Microsoft OneDrive Best Practices PGCC

OneDrive is the Microsoft cloud service that connects you to all your files. ​It lets you store and protect your files, share them with others, and access them from anywhere on all your devices. ​

1. Organize Files Efficiently

• Use Folders: Create folders for different subjects, departments, or projects.
• Naming Conventions: Use a consistent naming convention for files and folders for easy identification.

2. Collaborate Effectively

• Sharing Files: Share documents with colleagues and students using OneDrive's share feature. Ensure you set appropriate permissions (view or edit).
• Collaboration in Real-Time: Utilize the co-authoring feature to work on documents simultaneously with others.

3. Manage File Versions

• Version History: Use the version history feature to track changes and revert to previous versions if necessary.

4. Utilize Offline Access

• Sync Files: Sync your most important files for offline access using the OneDrive desktop app.

5. Secure Your Data

• Strong Passwords: Use strong, unique passwords for your account.

6. Access from Multiple Devices

• Cross-Platform Accessibility: Access your files from any device by logging into your OneDrive account online or via the app.

7. Use Online Office Apps

• Integrated Office Suite: Take advantage of integrated Microsoft Office apps (Word, Excel, PowerPoint) for creating and editing documents directly in OneDrive.

8. Respect Privacy and Compliance

• Personally Identifiable Information (PII): Be mindful when sharing PII data
• Share files with specific individuals, never with “everyone” or the “public”​
• REMEMBER: You are responsible for knowing who you are sharing files with.