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Library Technology Services: OneDrive

Resources from Library Technology Services, for library employees

Storage Cheat Sheet

Storage Size limit Secure - see note below Access from any web connection User can share files, if wanted, without an LTS ticket Added features

SAN:
U Drive, your user files
Z Drive, dept. files
SharedProjects, multiple users/depts

TBD Yes

No
Requires VPN +
UF workstation or remote desktop

No No
SAN: DSS Production 9 TB Yes No No No
OneDrive, on UF GatorCloud 5TB Yes Yes Yes Yes
Google Drive, on UF GatorCloud None Yes Yes Yes Yes
Teams, UF GatorCloud None Yes Yes Yes Yes
Dropbox, UF GatorCloud None Yes Yes Yes Yes

See an overview comparison of UF GatorCloud storage options.

Security Notes

If you have data that is restricted (protected health, payment card, etc.) please be sure to check the specifics for the different storage types (see UF data storage selection tool) or check with LTS so we can be sure data is handled properly by the system and your workflows. For your U Drive, as with all UF-supported files, UFIT and LTS always have access. This is required for various needs, including legal and  operational, like moving full user U drives to supervisors for access when employees leave UF. 

OneDrive

OneDrive Onboarding Self-help Guide

OneDrive Overview

OneDrive provides secure file storage in the Microsoft cloud. It is available to UF students, faculty, and staff via UF Microsoft Campus Agreement and the UFIT GatorCloud https://cloud.it.ufl.edu/. You could think of OneDrive as the evolution of traditional file server storage. The OneDrive app synchronizes files stored in the GatorCloud with your computer and mobile devices. Some of the benefits of using OneDrive are. . . 

  • Enables secure access to your work documents from anywhere without a VPN connection. 
  • Enables collaborative editing of files for multiple people at the same time in the same file. 
  • Enables you to access your work files from any device where you are signed into the OneDrive App with your gatorlink@ufl.edu account.
  • Full integration with Microsoft Teams and Office 365 applications 

Setup your OneDrive app on your Windows Computer

The first thing we need to do is setup the OneDrive app. This enables you to synchronize files between the GatorCloud Microsoft OneDrive and office 365 environment and your computer and mobile devices. 

  1. To launch OneDrive, go to the bottom left of your screen and click on the Windows icon, then type OneDrive.  
  2. In the OneDrive setup enter gatorlink@ufl.edu email address
  3. Choose “Work or school”
  4. Enter GatorLink username and password in Shibboleth authentication page
  5. Note the information about your OneDrive folder, and click Next through the following screens
  6. Note information about the mobile app. If you do not already have you may want to go ahead and get it now on your mobile device. The mobile app opens up a great deal of productivity when away from your computer. 
  7. Click Open my OneDrive folder 
  8. Now in File Explorer you see the OneDrive – University of Florida. 
  9. You will now be able to create subfolders and copy files into the OneDrive folder. The files will then sync to the OneDrive in the cloud and be accessible across your various devices as well as directly through a web browser.

 

Access your OneDrive in the GatorCloud (Browser Access)

  1. You can also get to your OneDrive using an Internet browser. Go to https://cloud.it.ufl.edu/ and click on OneDrive in the Office 365 section.
  2. Select your gatorlink@ufl.edu account
  3. Enter your GatorLink username and password in the Shibboleth login page
  4. Here’s your OneDrive on the GatorCloud web interface 

 

Additional OneDrive Help

 

Migration Plan, in Development

  • Phase 1, 2021-2022: U drive to OneDrive
    • May 5: Information Session
    • Any new users will have OneDrive instead of U drives
    • Any new requests for sharedprojects folders directed to Teams and OneDrive
  • Phase 2, 2022:
    • Z drive migration
  • Phase 3, TBD:
    • SharedProjects migration

 

OneDrive Help & Tips

Microsoft Help

Add the files space in a Team to your Windows File Explorer, under OneDrive

  • Start in Microsoft Teams, select the Team, select the General section. Go to the Files section and choose Open in SharePoint.
  • In SharePoint, click "Add shortcut to OneDrive" and the shortcut will be added. Or, you can click "sync" to add.
  • Version of instructions with screenshots.

Sharing in OneDrive

  • You control whether or not you share files.
  • You can select to share files with people within or outside of UF.
  • You can also select the type of access you grant (e.g., read-only or full).

 

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