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Office of Information Services
Offices of the DeanOffice of Information ServicesMicrosoft Office 365OneDrive for Business

OneDrive for Business

What is OneDrive for Business?

OneDrive for Business is cloud based storage system, hosted in Microsoft's data centers, that can be accessed from any internet connected device. By default, each SOM user is allocated 5TB of storage and can be increased to up to 10TB of storage space under our Microsoft licensing agreement.

Where should I save my documents?

SOM users have multiple options when it comes to where to save data to meet most everyones needs.  Users are able to utilize SOMFiles, OneDrive for Business and Office 365 Groups to save data.  Please see this SOM Storage Matrix to learn more about all the SOM data storage options:  SOM Storage Matrix  

Can I share these files with collaboration partners?

Yes! You can share files externally as long as there is a legitimate business need. SOM IS regularly audits externally shared files to ensure that sensitive data is not put at risk.

Further information on sharing files can be found here: Sharing Files

Can I sync OneDrive for Business with my Machine?

Yes! There is a OneDrive sync client that will be pushed to your SOM Domain connected PC.  If you currently do not have the OneDrive sync client on your PC, please contact the SOM Office of Information Services HelpDesk to schedule this installation at help@som.umaryland.edu  Please note, PC's not connected to the SOM domain, and Apple MAC's will need to have Intune installed on the machine and the machine compliant with SOM Information Security Policies before the OneDrive sync client will be able to be installed and data synced to the machine.

OneDrive How-To Training

Please contact the SOM Help Desk if you have questions regarding the OneDrive sync client.

Why should I use OneDrive for Business?  Why is it recommended over consumer cloud solutions?

Let's face it.  Everyone has favorites.  It is no different in the cloud storage world.

OneDrive for Business is a University sponsored, enterprise cloud storage solution.  As a SOM employee, you have agreed to and are required to protect SOM data.  OneDrive is one way to help you protect data that is owned by the SOM.  UMB and SOM has signed an agreement with Microsoft called a "Business Associates Agreement" or BAA.  By signing this agreement, Microsoft agrees to protect your data in the same manner as if it were here on campus.  You use your SOM ID and SOM Password to access OneDrive for Business.  If you delete something and change your mind, you can get it out of the Recycle Bin for up to 90 days. Files deleted in OneDrive for Business between 90 days and 365 days can also be recovered by contacting the SOM Office of Information Services HelpDesk at help@som.umaryland.edu.  Files deleted over 365 days in OneDrive for Business are not recoverable.

DropBox, Box, Google Drive and other services like these are consumer based services.  DropBox or Box or Google Drive are useful for sharing with family and friends.  The same level of agreement that the SOM has with its enterprise service providers does not exist with these services.  You are on your own if something happens to your data. 

Bottom line:  If you have a need to store SOM data in the cloud, OneDrive for Business is the recommended option. 

Why are the OneDrive for Business data retention policies?  

Please visit this webpage to learn more about SOM data retention policies setup for OneDrive for Business and for SOMFiles:  Data Retention

Advantages of using OneDrive for Business:

  • Up to 10TB of storage.  This is significantly more than what is available on your LAN-based U: drive. (Note: You will want tobe sure that you do not exceed the capacity of your computer’s hard drive if you are using the OneDrive for Business Sync Client)
  • Available to all active SOM Faculty, Staff and Students at no additional cost
  • Microsoft Office Online
  • Real-time collaboration with students and colleagues.  You can easily share documents or folders with others without sending physical copies of documents through e-mail. Simply use the Share feature to send a link to anyone you would like to have access to the file or folder.  Click here for more information about sharing documents.
  • You can access your work-related documents from anywhere you have an Internet connection without using VPN. Your files are easily accessed on any computer or on your mobile device using the OneDrive for Business App.
  • You can install the OneDrive for Business Sync Client on your computer to synchronize your documents across multiple devices. People who frequently access their OneDrive for Business documents from a computer may find this a convenient way to access their files without using a browser. An OneDrive for Business folder will be created on your local hard drive and contain copies of all of your OneDrive for Business folders and documents.  Any changes you make to files in your local OneDrive for Business folder will automatically be synchronized to the cloud and to any other devices that are using the OneDrive for Business Sync Client.
  • Previous Versions feature
  • All data covered under the Microsoft Business Associates Agreement (BAA) with UMB/SOM
  • OneDrive restrictions & limitations

 

OneDrive Training

OneDrive for Business training can be accessed here: OneDrive Training

Getting Started with OneDrive for Business:

Office 365 Login Page

How do I use it ?

There are several ways you can access your OneDrive for Business folder.

Windows Computer/PC

  • Navigate to https://portal.office.com and sign in using your SOM e-mail address and password.  Then, click on the Tiles icon in the upper left corner of your browser window and select the OneDrive tile.  Note:  To ensure proper information security of data, in order to access your Onedrive for Business data while off campus, you must first enroll in Duo Mulifactor Authentication (MFA).  More information can be found on this page:  http://www.medschool.umaryland.edu/IS/Duo-MFA/  If you need more help or have additional questions, please contact the SOM Office of Information Services Helpdesk at help@som.umaryland.edu 
  • Use the OneDrive for Business Sync Client. This client has already been installed on many SOM-managed Windows computers with Microsoft Office 2016, but, if your machine does not have Microsoft Office 2016 and/or OneDrive for Business installed, please contact the SOM Office of Information Services HelpDesk at help@som.umaryland.edu. Not sure what version of Microsoft Office your machine is running ?  Click here to learn how to find out what version of Microsoft Office on your machine  See OneDrive How-To Setup OneDrive for Businesss Sync Client on PC Training for instructions on how to set up the sync client on your Windows computer.  Note:  To ensure proper information security of data, in order to use the Onedrive for Business sync client on your Windows computer, it must either be a member of the SOM Domain or be enrolled and compliant Microsoft Intune (note: Windows 7 machines do NOT work with Intune.  So, if your Windows machine is not part of the SOM Domain and you want to install the OneDrive for Business Sync Client, you must either join the machine to the SOM Domain or upgrade your machine to Windows 10).  If you need help determining if your machine is on the SOM Domain or enrolled and compliant in Microsoft Intune, please contact the SOM Office of Information Services HelpDesk at help@som.umaryland.edu. 

Mobile Device

Install the OneDrive for Business app on your mobile device. Apps are available for Android, iOS, and Windows Phone from the appropriate app store for your device. While you are at it, you can also install mobile versions of Word, Excel, and PowerPoint.  Note:  To ensure proper information security of data, in order to use the Onedrive for Business app on your mobile device, the device must first be enrolled in SOM's Mobile Device Managment (MDM) application and compliant.  SOM uses Microsoft Intune as its MDM application of choice.  For more information on how to install Microsoft Intune and make your device complant, please follow this link: http://www.medschool.umaryland.edu/IS/Intune-MDM/   In addition, you must first enroll in Duo Mulifactor Authentication (MFA).  More information can be found on this page:  http://www.medschool.umaryland.edu/IS/Duo-MFA/  If you need more help or have additional questions, please contact the SOM Office of Information Services Helpdesk at help@som.umaryland.edu

Apple Macintosh (MAC)

Additional Recomendations

Want more Information ?

Much more information about OneDrive for Business is available from Microsoft.  The following are some helpful links.

If the above videos do not play correctly, please view the videos using the following links:

https://support.office.com/en-us/article/What-is-OneDrive-for-Business-187f90af-056f-47c0-9656-cc0ddca7fdc2

https://support.office.com/en-us/article/OneDrive-Basics-71a30ecf-3774-48e9-b1b1-89c8e0d2ff67?ui=en-US&rs=en-US&ad=US