OneDrive for Business FAQs

Yes. Since this is a Microsoft Cloud Storage solution it integrates with the other Office 365 products allowing you to seamlessly save to and from the cloud through your other Office 365 applications. You can also access OneDrive through CarmenCanvas.

Yes. Anyone with the permission level of "Can View" can also download a copy of the file.

Sharing from OneDrive needs to follow both University and Medical Center policies. Please see Sharing Guidance for OneDrive. 

OneDrive for Business is different than OneDrive.  A OneDrive account is tied to a personal Microsoft consumer account that is not managed by Ohio State. A OneDrive for Business account is tied to an Ohio State (Office 365) account that is managed by the University and provides 5TB of storage.

While Ohio State endorses the use of Microsoft 365 apps, they can pose accessibility issues. This means it may take considerable time for individuals with disabilities to master. Therefore, it is best to offer additional options for completing course requirements. For more information, see Microsoft 365 Accessibility.

When creating a Team you have a choice of setting the Privacy mode to Public or Private which controls who can see the Team when searching and how they request to join.  With a Public team anyone can see the Team and files without being an explicit member.  If you use a public team you should create a private channel to store any files you do not want to be public.

With a Private team only members of the team can see the team, the files within the team and must be added as explicit members.  We recommend creating only private teams.

If you created a public team you can make the team private by following these steps:

To change the privacy settings for your team from public to private (or vice versa), go to the team name and select More options 

 > Manage team toward the top of the menu. Click on Settings, then under Team Details select Edit, then select Private and select Done.

Rule of thumb....Don't use Public keep it Private whenever possible! This for every Office 365 application when applicable, whether it is Office 365 Groups, Teams, Shared Libraries, etc. Keep them private!

For a more detailed look at recommendations from Microsoft on Team security please see Configure Teams with three tiers of protection located on Microsoft's website. 

You can use shared OneNote notebook or a Word document you invite others to edit. Office 365, whether online or through a desktop app, has the ability to co-author documents which would replace the need for Box Notes. See more about Document Collaboration and Co-Authoring.

The Box Migration tool will convert any existing Box notes into Word documents. This is different than Box comments which cannot be moved during the migration.

As with other IT service contracts, Ohio State's contract with Microsoft includes privacy protections that prevent the unauthorized (and unlawful) access, sharing, or monetization of Ohio State data stored within cloud services. Ohio State's contracts provide greater privacy protections than the user agreement for your personal (non-Ohio State) Microsoft accounts.

Students: Access to Office 365 ends two (2) years after you have left the university regardless of whether you have graduated or withdrawn. Your access is directly tied to an “active student” status. Any Folders and Files shared with other people will have the sharing links removed at that time.

Employees: Access to Office 365 ends on your official university termination date. Any Folders and Files shared with other people will have the sharing links removed at that time.

Plan for this in advance! Transfer all your files from your OneDrive for Business account to another location prior to graduation or leaving the university. It is vital you backup your data before leaving the university as they will not be available to you once your access to Office 365 ends.

If ownership of a file has been transferred to a new person from someone who has left the university or changed roles, in OneDrive the file may appear that it is still “owned” by that person. While looking at items in the OneDrive “Shared with you” section the “Shared By” name list may show the original user’s name, but that person is no longer the current owner. While you may see a different owner for shared links the link’s target goes to a different OneDrive account than the “Shared by” name. That’s because “Shared by” lists the previous owner. While the displayed name is the original owner, OneDrive  connects you to the account of the current data owner.

A Direct Access allows you to specify individuals and the level of access they can have to access the file or folder. A Link can be sent to a larger audience, such as our entire organization, to access but everyone with the link has the same access level.

Your role or position may not allow you to create a Share Library. Contact your local help desk if you do not see the option. A Shared Library in OneDrive is the storage location for your Team. If a Team is created in MS Teams then a Shared Library appears in OneDrive.

Teams and OneDrive for Business both provide version history of files.

Teams: you must view in the web view accessible at http://office365.osu.edu

OneDrive for Business: in either web view accessible at http://office365.osu.edu or in the desktop application

OneDrive for Business

• OneDrive for Business deleted files are kept for 93 days.
• OneDrive for Business Restore Deleted files details https://support.microsoft.com/en-us/office/restore-deleted-files-or-folders-in-onedrive-949ada80-0026-4db3-a953-c99083e6a84f
• The max number of file versions that can be saved per file is 500. This is a rolling 500, so version 501 replaces version 1 (the oldest).

Teams

• Teams deleted files are kept for 93 days.
• Teams Restore Deleted files detailshttps://support.microsoft.com/en-us/office/restore-deleted-items-from-the-site-collection-recycle-bin-5fa924ee-16d7-487b-9a0a-021b9062d14b
• The max number of file versions that can be saved per file is 500. This is a rolling 500, so version 501 replaces version 1 (the oldest).

Yes. Navigate to where the Team file is stored in OneDrive and share a link from there. Even though they are not in the Team, they will receive a link to the file. The file cannot be edited by anyone not in the team. They will be able to download a copy however, but your original file is safe and secure in the team.

Just like with other Cloud based storage and collaboration solutions, permissions cascade down a folder. So providing permissions to a folder means that permissions will cascade down to any subfolders that are included. Permissions do NOT cascade up. Remember to always keep access in mind when applying permissions. Provide the least amount of access necessary. For more details please see Changing Permissions.

SkySync expanded its character replacement logic to include leading and trailing spaces in file and folder names. SkySync verifies file and folder names to identify unsupported characters based on the platform and replaces invalid characters with an underscore (_) so the files and folders can be transferred. The logic now includes leading and trailing spaces in file and folder names. SkySync replaces the space rather than trimming it because trimming the space could cause duplicate names. Adding the underscore ensures the names remains unique. Please see Invalid File Names and File Types for more details.

During the migration the LAST SAVED VERSION of the file that is open will be moved to OneDrive for Business.

Microsoft supports up to 400 characters in the full file path.  This means if you have a full file name path on BuckeyeBox that exceeds 400 characters, it will be truncated to 400 characters in order to be migrated. Please see Invalid File Names and File Types for details on invalid names.