Collaborating and sharing in MS 365

Note: If you need to share a document that contains sensitive information, the document must be labeled with a sensitivity label (encrypted)

• See guide for using sensitivity labels
• See UiO's guide for information classification

Teams for sharing and collaboration, OneDrive for storage

OneDrive for storage

OneDrive is the standard storage location at UiO, and all documents you create should be stored there. If you grant others access rights to files and folders directly on OneDrive, there is a risk of making documents accessible to more people than you intended, or leaving them open longer than desired. You may also accidentally move a document, in which case you will need to grant access again.

Teams for sharing

When using Teams, the team you create has its own file area for sharing and co-authoring, allowing you to avoid concerns about opening, closing, or moving files. Additionally, you can chat and have conversations with other team members, and you have access to various other tools, such as planning tools and calendars.

Recommendation

UiO therefore recommends using OneDrive for storage, ensuring that you always have access to your documents regardless of where you are or which device you are using. For collaboration and sharing, we recommend using Teams.

Don't have OneDrive and Teams?

• On a Mac, you can install them from Managed Software Center (UiO-managed Mac) or from the MS 365 website (for personal computers and similar devices).
• On a Windows machine, you can install Teams from Software Center (UiO-managed PC) or from the MS 365 website (for personal computers and similar devices). OneDrive is installed by default on all Windows machines. 
• On mobile devices, you can install them from the App Store or Google Play / Play Store.
• Emeriti and guests have access to the online version of MS 365. They cannot download the programs, but can use them from portal.office.com. 

Information security

MS 365 is a cloud-based service. This means you must always consider the data - documents, images, and other items - you store on OneDrive or in Teams. 

• Read UiO's guidelines for information classification

Documents containing information that falls into the Green category - UiO open and Yellow category - internal can be stored on OneDrive or in Teams. If the information falls into the Red or Black categories, it should not be stored in a cloud service, but instead kept on UiO. See UiO's data storage guide.