Using OneDrive for Business

Using OneDrive for Business

OneDrive for Business is the recommended storage solution for work files providing 5TB of cloud-based storage.

Files can be saved and shared online to be accessed from any device, so you and your contacts can work on them together. Documents, spreadsheets and PowerPoint slides can all be edited at the same time by multiple collaborators. You can also sync files locally to a PC or Mac drive for offline working or storage.

Additional training and support  can be found on Microsoft's support pages. 

Concerned about who can see your files?

OneDrive is personal to you, just like your College ‘H’ drive, only you will be able to view and edit your files, unless you decide to share them with others.  

When setting up Outlook Groups and sharing files, be sure to set appropriate access permissions to secure data. Consider setting up a private group, visible and accessible to select members only, with appropriate and restricted access.

Details Tabs

Install OneDrive



  • Do not sync Office for Business to a computer where you are not the primary user or if you have a roaming profile. If you require further information on this, please contact the ICT Service Desk
  • If you are using OneDrive for Business to store sensitive data, you will need to encrypt the information as per the college policy. For more information on encryption options, please see our page on encrypting sensitive information.

To set up OneDrive for Business on your machine, follow these steps:

To install OneDrive for Business on your iOS or Android device, follow these instructions:

Data security

  • Data is backed up, so you can restore previous versions of files. When a file is deleted it enters a recycle bin, so you can restore it if you wish.
  • Encrypting data makes the information unreadable, it can only be read using a secret key to unlock it (the process of decryption). Data encryption can be applied to both stored data (on computer drives or removable media) and data shared via networks. Data stored in OneDrive for Business is encrypted both in storage and while being shared or sent, but this does not prevent access in the event that a device is compromised. So, it's important that you encrypt any sensitive information before storing or sharing. Find out how: Encrypt sensitive information.
  • This cloud-based service is not like other external consumer cloud service providers (Dropbox, OneDrive etc.), which you can't be sure are secure. Most consumer, web-based cloud storage providers do not encrypt (protect) data adequately. This means data could be accessed, shared or lost and there have been a number of high profile cases of personal data infringements reported in the press due to storing data and photos on cloud platforms. Read about the risks associated with using less secure, consumer providers: Store sensitive information securely.
  • The OneDrive for Business space, accessed using your College credentials, is authenticated to meet College's standards for data security and resilience ensuring compliance to ISO27001, HIPAA and FISMA, US-EU Safe Harbor framework, EU Data Protection Directive model clauses. Our contract with Microsoft ensures that data is only held in the EU. Your data can only be accessed or viewed by you as the owner of the file, those you choose to give permission to for collaboration and not by Microsoft or anybody else.

Save space on your device

OneDrive for Business has a feature that allows you to save disk space on your device called 'Files On-Demand' 

When you turn on Files On-Demand, you’ll see all your files as normal but new files created online or on another device appear as online-only files, which don’t take up space on your device. When you’re online, you’ll be able to use the files like every other file on your device. Files can easily be made accesible offline. 

Find out how to enable Files On-Demand on your device:

Limitations of OneDrive

The use of OneDrive for Business has certain limitations.

  • The single file limit has been increased to 10GB.
  • The previous storage limit of 20,000 files has been lifted.
  • There are limitations when choosing folder and file names and certain character types are not supported. Microsoft has developed a quick fix tool to help you fix the naming of your files and folders prior to syncing. Find out more via Microsoft's website.
" OneDrive for Business gives me the flexibility to access my works files anywhere at any time and from multiple devices. The sync client feature on OneDrive ensures my files are always up to date, so if my device stopped working, I could just log in to another device and continue. In addition, I can roll back to an earlier version of a document using version control. Most importantly, I can share my files and gain input directly on my work from my colleagues, eliminating the need to collate responses and saving time, as all updates are made directly on the shared file. "

What happens to my OneDrive for Business files and folders when I leave College?

What happens to my OneDrive for Business files and folders when I leave College?


Following completion of your studies, the College grants you a three (3) month grace period in which you can move your data files to another storage option of your choosing.At the end of this period, your license will be automatically removed and your data will be deleted by Microsoft.

If you require an extension, perhaps because you are returning to College, either for further studies or as a member of staff then please contact the  ICT Service Desk before the end of the three month period.  You should be able to provide evidence of ongoing studies or the offer of a contract of employment.  If you contact ICT after the grace period has ended, thenunfortunately there is no guarantee thatthe files can be preserved.


When you leave College, your license to accessall Office 365 products and features will be terminated.  If you have files which you wish to keep, and for which you have the right to retain access, then you may move those to alternative personal storage optionsbefore you leave College employment.

Access to files which may be required by others after you leaveshould be arranged with your manager prior to yourfinal day.  This may either be by transferring ownership of the files to somebody else (by arrangement with your manager), grantingyour manager access to the folder(s) so thathe/she can copy the files into alternative storage or by moving the files to an alternative shared area (either hosted by ICT or into an Office 365 Groups storage area).  If you require assistance with this then please contact the Service Desk.

If you are the manager of a member of staff who is leaving the College then you should check that all relevant files and folders have been made available to you, either physically or bybeing placing into a storage area of your choosing such that you can access them as required.