File Storage (DRAFT)

Where should I store my files?

We provide different options for where to save files. You can store and share files using these Microsoft 365 tools, which are available from any device, anywhere:

Teams
OneDrive for Business

For information about storage specifically for research purposes, please see the Data Management pages in Research Services. See Research Data Storage Service for information about requesting research data storage from DTS.

Which should I use?

There is no "wrong" place, but it is worth checking that you are saving a file in the best place for it. Here are a few questions to consider:

Who needs to read it?
If it's just for you, then OneDrive for Business is suitable. If it's for others to collaborate and comment on, then Teams is best.

Do you need to collaborate with others on it?
Teams is the place for collaboration, it's designed to enable lots of people to work on things together, for example if you want to get an opinion on a document before publishing. If you only want to share with a couple of people for a short term, then you can share from your own OneDrive.
How long do you need it for?
A Team is suitable for short or long term storage.
Will people need it if you leave?
If it's a document that has a long lifetime or will be accessed by people in the future, Teams is the best place. When you leave the University, your M365 account is closed and your OneDrive account will be deleted.

Table showing our recommendations:

	Recommended use	Sharing and Privacy
Teams 25TB per Team	Best for collaboration and short-medium-long term storage of M365 files A collaboration space for discussions and meetings. Project documentation, cross functional working, meeting notes, collaborating with external users (chat as well as files), reviewing documents.	As the purpose of a Team is for collaborating with others, every member of a Team has access to everything by default. Create private channels for subgroups if you want to restrict access to some files. You can invite people from outside the University to your Team in order for them to share the collaboration space.
Note:	Teams expire 12 months from the last date anyone used it. Remember to assign at least two owners to the Team to prevent an "ownerless" Team.
OneDrive for Business 2TB per user	Best for short term storage of your personal files This is where you store files for yourself, with the added advantage that you can share with others if you want to. Use OneDrive as Cloud back up for your "My Computer" and Desktop files.	Documents are private unless you share with others. You can share documents or folders with anyone, internal or external.
Note:	OneDrive for Business belongs to your M365 account, so when you leave it goes too. If a file needs to be accessed after you leave, OneDrive is not suitable.

Other options

The advantage of storing files in the Cloud is that the files are then accessible anywhere, you do not need to be on campus or using VPN. You are not tied to a device, you can login using any device with an internet connection.

Local hard drive "My Computer" (C:). Not recommended. If your computer breaks, you'll never get the files back as they are not backed up.
Collaborative shares or network drives (e.g. T: or Z:). We are moving away from these in favour of Microsoft 365 (Teams, OneDrive).

For information about storage specifically for research purposes, please see the Data Management pages in Research Services. See Research Data Storage Service for information about requesting research data storage from DTS.

Lab and Classroom PCs

Use OneDrive for Business to save your files whilst you are working on teaching desk, Library or Lab PCs.

File Storage (DRAFT)

Where should I store my files?

Which should I use?

Who needs to read it?

Do you need to collaborate with others on it?

How long do you need it for?

Will people need it if you leave?

Teams

Best for collaboration and short-medium-long term storage of M365 files

OneDrive for Business

Best for short term storage of your personal files

Other options

Lab and Classroom PCs

Training