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Saving your work

Saving your work safely is one of the most important aspects of using any computer. It is recommended to save your work in your allocated space on the university network. This can be accessed through the U: drive on all PCs (Windows) or through the Network Home Login link on all University Macs (accessed through the cat icon on the desktop). If you have saved your work on the W: drive - move it across to the U: drive - your personal secure storage area.

When using the Library computing facilities DO NOT store any of your work on the Desktop or the C: drive as it will be deleted when you log out.

You can also store work on CDs/DVDs, USB flash drives or external hard drives.

Backing up

It is highly recommended you make backups of your work in different places in case of device failure. It is also recommended that you save multiple copies of your work in case of file corruption. 

Work saved in your allocated space on the U: drive cannot be accessed off-campus. If you need to access your work off-campus consider using cloud storage solutions, such as OneDrive.

OneDrive

Students now have access to OneDrive as part of their Solent University account.  OneDrive offers up to 1TB of storage per student, and can be accessed off site, giving you the flexibility to work where and when you want to. If you start your work on campus it will be there when you get home, just where you left it.

OneDrive also offers collaboration, with easy file sharing. The online interface will allow you to track contributors’ changes, and you no longer need to worry about multiple copies as you are all editing the same document.

Saving

OneDrive can be accessed via your Office365 web app, or by clicking the icon in the Start menu of any Windows 10 PC on campus. Files can be dragged and dropped onto folders to store them.

If you use the OneDrive app on a mobile device, please ensure that it is suitably protected, and note that if you choose to sync without being connected to a wireless network, you may use up a lot of mobile data.

Sharing

You can share files with anyone who has an Office 365 log in or Microsoft account. You can also use the 'guest link' option, although in this case the file will be viewable, but not downloadable.

Please be aware that using the ‘share’ feature may make your document available to anyone in the world, as links may be forwarded on without your permission. If you want to share documents it is highly recommended that you use the ‘invite people’ option instead, with ‘require sign-in’ ticked. Sharing in this way gives you more control over who can access your documents.

Closing of accounts

Please be aware that if you leave the University and your account is deleted, your OneDrive document library will also be deleted.

Intended use

OneDrive for Business is intended as storage for university related content.  Please note that when sharing with external contacts you should follow all University policies regarding information-sharing with third parties, including the Data Protection Policy.

It is the user’s responsibility to ensure that their usage of the service is compliant with all University policies, including the IT Acceptable Use Policy and the Data Protection Policy, which should be read in conjunction with the Student Regulations/Charter.

IT Acceptable Use Policy

Data Protection Policy

Student Charter

Further Information

If you require support in using your OneDrive, please visit the Learning Technologies helpdesk, or email LT.help@solent.ac.uk.

USB flash drives

USB Flash Drives are really useful for moving work between computers, however you should never rely on them to store documents as they can easily become lost or damaged.  Always make a copy of a file in a second location.

If you find a USB somebody has left behind, please hand it in to the Learning Technology helpdesk on the second floor of the Library, as it could contain work vital to passing a unit or course. The helpdesk staff will make every effort to identify and contact the owner from the contents on the device e.g. a CV or similar. To assist in this it is a good idea to create a simple Word file that just contains your name and save it to any new USB stick you intend to use.

Staff will keep the device for 3 months and if they are unable to identify the owner or make contact then the device will be securely disposed of.

Email attachments

Another method some students use to move work between home and the University is as an email attachment. If you choose to do this you must ensure that you save your attachment correctly or you could lose work.

When you open an email attachment, before you work on it, click on 'Save As...' and select your U: drive as the location.  If you simply click on 'Save' you will not be able to retrieve it after you have closed it.

 

Page last updated on Thursday 30 November 2017 at 1.49pm.

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