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Individual File Storage Options
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OneDrive for Business |
UAlbany faculty, staff and students each have 1TB of storage in OneDrive for Business as part of Microsoft 365.
OneDrive for Business is a personal document library intended for storing and organizing your documents and other files.
You can access your OneDrive for Business files from anywhere, including a web browser or a mobile device, and directly from Microsoft 365 apps like Word, Excel, and PowerPoint.
You can choose to share files with others within and outside the University.
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OneDrive for Business is great for:
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Files that you are collaborating on with one or two other users tha are not related to a specific Team or project (for example, one-on-one meeting notes)
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Emailing files to others without file attachments
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Home Folders (U: Drive) |
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It is file storage space for each individual to store files that do not need to be accessed by others.
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To access your U: Drive from off-campus, you must be signed into the University's VPN. See File Storage - Mapping Network Drives for information on how to connect to your U: Drive.
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U: Drive is great for:
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Working with group work-related files
Microsoft Teams
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Group Collaboration and File Sharing Tools
Tool | Features | Use Cases |
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Microsoft Teams |
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UAlbany faculty, staff and students can create a Team in Microsoft Teams that provides 1TB of storage for files for your team.
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Microsoft Teams is great for:
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Files your group or team need to work on together
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Files you need to share with multiple people
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Files multiple people need to be able to access any time from anywhere
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Microsoft 365 Groups |
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Collaborating with people/groups outside the University
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Being able to have access to your group's files directly on your device with syncing, even while offline
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Department Folders (V: Drive) |
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It is a collection of shared department folders. When a member of a particular division looks at their divisional space they will only see the department folders for which they have been granted access. So, the view may be different from one person to the next.
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V: Drive is great for:
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Files that you do not need easy anywhere/anytime access to
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Files that you do not need to access from a mobile device
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"Cold storage/Archive" for files you want to keep but don't need to access frequently
(To access your V: Drive from off-campus, you must be signed into the University's VPN. See File Storage - Mapping Network Drives for information on how to connect to your V: Drive.)
For members of each division, this file space is typically mapped as their V: drive on a University computer running Windows.
SharePoint Team Sites |
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SharePoint Communication Sites |
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Specialized Tools
ITS recommends the storage and collaboration tools listed above. There are other options for specific uses available.
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Tool | Features | Use Cases |
Research Folders |
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Smartsheet |
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If you are unsure which file storage option best suits your need, please visit the comparison chart. |
If you are working with data subject to federal, state, or local regulations, or declared sensitive and personally identifiable (Category 1 data) by the University, please refer to Category 1 Storage Standards for guidance on appropriate storage locations.
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A common need different from "sharing" files is emailing other parties a copy of the current or final version of your file. It is very quick and easy to accommodate the need to distribute a file, but it has its limitations. You may continue working on the original file, but the other parties do not see any updates to your work unless you choose to send them another copy. This creates multiple copies of content which can lead to confusion.
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You must also be careful when sending a file containing sensitive or protected data. Such files sent in email to non-UAlbany email addresses travel over the public internet in plain text. It is highly recommended that such data be encrypted using one of the procedures below before attaching the document in email: |
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