Purpose
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.
OneDrive
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.
Own a Private Group
- Navigate to Office.com, and select the Waffle icon > OneDrive.
- Click on the Small Arrow icon next to "New" and select Folder.
- Enter a name for the folder and select Create.
- Select the files you want to add/upload to the folder.
Add Multiple Owners
- In addition to the steps mentioned above, click on the three dot icon (...) next to the folder name and choose Manage Access from the drop-down.
- Select Advanced as shown below.
- Navigate to Grant Permissions.
- On the permissions dialog box, provide the following details:
- Enter the name of your team members who need to be added to the folder.
- Include a message (if any is required).
- Check the Share everything in this folder, even the items with unique permissions option.
- Select the Send an email invitation option.
- Choose Full control on the permission level drop-down.
- Select Share.
- The email user should select Open to access the team folder on OneDrive.
Share by Using the "Copy link"
- Navigate to the folder you would like to share on OneDrive.
- Click on the three dot icon (...) next to the folder and select Share.
- Enter the name of your team members.
- Click on the drop-down icon and select Can edit.
