Storing files with OneDrive, Teams, and SharePoint

Quick Links: | Choose a Location | Level 1 Data | Personal OneDrive | Microsoft Teams | SharePoint Intranet | Public Website | Share Files Correctly | Troubleshooting |

Choose a Location

Choosing where to store files is important for both security and usability. The best option depends on who needs access and how the files will be used.

• Sharing sensitive (Level 1) data with a fixed group: Use Level 1 OneDrive Shared Folder.
• Personal work or small group sharing: Use OneDrive for Business.
• Department or project collaboration: Use Microsoft Teams.
• Sharing with all campus employees: Use SharePoint Intranet.
• Sharing with the public: Use Campus Website.

Level 1 Data

Level 1 OneDrive Shared Folders are used for confidential data shared with a fixed group of Chico State users. External sharing is not allowed.

• Best for: Legally protected or highly sensitive data (e.g., SSNs, financial data, medical information).
• Access: Managed by IT through requests.
• External sharing: Not allowed.
• Request access: Level 1 Data Storage Request

Always follow Chico State data protection policies when handling sensitive data.

Personal OneDrive

OneDrive for Business is your personal workspace for storing and sharing files.

• Best for: Personal work or sharing with a few specific people.
• Access: You control permissions and sharing.
• External sharing: Allowed for non-sensitive content.
• Important: Files may be deleted if the account owner leaves the university.

Microsoft Teams

Microsoft Teams provides shared workspaces for departments and projects.

• Best for: Ongoing collaboration and shared ownership of files.
• Access: Managed by Team owners.
• External sharing: Allowed when appropriate (not for Level 1 data).
• Request a Team: Service Catalog

SharePoint Intranet

The SharePoint Intranet is used to share information with Chico State employees.

• Best for: Internal announcements, resources, and documents.
• Access: Viewable by employees; edited by trained contributors.
• External sharing: Not intended for public access.

Public Website

The campus website is used for sharing information with the general public.

• Best for: Public-facing content such as programs, events, and general information.
• Access: Public.
• Request updates: Web Content Requests

Share Files Correctly

Avoid attaching files directly in email or Teams when collaboration is needed. This creates multiple versions and can lead to confusion.

Instead:

1. Store the file in the appropriate location.
2. Select Share from OneDrive or Teams.
3. Choose who should have access.
4. Select permissions (view or edit).
5. Select Copy link.
6. Paste the link into email or chat.

This ensures everyone works from the same version of the file.

Troubleshooting

• Cannot add users to Level 1 folder: Submit a request to update access.
• Files disappeared after someone left: They were likely stored in a personal OneDrive account.
• Can I store Level 1 data on personal devices? No. Only approved university systems may be used.

 Still need help? Contact IT Support Services for further assistance.
  
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