Microsoft Cloud Storage Options
When should I use OneDrive?
Use OneDrive when you want to…
- Share a specific file or folder with an individual for a short-term need (internal or external sharing)
- Store files for your own ongoing work that are not ready to share or don’t need to be preserved for the department
- Sync your Documents, Pictures and Desktop folders from my computer
- Collect files from internal or external entities using the OneDrive request files feature
- Store your own files that have a retention need, media files for your courses etc.
These files are stored in OneDrive because you are the only one who needs easy access to them.
When should I use Teams?
Use Teams when you want to…
- Share files with an ad-hoc group. This may be an inter-departmental project, a work group including lab workers, etc.
- Store files related to a project I’m working on (this may be Sharepoint or Teams, depending on your departmental practices)
- Share content related to a specific ongoing discussion in a Team
These files are stored in Teams when the need for access is hyperfocused.
When should I use Sharepoint?
Use Sharepoint when you want to…
- Store files your whole department needs to access
- Store files “your position” needs after you move to another position
- Store files related to a project you are working on (this may be Sharepoint or Teams, depending on your departmental practices)
- Store files with custom permissions, such as files a subset of the department needs to access
- Store files with a legal or regulatory retention need
These files are stored in Sharepoint because an entire group needs easy access.
Microsoft File Storage FAQs
Does OneDrive have a quota?
Yes, OneDrive has a 250GB storage quota. Contact OIT if you need to request additional storage for a specific purpose.
Where should I store my personal, non-work data?
UA-provided file storage should not be used for personal purposes. There are many cloud storage providers that individuals can use for personal use.
Where should I store “stale” archive data?
Contact OIT to address archive data on a case-by-case basis. Storage options may include Sharepoint, Azure cold storage, or other storage providers.
How do I request a Sharepoint site setup?
Contact itservicedesk@ua.edu and request a Sharepoint site. Please indicate if this request includes migration of an existing data store.
What option should I use for files I want to share with a class?
Currently, Blackboard should be used to share files with a class group.
What if I need to share a file publicly by linking it to a website?
OneDrive can be used to create a public link but has built-in link expiration, so the link must be recreated annually. The best practice would be hosting the file on the website rather than linking to a OneDrive location.
What if I have other storage needs or need to discuss backups?
Contact itservicedesk@ua.edu for other storage questions.