Access and manage your Microsoft 365 files

On this page:

Overview

You have many options for accessing Microsoft 365 files in Microsoft Teams at IU and in Microsoft OneDrive at IU. The particular method that will work best for you may depend on your workflow and on the device you are using to access files.

Determine whether you're storing institutional files

If you're unsure whether you're storing individual or institutional files, ask yourself:

  • If you were to change positions or leave Indiana University tomorrow, would your department or colleagues need these files to continue their work? If so, they are institutional files.
  • Are any of these files classified as Public data, University-Internal data, Restricted data (such as grades), or Critical data (such as PHI)? If so, they are institutional files.

Examples of institutional files may include research data, course files (such as lesson plans, assignment outlines, syllabi, etc. that are not stored within Canvas), training manuals, or files associated with IU committees, labs, and student groups, etc. Most faculty and staff store institutional files.

Individual files, on the other hand, are personally-created files, such as resumes, personal meeting notes, or presentations.

Important:
If you are storing institutional files, see the Institutional storage request form unless your IT Pro has already set this up for you. You may request an institutional storage account that only you can access, if desired.

Choose how to access your files

Select how you prefer to access your files:

Access and manage your files from a web browser

Add and edit files from OneDrive in a web browser

  1. Log into Microsoft 365 at IU.
  2. Above "Home", select the app launcher icon (Microsoft app launcher (nine dots)), and then select OneDrive.
  3. Under "Quick access", navigate to your files.
    Note:
    If you are storing non-institutional files, choose My files instead.

Add and edit files from Microsoft Teams in a web browser

  1. Log into Microsoft 365 at IU.
  2. Choose Teams.
  3. Select the desired team.
  4. Navigate to the channel with the files you'd like to manage.
  5. Choose the Files tab.
Note:
While UITS recommends managing file permissions within Microsoft Teams, for more robust settings, choose Open in SharePoint.

Access and manage your files from the file explorer

Before you begin, install (if needed) and log into the OneDrive application (for detailed instructions, see Sync OneDrive files).

To set up access to Microsoft Teams files, in a browser:

  1. Log into Microsoft 365 at IU.
  2. Above "Home", select the app launcher icon (Microsoft app launcher (nine dots)), and then select OneDrive.
  3. In the left navigation pane, under "Quick access", select the desired library.
  4. In the top menu bar, choose Sync. If prompted, choose Open Microsoft OneDrive. This should result in the files displaying in the file explorer under "Indiana University."

To set up access to OneDrive folders that have been shared with you, in a browser:

  1. Log into Microsoft 365 at IU.
  2. Above "Home", select the app launcher icon (Microsoft app launcher (nine dots)), and then select OneDrive.
  3. In the left navigation pane, to view folders shared with you, choose Shared.
  4. Select the folder that you would like to sync.
  5. In the top menu bar, choose Sync. If prompted, select Open Microsoft OneDrive. This should result in the files displaying in the file explorer under "Indiana University".

OneDrive files that you own will sync automatically on a computer synced to your OneDrive account.

Add and edit files from the file explorer

To open, edit, and add files, open the file explorer on your device and navigate to the Indiana University folder. If you have not yet set up OneDrive on your device, see Sync OneDrive files.

Note:
If you are storing non-institutional files, choose OneDrive - Indiana University instead.

Access and manage your files from the Microsoft Teams application

Note:
Whether you can access files from within the Microsoft Teams application depends on how your team's folder structure and permissions are set up. See File visibility in Microsoft Teams.

Add and edit team-specific files from within the Microsoft Teams application

  1. In Microsoft Teams, select the Teams tab.
  2. Select the team whose files you'd like to manage.
  3. Navigate to the channel with the files you'd like to manage.
  4. Choose the Files tab.
Note:
While UITS recommends managing file permissions within Microsoft Teams, for more robust settings, choose Open in SharePoint.

Add and edit files from within the Microsoft Teams application

  1. In Microsoft Teams, choose the Files tab.
  2. Select Microsoft Teams.
Note:
If you are storing non-institutional files, choose OneDrive - Indiana University instead.

Access recordings of Microsoft Teams meetings from within the Microsoft Teams application

Navigate to the channel where the meeting was hosted. The recording will be available as a post within the channel. For more, see Find recordings.

Related documents

Compare cloud storage sync clients and editing options on Windows and Mac computers at IU Manage files and folders in Microsoft OneDrive at IU

This is document bggp in the Knowledge Base.
Last modified on 2023-04-17 12:38:18.