Question
What are some best practices to consider when using OneDrive for YSU?
Answer
Using OneDrive effectively can improve collaboration, protect university data and simplify file management. This article outlines recommended best practices for storing sharing and managing your YSU OneDrive account.
Best Practices
- Share files using OneDrive links instead of emailing attachments whenever possible. This ensures everyone works from the most current version of a document.
- Regularly review and remove access for individuals who no longer require permission to a file or folder.
- Be mindful of university data and avoid sharing sensitive information with unauthorized users.
- Assign the appropriate permissions when sharing files. Use View access for those who only need to review content and Edit access only for users who need to make changes.
- Review sharing settings before sending links to verify you are sharing with the intended audience.
- Use descriptive file names. Name files and folders with meaningful titles (e.g., “Fall2025_Syllabus” or “Budget_Proposal_Sept”) to improve searchability and avoid confusion.
- Avoid duplicates, check for existing versions before uploading to prevent clutter and version conflicts.
- Upload in batches when possible, upload entire folders rather than individual files to save time and preserve structure.
- Create a consistent folder structure: Organize files into a logical folder structure so documents are easy to locate, manage, and maintain over time.
- Follow YSU's Records Retention Schedule and records management guidelines when retaining, archiving, and disposing of university records.
- Set link expiration dates for temporary access to sensitive files.
- Use your YSU email login to access OneDrive securely. Files stored in OneDrive are governed by YSU’s IT infrastructure and security protocols
- Avoid "Anyone" sharing options for files containing university business, student records, or other sensitive information.
- Report suspicious activity promptly by contacting the IT Service Desk 330-941-1595, if you notice unexpected file changes, unauthorized access, or unusual sharing activity.
- Use "People you choose" sharing links when sharing sensitive documents to ensure only intended recipients can access the file.
- Use the "Can't Download" option when sharing sensitive documents to allow recipients to view the file while preventing them from downloading a copy.
- Use Version History instead of creating duplicate files by reviewing or restoring previous versions within the same document.
- Use Version History to Track Changes: Leverage OneDrive's Version History to monitor document updates and recover previous versions when needed.
- Avoid saving multiple "final" versions of the same document. OneDrive Version History preserves earlier versions, so updates are not lost and previous revisions can be restored if needed
- Restore previous versions through Version History rather than recreating content that was accidentally modified or removed.
- Check Version History before recreating lost work because content that appears to be missing can often be recovered by restoring a previous version of the document.
- Always sign in to OneDrive using your YSU account to ensure files sync correctly and university resources are accessible.
- Use file and folder names that avoid unsupported characters and excessively long paths to prevent sync errors.
- Restart OneDrive or your device if syncing appears to be stuck.
- Verify your permissions on shared files and folders and request access from the owner if sync issues occur.
- Verify your internet connection if files are not syncing as expected.
- Check OneDrive Version History if recent changes appear to be missing.
If you would like further training on this topic, please register for this asynchronous workshop in Blackboard : OneDrive Self-paced Training Course or reach out to IT Training Services to schedule a consultation.