Best Practices for Microsoft OneDrive

Tags m365 onedrive


This article will provide some valuable best practice suggestions to ensure zero loss of data or information from the date of joining till the last date of employment. Therefore, please follow the below instructions for a few applications imperative to our team’s performance.

Note: The processes mentioned are for a Windows Computer / PC. For additional information, read KA 625.


The files on a user’s drive are private until they are shared. Remember when you share folders within your team with edit permissions, they can add the shared folders to their OneDrive. This allows them to easily store and access the folder and their other work folders.   

Note: An individuals OneDrive is deleted 28 days after they have been terminated from UTD. They must share and transfer necessary files and documents from their individual OneDrive account to the team’s shared folder to ensure no data loss. To learn more about access changes for staff, students, and faculty click here
  1. Back Up Your Files: OneDrive allows you to save files and photos securely online. OneDrive is a file hosting service and synchronization service operated by Microsoft as part of its suite of Microsoft 365 services. It is provisioned with 1TB of storage by default. OneDrive and other Office 365 services are protected by Duo authentication.  

  2. Sync Important Files/Folders: Sign into OneDrive via your desktop to automatically sync your Windows Desktop, Documents, and Pictures folders to OneDrive. This ensures that these folders are backed up, protected, and available across all your devices. 

  3. Access Files Anywhere: Sign in to your OneDrive account on the web to access your files and view photos online. Even if you lose your device or it crashes, your OneDrive files will be safe and accessible. 

  4. Mobile App Convenience: Use the OneDrive mobile app on your Android or iOS device to access or share files and photos on the go. You can also scan and save multiple pages of printed documents using the app. 

  5. Collaborate and Share: Easily share and collaborate on files, folders, and photos with colleagues, faculty, and students. You can also use Personal Vault to add extra protection to sensitive files. 

  6. Recover Deleted Files: If you accidentally delete a file, track it down quickly in the recycle bin (available only on OneDrive for the web). 

  7. Auto save: Turn on AutoSave for Word, Excel, and PowerPoint files to have up-to-the-second versions saved in case of a crash or battery running out.



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Article ID: 869
Thu 7/7/22 9:25 AM
Tue 5/28/24 3:45 PM

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