Why is Deakin migrating to OneDrive?

Teaching, learning and University operations are now regularly conducted off campus. Network drives, which have been used to provide storage for your documents, are not effective or reliable from off campus locations, and require a connection to Deakin's VPN.

OneDrive provides greater storage, continuous internet sync, and lots of features. Files can be shared, worked on collaboratively, retrieved when deleted (up to 93 days) or reverted to a previous state (up to 93 days).

What does migrating mean?

Migrating means that when you use a Deakin managed staff workstation, your Desktop and Documents folders are coming from (and writing to) your OneDrive storage. This ensures your most important files are kept safely in OneDrive, where they're continuously backed up. If something happens to your computer, the files in these folders are safe and can be retrieved once your computer is fixed, or accessed from another device. You can even go from Windows to Mac, or vice versa.

On other devices, you can access your migrated Desktop and Documents folders from within the OneDrive sync folder.

How can I fix sync issues?

See: OneDrive - Resolving Sync Issues

Are there any types of files that should not be stored in OneDrive?

EndNote libraries

Clarivate, the developers of EndNote, advise that EndNote libraries should not be stored in sync services such as OneDrive, Dropbox and iCloud. Create a folder outside your sync folder, such as directly in your user folder, and save your EndNote libraries into this location. See: Clarivate: Tips for getting started with EndNote

You can use EndNote's File > Compress Library feature to create a backup archive which can then be saved into your Documents folder to back it up to OneDrive. Or you can set up an EndNote Online account and sync your library with EndNote's own online service. See: Clarivate: EndNote Online and Deakin: EndNote Online.

Outlook PST files

Outlook PST files, such as those from Digital Services' archive export tool, should not be stored in OneDrive as they may become corrupt. Create a folder outside your sync folder, such as directly in your user folder, and move your Outlook PST files into this location.

Access databases

Microsoft Access databases should not be stored in OneDrive. Create a folder outside your sync folder, such as directly in your user folder, and move your Access database files into this location.

Is OneDrive secure? Where is the data stored?

Files you save to OneDrive are stored on your computer, then synced to Microsoft's online service. Deakin data is only stored in Microsoft data centers located in Australia. This is part of our agreement with Microsoft.

Files are only shared if you choose to share a file or a folder of files with others. You can review what files and folders you're sharing from the OneDrive web app: https://office.com

What happens when I depart the university?

Once your Deakin username becomes invalid, your OneDrive is deleted. Before you finish your studies or complete your employment at Deakin, you must make arrangements for your files.

For students, move your files to personal cloud storage, such as a personal OneDrive or Google Drive account.

For staff, move any personal (non-work) files to a personal OneDrive or Google Drive account. Move any Deakin work files to appropriate storage, such as SharePoint or network file shares. See: Where should I store my digital data?

Can I request additional space in OneDrive?

Microsoft provisions 100GB of space for every Deakin student and staff account. You can request an increase in OneDrive quota if you've rationalised your files and still require more space.

OneDrive should be used for files containing your active University work. You should move personal files, such as personal photos, movies and music, to other locations, such as a non-Deakin personal OneDrive, or other personal storage.

Staff should move files related to University business to workgroup and area storage locations, such as file shares. SharePoint and Microsoft Teams.

Data used for Research should be stored within the Research Data Store. You can create and access Research storage and collaboration spaces through the RDS.

For more info, see "Where should I store my files and data?" in Deakin's IT Help Knowledgebase.

How do I view my OneDrive on the web?

If you have the OneDrive sync client installed and working, click the OneDrive icon in your tray (Windows) or menubar (Mac) and choose "View Online". Your browser will be directed to your OneDrive on the web.

You can also start at: https://onedrive.com.

1. Click Sign in.
2. Enter your Deakin email address.
3. Sign through Deakin's Single Sign On and complete Multi-Factor Authentication with Duo.

How do I share files with others?

See: Share OneDrive Files and Folders

How can I tell what I'm sharing with others?

OneDrive can run a Sharing Report, which identifies files that are shared with others, who can access, and whether they can read or make changes.

1. Log into OneDrive on the web. Go to https://office.com, then click the OneDrive icon
2. Click the gear/cog icon in the top right, then OneDrive Settings.
3. Click More Settings, then Run Sharing Report.
4. Choose a OneDrive location to save the report.
   It may take several minutes to generate the report.

See: Report on file and folder sharing in a SharePoint site or OneDrive

Digital Services runs alerts for Over Shared Files on a regular basis. This looks for files that may be shared too broadly, such as to very large numbers of users, to non-Deakin people, or even the whole world. Deakin also limits certain sharing options. For example, you can no longer share files from OneDrive to "Anyone with the link"; you can share externally by sharing to a valid email address. .

More info: Sharing information using Office 365? Here’s what you need to know - Deakin eSolutions Cybersecurity Blog
More info: New Alerts for Over Shared Files - Deakin eSolutions Cybersecurity Blog
More info: Check Sharing Permissions - Deakin eSolutions Cybersecurity Blog

How do I restore a file I've deleted?

When you remove a file from OneDrive, you can restore it for up to 93 days by using OneDrive's online "Recycle Bin."

See: Restore deleted OneDrive files and folders

How do I revert to a previous version of a file?

When you make changes to a file, OneDrive retains previously synced versions for up to 93 days.

See: Restore a previous version of a file stored in OneDrive

How do I use Files on Demand?

With Files on Demand, you can store your files in the OneDrive online service, but only download the files that you need when you need them. You can free up space on your device for files you're no longer using. See:

• Save disk space with OneDrive Files On-Demand for Windows
• Save disk space with OneDrive Files On-Demand for Mac

How can I see how I'm using my OneDrive space?

OneDrive has a Storage Metrics screen which shows you the items in your OneDrive that consume the most space.

See: Manage your OneDrive for work or school storage

Where can I get more online help and training?

• LinkedIn Learning: OneDrive training
• Microsoft Support: OneDrive support and training