As a health care setting, UConn Health still requires face masks and physically distancing inside our facilities. Office is a subscription plan that includes access to the Microsoft Office applications plus other productivity services that are enabled over the Internet cloud services. Office can be used anywhere you have access to the Internet including access to all of your files with the use of OneDrive.
Publisher and Access are available on PC only. To save the email messages, calendar, tasks, and contacts of the former employee, export the information to an Outlook Data File. Add the former employee's email to your Outlook If you reset the user's password , you can set it to something only you know. Select the account you want to export by selecting the name or email address, such as Mailbox - Anne Weiler or anne contoso.
If you want to export everything in your account, including mail, calendar, contacts, tasks, and notes, make sure the Include subfolders check box is selected. You can export one account at a time. If you want to export multiple accounts, after one account is exported, repeat these steps. Select Browse to select where to save the Outlook Data File. Type a file name , and then select OK to continue. If you've used export before, the previous folder location and file name appear.
Type a different file name before selecting OK. If you are exporting to an existing Outlook Data File. Outlook begins the export immediately unless a new Outlook Data File. If you're creating an Outlook Data File. If you're exporting to an existing Outlook Data File.
See how to Export or backup email, contacts, and calendar to an Outlook. By default, your email is available offline for a period of 12 months. If required, see how to increase the data available offline. To give access to the email messages, calendar, tasks, and contacts of the former employee to another employee, import the information to another employee's Outlook inbox. You can also convert the former user's mailbox to a shared mailbox or forward a former employee's email to another employee.
Select Import from another program or file , and then select Next. If a password was assigned to the Outlook Data File. If a Microsoft support engineer needs to access your data to resolve an issue, that engineer is required to obtain approval from a Microsoft manager first.
The Customer Lockbox feature adds a requirement to that process: you must approve or reject that access before the support engineer can access your data. With Customer Lockbox, you can also set boundaries on how long the engineer can access your data, and all activity during that time is logged for auditing purposes.
For more info about how to configure and use the Customer Lockbox feature, see Customer Lockbox in Office Microsoft Trust Center provides info about Microsoft's trust policy, how Microsoft products help you protect your data and maintain your customers' and users' trust, and why you should trust Microsoft products with your data.
The following two categories provide details about Microsoft and OneDrive data privacy, compliance, and security:. Microsoft Trust Center. Privacy, compliance, and cybersecurity are as important to Microsoft as they are to you. For info about how Microsoft can help you increase employee productivity while helping you safeguard your data, see Microsoft in the Microsoft Trust Center.
This new European Union regulation changes how companies are required to handle data and the transparency with which they collect it. Windows 10 and Microsoft with OneDrive give you GDPR-compliant tools that you can integrate into your overall data integrity story. Multi-Geo is Microsoft feature that allows organizations to span their storage over multiple geo locations and specify where to store users' data.
For multinational customers with data residency requirements, you can use this feature to ensure that each user's data is stored in the geo location necessary for compliance. OneDrive is available in Office U. Government plans. For info about these plans, see Office U. You can deploy and manage OneDrive in many ways, but certain options make more sense in larger organizations than in smaller businesses and vice versa. For example, it likely wouldn't make sense to have an enterprise management solution like Microsoft Endpoint Configuration Manager for a business that has just 10 employees.
Keep in mind that an organization in one size category would probably incorporate additional options from other size categories. This table is not intended to exclusively identify a technology with a specific business size. Depending on where your organization fits in this table and the technologies available to you, you can choose which portion of this guide to use.
For example, if you run a small business, you may want to keep your OneDrive deployment simple by installing the sync app manually on your employees' computers and using the SharePoint admin center to manage a few settings for your users. Alternatively, if you're running an enterprise, you may choose to deploy and manage OneDrive by using advanced tools like Microsoft Endpoint Configuration Manager and Group Policy, and you could use the sections that correspond to those tools, instead.
To accommodate various situations, the deployment and management portions of this guide are in a modular format so that you can consume the document in the way that best aligns with your deployment needs and capabilities. This format also provides visibility into alternate technologies to improve your current processes. System requirements. Even though you can upload, download, and interact with your OneDrive files from a web browser, the ideal OneDrive experience comes from the Windows and Mac sync apps and the iOS and Android mobile apps.
With that in mind, OneDrive is available for most operating systems and browsers and requires minimal hardware. For a full list of system requirements for using OneDrive, see OneDrive system requirements. License requirements. There are multiple methods by which you can acquire a license for OneDrive. However, a few OneDrive features are available only within certain licensing models. For info about the licensing requirements for OneDrive, its advanced features, and any special licensing required for them, see Office plans.
When deploying any new technology, there's always an ideal process to follow to ensure that you deploy it correctly. This section covers the high-level planning and deployment steps to help ensure that your OneDrive deployment is successful. OneDrive deployment can be as simple as a local installation and may not require all the steps in this section. For example, the "Determine devices" and "Align technologies" sections may not be applicable to small business interested in performing a simple installation of OneDrive.
Your organization doesn't have to manage all connected devices for them to use OneDrive, but securing and managing the interaction with the data do require a layer of management capabilities. Start by determining which types of devices—iOS, Android, Windows 10—require access to OneDrive and who owns them the business or the employee.
Put this info in a spreadsheet to help you determine which capabilities you need from your technology solutions. Some management options are more suitable for devices that the organization owns and manages. Regardless of the platform running OneDrive and who owns it, the following management options are available to you:.
For Windows 10 devices that are joined to a domain, you have the additional option of using Group Policy for management. Also, for those devices that are owned and managed by the organization, you can use Microsoft Endpoint Configuration Manager to deploy OneDrive. When you've identified the devices that require access to OneDrive, you then identify the technology options available to you or that align with your organization's size.
If you're considering implementing a new deployment and management solution, the table in How organizations deploy and manage OneDrive lists the technologies that make the most sense based on organization size. Using this info, you can align the technologies you need or already have with the deployment and management capabilities that fit the devices you need to manage. You deploy, manage, and secure OneDrive based on the tools you chose in the previous steps.
Each technology has different deployment, update, and management options, so when deploying OneDrive, you must first consider whether you need to upgrade existing devices.
Also, securing OneDrive may include both client-side and cloud service—side configuration. Lastly, be sure to consider data compliance requirements, such as dedicated storage regions.
Because OneDrive provides access to files on many kinds of devices, it restricts the use of certain characters, file names, and folder names. In addition, certain features are available only in the Windows operating system. Lastly, if you want to request new functionality or vote on great community ideas for OneDrive, visit OneDrive UserVoice.
Microsoft will be moving from UserVoice to our own customer feedback solution on a product-by-product basis during Learn more.
User adoption is important to the overall success of any new application. Ideally, to feel that you have maximized your investment in Microsoft and OneDrive, you need to maximize user engagement with them. To do that, start by focusing on three critical success factors:. Securing the participation and buy-in of key people within your organization is critical to successful user adoption. This support can come from business-focused leaders, IT leadership, or anyone else who has a vested interest in seeing OneDrive and Microsoft succeed in the organization.
It is important to have both executive or business leader support and product champions to help carry the knowledge to their peers. Whether you're formally delegating the product champion role or allowing it to grow organically, champions are mission critical to user adoption. In fact, a SharePoint user study in showed that people prefer to learn from a coworker than from an IT employee. For more info about how to identify key stakeholders for your OneDrive and Microsoft implementation, see the Identify key stakeholders guide.
For more info about building a sustainable champion community, see Build a champion program. When planning to implement OneDrive and Microsoft , identify and define your business scenarios and how those scenarios align with the benefits of implementing OneDrive and Microsoft Work with your key stakeholders to identify the goals of the business scenarios, and then match those goals against usage scenarios.
For example, a business goal may be to maximize user productivity; a key usage scenario enabling that goal would be using OneDrive to access files from mobile devices, PCs, and Macs. For help with this process, see the Productivity Library.
Awareness and training. Creating awareness through awareness campaigns such as announcements, launch events, newsletters, town hall meetings, contests, and giveaways is a critical path to maximizing adoption. In addition, providing users with knowledge through classroom-style sessions and self-help guides helps them feel empowered to use OneDrive and Office For more info about user communication and training on Office , see the Plan your Office Launch: Communication and Training Guide.
Many resources are available from Microsoft to help you drive user adoption within your environment. For more info about a recommended Microsoft user adoption strategy, see the Microsoft End User Adoption Guide.
You can also contribute to or comment on adoption-related ideas in the Driving Adoption Tech Community. Various factors can impact the amount of network bandwidth used by OneDrive.
For the best experience, we recommend that you assess this impact before doing a full OneDrive deployment across your organization. The article Network utilization planning for the OneDrive sync app includes the recommended process for determining your network bandwidth needs for OneDrive. Be sure to include this as part of your deployment plan.
If you have data residency requirements, consider OneDrive Multi-Geo. If you need to move a user's OneDrive to a different geo location, follow the steps in Move a OneDrive site to a different geo-location. Users who start using OneDrive after you configure OneDrive Multi-Geo — you can configure their preferred data location as part of your general user onboarding process and their OneDrive will be created in the appropriate geo location. Features such as file sync and mobile device management work normally in a multi-geo environment.
There's no special configuration or management needed. The multi-geo experience for your users has minimal difference from a single-geo configuration. For details, see User experience in a multi-geo environment. If your users have files in on-premises OneDrive, they may have trouble accessing them unless they've bookmarked the old URL.
It's important to have a migration plan for these files before you deploy hybrid OneDrive. For migration options, see Migrating data later in this article. Doing so will update the OneDrive navigation links in SharePoint Server to point to OneDrive in Microsoft — again, giving your users seamless navigation to OneDrive in the cloud from either location.
For more info about how to configure OneDrive in a hybrid scenario and how it works, see Plan hybrid OneDrive. SharePoint hybrid has a variety of features to create a seamless experience when using both SharePoint Server and SharePoint. If you're planning to configure hybrid OneDrive, consider including other SharePoint hybrid features for a better overall user experience. For more info, see Explore SharePoint Server hybrid.
After you've migrated your users' files from on-premises OneDrive and configured hybrid OneDrive, to save disk space, you can reduce the quota for your on-premises OneDrive top-level site collection to a minimal value.
OneDrive shares can contain sensitive info that could damage your organization if it were shared with the wrong people. This section provides info about how to help prevent accidental data leakage and protect your data by controlling who can access it. If you're using information rights management IRM , OneDrive can synchronize those file libraries and provide a seamless experience for users.
You can use Windows Information Protection WIP to help prevent data leakage by deploying application or device policies that restrict how your employees can store, access, and use your organization's data. For example, you can restrict users to synchronizing files that contain company data only to OneDrive and not to personal cloud storage providers like Dropbox.
If you've decided to use Windows Information Protection with OneDrive, see the following resources to set up your Windows Information Protection policies:. Azure Information Protection is a cloud-based solution that helps organizations classify, label, and protect their documents and emails.
This classification can occur automatically when administrators define rules and conditions; manually by users; or both, where users receive recommendations.
Users can synchronize Azure Information Protection—protected files to OneDrive after you have configured their accounts to do so. You can add Azure Information Protection to your Office subscription on the Subscriptions page of the Microsoft admin center. If you have decided to use Azure Information Protection, to configure the necessary settings for it to work with OneDrive, see Office Configuration for online services to use the Azure Rights Management service.
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