: the names of the folders will appear as OneDrive – Anne Arundel Community College and OneDrive – Anne Arundel Community College (1). A different folder on the computer should be used to synchronize with each different OneDrive cloud instance.
2. The cloud icons allow you to access the OneDrive cloud instance by selecting the ‘view online’, which opens a browser window and automatically connects to Office 365. But you can only view files that have appropriate permissions. If logged onto the computer with the administrative account, then you would only see files in the instructional OneDrive that have been shared with the administrative account (and vice-verse).
3. From file explorer a right click will bring up a menu, where you can select ‘view online’, similar to option b) above.
4. If using a browser Office 365 tries to automatically logs you in when you are already connected, which limits the browser sessions to one account. Therefore, to use a different account, you can use a different browser or an incognito/InPrivate session.
I cannot see any files stored in OneDrive?
A: If you are logged into a college computer, you may be trying to access the files associated with your other college account. For example, if you are logged into the computer with your administrative account but are trying to ‘view online’ files associated with instructional OneDrive. You can create a folder in both OneDrive cloud instances that is shared with the other account. Use this folder to store files that you want to access with both accounts.
How do I recover a file that I deleted?
A: There are no backups for OneDrive. If you delete a file, it will go into the Recycle bin for a period of 30 days, during which time you can move the file back to your OneDrive folders. After 30 days in the Recycle bin, it is permanently deleted.
How do I choose files to synchronize with my computer?
A: There are two methods to select folders that are being synchronized:
1) From File Explorer, right click on the cloud icon:
and select the menu option
2) In the settings menu (see how to access the settings menu, below) select Account tab and look for the sync area and select Choose folders:
Where do I pause sync of files?
A: To pause sync, use the option in the main OneDrive menu:
This setting will stop the synchronization of files for the time period selected:
Where do I remove OneDrive?
A: Below are two methods – one with keeping the files, one with deleting files.
To permanently stop synchronization, and retain the files on the computer, select the Stop sync option in the settings menu.
- In the settings menu select Account tab
- Select the Stop sync
- Select Unlink Account
To permanently stop synchronization, and remove the files from the computer, select the Unlink this PC option in the settings menu.
- In the settings menu select Account tab and Unlink this PC.
How do I change Settings for OneDrive?
A: The settings menu can be accessed using two methods:
- Click on the blue or white cloud icon in the system tray. If the menu is not seen, select more. The more menu item toggles between viewing and hiding menu options.
- In file explorer, right click on the OneDrive folder.
- Choose Settings from the menu.
How do I sync my accounts after a password change?
A: The OneDrive client will request the new password by opening a dialogue box when it cannot connect with Office 365 to synchronize files between the computer and the cloud instance.