Microsoft OneDrive for Business - Microsoft 365

Individual cloud storage space for up to 1 TB of content. Accessible to students and staff, from anywhere, on any device.
OneDrive for Business logo

What it offers

OneDrive for Business is your individual work storage space in Microsoft 365.

It's easy to access from anywhere on any device with just a web browser or an app (android, iOS, Windows or Mac). No VPN or special setup needed.

Why use it?

To store the documents you have in your Z drive/home folder. We recommend moving everything in your Home folder to OneDrive to get the full benefits of its added functionality and ease of access, and to avoid potential confusion caused by working in two places. It has 1TB of storage so there's plenty of room!

Share files by email: the email attachment file size limit is 45MB. Anytime you attach a file saved in your OneDrive it offers the option to send it as a link rather than as an attachment, which is perfect for sharing larger files.

Temporary collaboration: you can email a link to let others view and/or edit a file you've saved in your OneDrive. Consider whether Teams is more appropriate: it offers more collaboration options, and files saved in Teams will still be available to colleagues if you leave Kent. Files saved in your OneDrive will be deleted when you leave.

How to access it

Using a web browser

Using a campus PC

  • Go to File Explorer and select OneDrive for Business - University of Kent
  • You can now save new files directly into this folder

Download the OneDrive app

  • Download the Windows or Mac version from the web app (the download link in the bottom left corner)
  • Download a mobile/tablet version from your app store / play store.

Once you have the app you can save new files directly to the OneDrive - University of Kent folder on your device.

Security and sensitive data

Read this security and sensitive data advice if you're storing sensitive data and/or want to extra security to your account.

Share files saved in OneDrive

You can share files with anyone in the University or externally, including students.

Sensitive data

You can also use OneDrive to share files containing sensitive data securely within the University and with external contacts. Find out more about online data security.

We don't currently offer encryption for sensitive files. Be aware that if you share a file of this nature with an external contact, they can download it and forward it, so make sure you have a written agreement with them that they won't share the document further.

Encryption of files for confidentiality is under development. This will enable you to share files with only specific contacts and prevent any onward forwarding.  

Share files by email

Save the file to your OneDrive, then:

  • From your draft email in Outlook, click Attach
  • Choose to browse web locations/cloud locations
  • Select the file from your OneDrive
  • Choose to send it as a link rather than an attachment

Share files from within your OneDrive folder

  • Right-click on your file or folder in OneDrive
  • Select Share
  • Enter the name of the person to share with, and a message. Choose whether they get edit or read-only access.

Microsoft video on sharing files and folders in OneDrive

Copy files into OneDrive

If you've downloaded OneDrive to your PC, can save new files directly to the OneDrive - University of Kent folder on your device. 

Copy files from other places

Drag files into OneDrive and delete them from the original location to avoid having two copies in different locations. See this in action: Microsoft video on how to copy files into OneDrive

Consider moving the entire contents of your home folder / Z drive into OneDrive, so that you're always working from the same location on any device, wherever you are.

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