Minnesota State Colleges and Universities

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1 Minnesota State Colleges and Universities Appropriate and Acceptable Use by System Office Staff Fall 2015 Click to view recording The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.

2 What is OneDrive for Business? Office 365 OneDrive for Business is an easy means of collaborative document sharing with colleagues and is similar to other cloud storage providers, including: Dropbox, Google Drive, icloud and Box. OneDrive for Business: Example of sharing options window 2

What OneDrive for Business is NOT OneDrive for Business is assigned to individuals it is not designed to be an office or team shared or S drive at this

OneDrive for Business is different from a SharePoint team site, which is intended for storing office, team or project-related documents and has

3 What OneDrive for Business is NOT OneDrive for Business is assigned to individuals it is not designed to be an office or team shared or S drive at this time; is not intended to replace the H drive at this time. OneDrive for Business is not required to be used. OneDrive for Business is different from a SharePoint team site, which is intended for storing office, team or project-related documents and has restricted access/security. OneDrive for Business is different from a personal OneDrive account cloud storage, which you may see as an option if you use Microsoft at home and have connected via a work device. 3

Considerations for Using OneDrive for Business and Cloud Storage OneDrive for Business is Minnesota State Colleges and Universities officially supported cloud storage for collaborative documents.

In OneDrive for Business, documents may be shared with colleagues and students within the system s Office 365 environment internal users with an active StarID or Guest StarID account, and external

4 Considerations for Using OneDrive for Business and Cloud Storage OneDrive for Business is Minnesota State Colleges and Universities officially supported cloud storage for collaborative documents. Personally provisioned cloud storage solutions (Dropbox, icloud, Google Drive, Box, etc.) should not be used for storing department/institution data. In OneDrive for Business, documents may be shared with colleagues and students within the system s Office 365 environment internal users with an active StarID or Guest StarID account, and external users defined within this presentation. As OneDrive for Business can be used to share documents with one or many individuals, you should be mindful about information sharing. Do not share information with individuals who should not have access to it. Once shared, documents may be forwarded and shared without your knowledge. Departmental documents and information maintained for access by multiple people in a department is more suitable for Minnesota State Connect SharePoint, or a shared S:\ drive. 4

5 Scope of Sharing in OneDrive for Business The documents and folders you store are only accessible to you until you decide to share them, or the documents are saved into a folder set to share. In Office 365 there are two external user types: Authenticated User with Microsoft or a work/school Office 365 account Authenticated Users Anonymous Guest that receives a view or edit link within an or document The table below provides a quick overview on how sharing is authorized in OneDrive for Business, depending on the external user type: Anonymous Guests Identification Signing in is required before they can access content (Microsoft or any Office 365 user account). What you can share Shared folders/documents in OneDrive for Business. Who can share All users can share their OneDrive folders/content What kind of sharing Exactly the same as internal users receiving an invitation to share means they can invite others to share that content! What are the security risks Guests with StarID or external users with Microsoft account can share content with other external users or copy the information and share it. Permissions inheritance and inadvertent sharing (e.g., nested folders). Can access content from a shared link without signing in. Only documents (send a link to view/ link to edit). All users can share a document and generate a view or edit link for external sharing. View only link can share with others! Edit link can share with others! Someone with an Edit Guest link might edit online or directly in Word. The Modified By column would be: Guest Contributor. Anonymous guest links can be shared to other people who might be able to view or edit the content! You won t be able to track these changes. 5

6 OneDrive for Business and Data Privacy Laws Most data about individual students and employees is classified by law as private. Private data may only be shared with persons whose work assignment reasonably requires access to the data ( need-to-know ). So do not use OneDrive for Business (or any other modality) to share private data with any person who does not have a need-to-know. If sharing private data with someone who has a need-to-know, Label the document: Private Do Not Forward Do not share documents containing any nonpublic data with persons who are not authorized; label such documents: Nonpublic Do Not Forward If you need help determining how data is classified start with the Data Privacy Toolbox: 6

Share Without Oversharing Once you have established the appropriate sharing parameters, pay close

Here are the basics: Share a Folder with Authenticated Users From the OneDrive for Business Documents

Click the current setting in the Sharing column C.

7 Share Without Oversharing Once you have established the appropriate sharing parameters, pay close attention when implementing! There are different options for sharing and it can be confusing. Here are the basics: Share a Folder with Authenticated Users From the OneDrive for Business Documents view options: A. After clicking on a row to select it, click the Share icon B. Click the current setting in the Sharing column C. Click ellipses to the right of the folder name, then click SHARE in the pop-up A the cat Be careful to only select the folders or documents that you want to share! C 7

8 Share a Folder with Authenticated Users Continued: A. Chose the permission level for the user: Edit or View B. Type the user s address The application will provide suggestions if anyone with that address exists within the unified system directory B A 8

9 Share a Folder with Authenticated Users Continued: The application will alert you if the address entered is not associated with anyone in the unified system directory C. Set the depth of sharing share everything in the folder, even other folders/ documents that are not already shared with the user? D. HIDE/SHOW Options There is only one option at this time, Send an invitation. Click SHOW to deselect Send an if you want to send your own C D 9

10 Share With Anonymous Sharing via an anonymous guest link doesn't require any authentication. Anyone who has the link can access the document it points to and can view or edit the document depending on the permission level of the link. Anonymous guest links can only be created for individual documents, not folders. Share Link to a Document with Anonymous Users B A C Be careful to only select the document(s) that you want to share! From the OneDrive for Business Documents view: A. Click a document to select it B. Click the Share icon OR C. Click the ellipses then Share Sharing policies: BE CAREFUL to share only as authorized 10

11 Share With Anonymous Share Link to a Document with Anonymous Users continued From the Share window: A. In the Share window click Get a link. B. Click CREATE LINK in either the View Only or Edit section. Sharing policies: BE CAREFUL to share only as authorized. C. If you create a link, or a link was previously created, you will be able to copy the link from the field. You can also click the icon to the right of the link to send the link to a phone. number A B C 11

12 Security Considerations Your files are not shared with others unless/until you save them in a Share with Everyone folder or choose to share them. Once an anonymous link is shared, anyone can access that document without a login. You should DISABLE links if that document s access changes. If you need to share the document again, create a new link for the document. This link will be different from the first one so you need to share the new link with your collaborators. When working with OneDrive for Business keep in mind Minnesota State Board policy 5.22 Acceptable Use of Computers and Information Technology Resources Subpart A. Acceptable use. System information technology resources are provided for use by currently enrolled system students, administrators, faculty, other employees, and other authorized users. System information technology resources are the property of Minnesota State Colleges and Universities, and are provided for the direct and indirect support of the system 's educational, research, service, student and campus life activities, administrative and business purposes, within the limitation of available system technology, financial and human resources. The use of Minnesota State Colleges and Universities information technology is a privilege conditioned on adherence to this policy and any procedures or guidelines adopted pursuant to this policy. 12

13 Confused or Have Questions? Do I have to use OneDrive for Business? No! Using OneDrive for Business is optional. When you re more familiar with the benefits of OneDrive for Business you may decide to use this powerful collaboration tool. Submit questions regarding acceptable use of OneDrive for Business to the Minnesota State IT Service Desk. For help using OneDrive for Business, please contact your local help desk, or go to the Minnesota State IT Division for Office 365 information and training resources. Thank you for viewing this presentation. Please send feedback to the Minnesota State IT Service Desk. 13

The Definitive Guide to Office 365 External Sharing. An ebook by Sharegate

The Definitive Guide to Office 365 External Sharing An ebook by Sharegate The Definitive Guide to External Sharing In any organization, whether large or small, sharing content with external users is an