Where do you store your files?

Microsoft is reducing the total amount of storage available to Oxford and other universities around the world. This has resulted in changes to your personal OneDrive for Business storage limit which is now set at 100GB. All users of OneDrive are encouraged to ensure that their work-related data, including research data, are stored with the most appropriate storage service (which may include OneDrive); and that non-university data is removed from OneDrive. 

Tips for managing your files and data 

Most of Oxford’s OneDrive users already use less than 100GB of storage.  Although OneDrive is often a convenient place to store and from which to share files relating to your role in the University, it is not necessarily the best place to store files, especially if the files belong to, or are relied upon by, a group.  

Our top three suggestions for keeping your digital filing in order: 

  • Store your files in the appropriate place  

Is OneDrive really the best location for your data and documents? It depends on what you are storing, why, and who you want to share it with. For instance, OneDrive is not suitable for group-based data or non-university files. It is important to make sure your files are in the most appropriate location where they will be secure and accessible. 

The Storing your files page on the IT Help website explains more about centrally provided storage options. As well as day-to-day options, it includes specialist solutions for research data and documents.

You can also use the Research Data Pathfinder to identify options or ask your local IT Support Staff for recommendations. A local storage solution (at department or divisional level) may be the best option. 

  • Move shared documents to SharePoint or Teams   

Many of us use OneDrive to share files, either with external collaborators as a one-off, or with a small number of colleagues to collaborate on early drafts. The final or published version of a document should be saved to a location that will persist even if you change or leave your role. Often this will be a SharePoint site or another content management platform.  

  • Regular housekeeping 

Our final good practice tip is to schedule regular time to do OneDrive ‘housekeeping’, deleting old drafts and out-of-date material or moving things to better locations. The housekeeping guide has useful tips and you can even find out how much storage you are using. Don’t forget to check your Recordings folder. And remember to empty the bin.

Concerned about your research data? 

We know there is a lot going on and it’s not always easy to know the best location for storing files and data.  To help with this a Research Data Pathfinder tool has been created to help you discover the most suitable location for your data and files. Contact the Research Data team if something is missing. 

Leaving Oxford? 

There are a few IT checks you need to carry out before you leave Oxford. Your accounts will close permanently so make sure that any shared documents, or those that might be needed after you leave, are moved to a shared location such as SharePoint or Teams. 

Finding help 

If you think your files and data would benefit from being in a better location, help is available. Guidance on using RFS includes how to map drives making it easier to move files. Microsoft's guidance for moving files from OneDrive to SharePoint is also useful. Other useful links can be found on the right side of this page.

If you need to speak to someone for additional assistance, contact your local IT Support Staff in the first instance. 

Did you know... 

You can see files you've shared and what is shared with you? This includes files, images and other documents that you've shared via Teams chats.

We recommend reviewing files that you have shared to check they are current and that it’s still appropriate to share them – this is not only good practice but also helps to reduce the possibility of accidental security breaches.