Dos and Don'ts for OneDrive

Do

Organise your files for easy access:

• Create folders with clear and consistent naming to keep your documents structured.
• Use folders for different projects or pieces of work to make finding files easier.

Use OneDrive for access anywhere:

• Take advantage of OneDrive’s cloud storage to access your work documents from your Trust device.
• Sync important folders for quick access when working remotely or on the go. Folder synchronisation takes place automatically in the background.

Set appropriate sharing permissions:

• Share documents with specific colleagues or teams rather than making files widely accessible. Please refer to our OneDrive Training Guide for additional help
• Use view-only permissions when sharing documents that should not be edited. Please refer to our OneDrive Training Guide for additional help

Use OneDrive for collaborative work:

• Take advantage of features like real-time collaboration with others in Word, Excel, and PowerPoint.
• Save shared team documents in OneDrive so everyone can access the latest version.

Utilise Version History:

• If you make an error or accidentally delete important content, use the Version History feature to restore a previous file version. Please refer to our OneDrive Training Guide for additional help.
• This is particularly helpful when multiple people are collaborating on a document.

Don't

Don’t store sensitive patient data without following policy:

• Always adhere to your organisation’s policies/guidelines when storing patient data or other sensitive information on OneDrive.

Avoid saving files in the C: Drive

• With the migration of home drives to OneDrive, storing files locally on the C: drive is discouraged.
• Files saved in the C drive are not backed up to the cloud, meaning they will be lost if your PC needs replacement due to a technical issue. Storing files in your home drive (before migration to OneDrive) and in OneDrive ensures your data is secure, accessible from any device, and backed up as part of the cloud service.

Don’t share files outside of your organisation without approval:

• Avoid sharing files with external email addresses unless it is authorised and necessary for your work.
• Check with your IT team or Data Protection Officer (DPO) before sharing outside the organisation.

Avoid Using ‘Anyone with the Link’ sharing option:

• Use more secure sharing settings such as “People in your organisation” or “Specific people” for better control. Please refer to our OneDrive Training Guide for additional help
• Only use broader sharing options if specifically advised for a particular purpose.

Don’t ignore IT Security updates:

• Regularly update your device as per IT guidance to ensure that you are protected against security vulnerabilities.
• Follow any instructions from your IT Security Team about software updates or system changes.

Don’t leave files unorganised:

• Avoid saving everything in the root folder of OneDrive.
• Keeping files organised makes it easier to find what you need and prevents confusion when sharing.

To learn more about Microsoft OneDrive's capabilities and for further support, please refer to our OneDrive Training Guide.