OneDrive for Business and H: Space

OneDrive for Business (OD4B) is your personal storage solution in the Cloud. With 1TB available for all staff and students, OD4B is recommended for file and document storage. 

Working on group files? Then a SharePoint site might be the best solution. Click on the infographic below for more information.

 OD4B Infographic

Guides and FAQs 

Please click on the appropriate tabs below to see the guides and frequently asked questions on OneDrive for Business (OD4B), the Sync Client and H: Space and file storage. 

I’m a student – am I included in OneDrive for Business?

Yes. You can access OneDrive using the following URL: portal.office.com or https://lsecloud.onedrive.com. You can also access OneDrive from any Office 365 webpage by navigating to the app launcher in the upper left hand corner as shown below:

 

App Launcher

 

 

Can I store personal stuff on OD4B?

The IT Facilities, including OneDrive for Business, are made available for you to use principally for the purpose of your work or studies; however we realise that you may occasionally want to use OD4B to store personal items.

 

You are allowed to make personal use of the IT Facilities provided this use:

  • does not interfere with the performance of your work or studies;
  • does not adversely impact any LSE-provided IT systems or networks
  • does not incur unwarranted expense on the School
  • does not have a negative impact on the School; and
  • is otherwise in accordance with Conditions of Use of IT Facilities at LSE

What is the storage capacity for OD4B?

With OneDrive for Business, all staff and students are given 1TB of storage space for their files and documents. 

Will my H: Space disappear?

No but we will recommend OD4B as your primary way to store documents in the future and the capacity of H: Space will be reduced over time.

Can I share documents with groups of people?

Yes, you can. OD4B offers the ability to share documents with others, see Microsoft’s online guidance:

If you are a member of staff, please be aware that any documents you have shared via OneDrive will no longer be available to your colleagues if you leave the School. If you need to share documents permanently and with a large number of people, we recommend you use SharePoint. This is not applicable students. 

Can I share documents externally?

To share your OD4B account externally, please refer to the following page:

How do I share my documents?

Documents can only be shared via the OD4B web interface. Please note that you will not be able to share documents using the Windows sharing function, as this has been disabled.

 

The documents and folders you store in OneDrive for Business are private until you decide to share them. For further information on file sharing, see Microsoft’s online guidance: Share files or folders in Office 365

How do I check who can see my documents?

To check who is sharing a file look at the File List and Sharing. For further information see Microsoft’s online guidance: See who you're sharing a file or folder with

I’ve deleted a document from OD4B; can I get it back?

Deleted files are placed in the primary Recycle Bin where they are held for 30 days.

 

Following this time, they are transferred to a secondary Recycle Bin where they are held for an additional 30 days.

 

See Microsoft’s online guidance: Delete or restore files and folders in OneDrive

How do I access older versions of files I have saved to OD4B?

You can view or restore previous versions of documents in OneDrive for Business, as long as you haven't turned off document versioning.

 

For further information see Microsoft’s online guidance: For further information, see Microsoft’s online guidance: Delete or restore files and folders in OneDrive.

Can I migrate large amounts of data in one go?

Yes, you can migrate large amounts of data to OneDrive in one go; however any individual file cannot exceed 10GB. One Drive cannot upload folders or empty files.

 

For further information see Microsoft’s online guidance: Fix problems uploading files on the OneDrive website

When OD4B caches to my local device, are my documents encrypted?

No, your documents are not encrypted when added to OneDrive for Business.

 

Please note that documents in your H: Space are also not encrypted. However, we are in the process of deploying Information Rights Management in Office 365 which will offer the option to encrypt documents. 

I’m a Linux user – how can I use OD4B?

You can access OneDrive via a web browser using the following URL: http://portal.office.com

How does Microsoft protect my data?

Microsoft replicate data across at least two different datacentres at any one time to protect against local failure or disaster.

 

For further information see Microsoft’s online guidance. There is also additional information available online with regard to how you can make the most of using OD4B: Cloud services you can trust: Office 365 availability

Where will my data be stored?

 

Microsoft’s policy is that any data stored within one of Microsoft’s data regions will stay within that region. If Microsoft expand the region where data is stored into a new county, they will give 1 month’s advance notice (full policy details can be found at: Where is my data?).

 

The UK falls under the United Kingdom region. You can view where data is held within this region by viewing the map: Where is my data? Select Your Region.

 

OneDrive for EU tenants is hosted in Microsoft EU data centres (most likely Dublin and Amsterdam).

 

What is the sync client?

The sync client allows you to save and synchronise files to OneDrive for Business through your desktop.

 

It appears like a mapped drive, in the same way as your H: space but saves to the cloud.

Once I install the sync client, will it be accessible from any computer?

No, the sync client will need to be installed separately on each of the devices you wish to use it on. However, you can access OD4B from any web browser. 

How do I know when I’ve successfully synchronised my documents from OD4B to my device or vice versa?

When files are synchronised the OneDrive for Business cloud icon in the Windows Taskbar displays the message OneDrive London School of Economics - Up to date.

 

Also when you open OneDrive in the file explorer view, a green and white tick icon will appear next to documents which have been successfully synchronised.

 

For further information see Microsoft’s online guidance: Set up your computer to sync your OneDrive for Business files in Office 365

Are there any file name restrictions when syncing to OneDrive?

Yes. The following characters in file names are not supported when you sync OD4B:

 

# (number sign)
% (percent)
< (less than)
> (greater than)
: (colon)
" (double quote)
| (pipe)
? (question mark)
* (asterisk)
/ (slash)
\ (backslash)​

1. How do I know what my H: space size limit is?

H: Space quotas, along with guidance on acceptable use and management of your private space, is available here.

2. How can I get my H: space quota increased?

H: Space quotas, along with guidance on acceptable use and management of your private space and requesting an increased quota, is available here.

 

Current quotas are based on taught student, post-graduate research studen or staff status. No other distinctions are made between undergraduate, masters or postgraduate student status.

 

Only those who have no student affiliation are entitled to a staff H: space or mailbox quota. Instances which are not applicable include (but are not limited to):

  • Research or masters students who are involved in teaching
  • Research or tutorial fellows who are also students at LSE
  • Students who perform any part-time work for LSE departments
  • Students involved in research programs for LSE staff members

A user's status is wholly dependent on the information held in the LSE central database system. If this does not show any student affiliation, users will be entitled to a staff quota.

 

Information held in LSE Central is not maintained by Information Management and Technology. Staff information is managed by HR and student information by ARD. IMT cannot change this data and users who have changed their status are responsible for contacting HR or ARD themselves to have their data changed in the LSE central databases.

 

Once the data shows no student affiliation, IMT is able to upgrade a user's H: space and mailbox quotas accordingly. 

3. Are files on LSE storage spaces backed up?

Information Management and Technology employs an automated backup system on our servers that store H space and U drive (personal web page) data. At certain designated times, files and folders stored on these servers are backed up to a tape system. These backups are primarily designed to allow for disaster recovery, but can also be used to recover files and folders that have been deleted by accident.

 

Backup and restoration is only available for files and folders. Our email system is also backed up for disaster recovery purposes however due to the nature of the system it is not possible to restore individual mail items or mailboxes. Mail items that have been deleted are held in a special recovery folder in Outlook and are kept there for 1 month. More information can be found here.

 

Backup

 

When determining whether a file has been backed up, we must take into account the length of time that the file is on the server before deletion.

 

Backups are taken on a daily, weekly and monthly basis with a retention period of 2 weeks, 5 weeks and up to 2 months respectively.

 

Backups are performed between 10pm on the day of the backup and 9am the following day. The exact start time is randomised and therefore a file must be saved on the server before 10pm to be sure of inclusion in the daily backup.

Files that are open at the time of the backup are not included.

 

If a file is deleted before being backed up overnight then it cannot be recovered. If it is deleted before it is included in a weekly backup then it will be available for 2 weeks. Once it is in a weekly backup it will be available for 5 weeks and once it is in a monthly backup IMT guarantee that it will be available for recovery for 1 month but may be kept for up to 2 months.

 

This standard backup procedure is designed to give an effective backup service whilst still be efficient in the usage of tapes.

 

Restore

 

File restores aim to be completed by IMT within 3 working days. Therefore, users must advise the IT Service Desk within 11 days of the file being accidentally deleted to be sure of recovery. After this time, recovery may still be possible, but this will depend on both the date the file was saved and the date it was deleted.

 

To ensure a speedy file recovery, you must advise the IT Service Desk of the full file name including the path (for example, H:\My documents\Word\July\Statement.doc) and also the date the file was last known to be present.

 

4. I've accidentally deleted a file from my H: space (My Documents). Can it be restored?

If you have deleted a file from your h:space (my documents) and you need a file restore please contact the IT Service Desk.

 

The following information is required:

  • Username
  • Location of file to be restored
  • Filename
  • Date you want the restore done from

Please note that we can only go back 4 weeks for a file restoration. If the file was on a hard drive we cannot do a restore.

5. I need to save a file straight away and I can't save to my H: space (My Documents). What do I do?

If you have a file that you need to save straight away, but you can't save to your H:space there are other ways you can save the document.

You could:

  • Burn the file to CD
  • Save the file to your USB key (temporarily as USB keys should really only be used for transfer)
  • Then delete files that you no longer need from your H:\space or from your e-mail archive

6. Where can I store large files or datasets?

Information Management and Technology offers a secondary storage facility for deaprtments who wish to store large data sets or large amounts of archival data.

 

There is a cost associated with providing secondary storage based on the storage capacity required; please contact the IT Service Desk for more information.

7. My USB stick/key is corrupted. What do I do?

Information Management and Technology has professional-level recovery software called Easy Recovery Professional for restoring lost files. Contact the IT Service Desk or the IT Help Desk.

 

We will attempt to recover lost work files, however we cannot guarantee that this will always be possible.

 

Please note that unfortunately IMT are unable to recover data from devices which have a hardware fault or are physically broken.

8. I would like to know about different file types. Can you help?

Here is some information on different file types:

 

.txt This is a text file and can be opened in Notepad, Wordpad and Word. This is used for creating basic text and has no formatting options. This is also referred to as ASCII file and is a generic format that can be ready by a variety of text editors

 

.rtf This is a Rich Text file and can be opened in Wordpad and Word. This is used for creating text files with basic formatting options. A generic Format format that can be read by a variety of text editors

 

.doc This is a Word Document and can be opened in Word. This is used for creating Word documents with a variety of formatting options and other features

 

.dot This is a Word Template and can be opened in Word. This is used to create a Word template, on which other Word documents can based

 

.csv This is a Comma separated comma delimited file and can be opened in Excel. This is a generic format that can be read by a variety of spreadsheet and some database applications. Creates a list of records where each column value is separated by a comma

 

.xls This is an Excel Spreadsheet and can be opened in Excel. This is used to create an Excel Spreadsheet

 

.xlt This is an Excel Spreadsheet template and can be opened in Excel. This is used to create an Excel Template, on which other Excel spreadsheets can be based

 

.ppt This is a PowerPoint presentation and can be opened in PowerPoint. This is used to create a PowerPoint Presentation

 

.pot This is a PowerPoint presentation template and can be opened in PowerPoint. This is used to create a PowerPoint template, on which other PowerPoint Presentation presentations can be based

 

.pps This is a PowerPoint show and can be opened in PowerPoint. This is like a PowerPoint Presentation, but containing information for running a presentation. This file will open in Slide Show view

 

.bmp This is a Bitmap and can be opened in MS Paint or Picture Manager (among others). This is a graphic file format for use in presentations or documents. Can not be used on the web and can be very large in file size. Not suitable for photos

 

.gif This is a Gif and can be opened in MS Picture Manager or PaintShopPro (among others). This is a graphic file format for use in presentations or documents or on the web. Limited to 256 colours. Lossless (will not lose details repeatedly saved). Not suitable for photos. Small file size

 

.jpg or .jpeg This is a jpg file (Joint Photographic Experts Group). This can be opened in MS Picture Manager or PaintShopPro (among others). This is a graphic file format for use in presentations, documents or on the web. Best format to use for photos. Lossy (will lose details when repeatedly saved). Small file size

 

.png  This is a  PNG file (Portable Network Graphics). This can be opened in MS Picture Manager or PaintShopPro (among others). This is a graphic file format for use in presentations, documents or on the web. May not appear on older versions of web browsers. Lossless (will not lose details when repeatedly saved) but can be used for photos. Larger in file size than gif or jpg

 

   

 

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