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Microsoft OneDrive offers the same individual storage capabilities as Box including the ability to collaborate in real time on files and accessibility from any computer, mobile device, or web browser. Collaboration and communication services from SharePoint and Teams bring additional value beyond what is currently available with Box.
Will I see any new benefits or features with this move?
Because of the tight integration of Microsoft products, the benefits to switching to OneDrive, SharePoint, and Teams come from being able to do things like collaborate on the downloaded client of office apps like Word and Excel which offers more functionality than the web version. You can also be signed into multiple OneDrive accounts locally on your machine through the app at the same time, which may be useful if you use a personal OneDrive account or have a cross-campus role.
Do I save my files to OneDrive or SharePoint?
If you’re working on a personal file, save it to OneDrive. Your OneDrive files are private unless you share them with others. If you’re already working as a team in Microsoft Teams or SharePoint you should save your files where your team works. Since all files shared with you can be accessed from OneDrive you can also start a document in your OneDrive and move it to a SharePoint folder shared with you.
Can I view all of the files I have access to from OneDrive and SharePoint in one place?
Yes, you can access both private files and team files through the OneDrive desktop, mobile, and web apps.
How can I access my files on OneDrive?
OneDrive will work on any current browser on all current operating systems, Linux/macOS/Windows, including Mobile, iOS/Android. Or you can use the OneDrive app to view your files.
How do I get the OneDrive app?
Microsoft currently provides OneDrive clients for Windows, macOS, iOS, and Android. https://www.microsoft.com/en-us/microsoft-365/onedrive/download.
Microsoft doesn’t provide a OneDrive client, but there is an open source client available on GitHub.
Where can the OneDrive app be downloaded?
If you are using a university managed computer you can download the software from your software portal. Otherwise you can go to https://www.microsoft.com/en-us/microsoft-365/onedrive/download and download the application.
What permission levels are supported in OneDrive and how do those compare to Box?
Box Collaboration Levels – https://support.box.com/hc/en-us/articles/360044196413-Understanding-Collaborator-Permission-Levels
One Drive Permission Levels – https://docs.microsoft.com/en-us/sharepoint/sites/user-permissions-and-permission-levels
What file types are supported in OneDrive and SharePoint?
All common file types are supported with OneDrive and SharePoint.
Do emeriti faculty have access to OneDrive?
Yes, emeriti will have access to OneDrive.
Does OneDrive support CMMC Level 1 compliance?
We are currently working to have a CMMC Level 3 compliant environment for University Research data.
What privacy protections are in place for my data?
As with other service contracts, NU’s contract with Microsoft includes privacy protections that prevent the unauthorized (and unlawful) access, sharing, or monetization of NU data stored through these cloud services. NU’s contracts provide greater privacy protections than the user agreement from personal Microsoft accounts.
Do we have a Business Associates Agreement with Microsoft?
Yes, we do have a BAA with Microsoft to cover HIPAA data storage.
Will OneDrive and SharePoint have similar functionality to Box for Research?
Yes, SharePoint will have similar functionality to Box for Research. ITS will retain current security levels and through Microsoft’s Data Loss Prevention, coupled with tagging, we will be increasing security. This will allow us to have security not only on the folder level but also at the file level.
Will ITS transition from Slack to Microsoft Teams?
At this time, ITS will continue to use Slack for internal chat functionality. ITS will continue to evaluate the functionality and budget impact of Microsoft Teams vs Slack.
What is the file size limits of OneDrive/SharePoint?
Depending on the web browser you use, you can upload files up to 100GB in size. (This limit is per file, not total.) For more information, see https://support.office.com/en-us/article/upload-photos-and-files-to-onedrive-b00ad3fe-6643-4b16-9212-de00ef02b586
How much space do I have in OneDrive?
Everyone starts with a 1TB quota for OneDrive. ITS can increase this to up to 25TB for a user by request. If the user needs greater than 25TB, we will need to work with Microsoft for a larger quota.
Does OneDrive have a trash? And can I recover deleted files?
Yes, OneDrive does have a trash folder and allows users to restore files for 30 days after deletion. See https://support.office.com/en-us/article/restore-deleted-files-or-folders-in-onedrive-949ada80-0026-4db3-a953-c99083e6a84f
Does OneDrive/SharePoint offer the same functionality as Box Drive?
Yes, there is a feature in the OneDrive app that will act similar to Box Drive. This will allow you to access all of your OneDrive and SharePoint files via Finder on macOS and Explorer on Windows 10.
How will data be migrated from Box?
ITS will utilize a tool to simplify the migration of data from Box to OneDrive and SharePoint. Private data will be migrated to OneDrive, shared or team data will be migrated to SharePoint. More information on these tools and the process will be available soon.
How should I work with my data during the migration, and how will I know when it's complete?
Users will be notified before their data is moved. During transition, they should avoid making changes to Box files to ensure all data is moved correctly. Users will be notified when they can access their files on OneDrive.
What type of data will be migrated?
All known and supported file types will be migrated, see https://support.microsoft.com/en-gb/office/file-types-supported-for-previewing-files-in-onedrive-sharepoint-and-teams-e054cd0f-8ef2-4ccb-937e-26e37419c5e4?ui=en-us&rs=en-gb&ad=gb
Am I responsible for migrating my private Box data?
No, all files currently on Box will be migrated for you. Please do clean up any data you no longer need before the migration.
Will file collaborators and sharing permissions be migrated?
Internal collaborators will be migrated. This includes UNK to UNK, UNL to UNL, UNO to UNO, NE to NE. Any external collaborators, including between NU campuses or shared links, will need to be re-invited and re-created.
Will Box file versions be migrated?
Our migration tool will be able to migrate up to 100 versions for each file currently stored within Box.
Will the migration tool move all file types from Box, including Box Notes?
Yes, the tool will be able to convert the Box Notes files into Word documents.
Will shared links in Box be migrated?
Existing box.com shared links will need to be re-created in OneDrive or SharePoint as new links.
How are files linked from Box to other software (Canvas, SAP, Smartsheet, etc.) impacted?
These files will need to be re-aligned and re-linked by the responsible person or teams.
Will Departmental Box data and Shared Box Folders be migrated?
Yes, data stored in Shared and Departmental Box accounts will be moved to the corresponding SharePoint site for the specific team or area. New SharePoint sites can also be created by request. ITS will work with your team or department to create a plan for the migration of your data after July 1, 2020.
How can I prepare for moving to OneDrive and SharePoint?
Start cleaning out your Box folders now. Take some time to delete unnecessary files and remove yourself, or your team, from shared items that you no longer need. When you are finished cleaning, remember to empty Box trash.
What happens to any data I already have data in OneDrive?
Existing data within OneDrive will be retained, and will not be overwritten or deleted.
I have migrated my data from Box to OneDrive. What do I do with my Box account and the data that remains?
If all of your data has been migrated and you no longer need your Box account, send an email to firstname.lastname@example.org and request that your Box account be changed to read only or deleted. Your Box account will be deleted automatically when the service is deprovisioned.