Student Workstation: Sharing files between student employees by using OneDrive

Setup a student worker or grad assists to share files among a team

In the past a Local User Account was set up for student employees to use on student workstation. Workers could use the same files saved locally to the computer. This is an ill-advised practice because files are not backed up and often the files are stored on a computer that is not secure (computer has no password). It is highly encouraged that OneDrive for Business be used because it stores files in the cloud, guarding against hardware failure and allowing the owner of files to give access to only to those people who need it and modify permissions quickly and easily. Students are also able to be set to use SharePoint or Teams, if a department prefers.

Owner of Files (most often student supervisor)

  1. Upload files to a folder in OneDrive for Business. There are two methods to upload files: OneDrive sync method and OneDrive browser method.
  2. Log into the web-based Outlook email (here).
  3. Using the App Launcher, open OneDrive.
  4. By clicking on the email from the personal account area of UW-Stout logins page. In the upper-right, click on app launcher and choose OneDrive. Once in the OneDrive interface, click on the ellipses (...) by a file or folder and click Share. Grant read or edit access to student workers to the files and folder of the owner's choosing. (Email will be sent from OneDrive informing those individuals with whom the files are shared.)
**Note: If the owner of the files leaves their campus job, all shared files will disappear when their accounts are disabled.

Student or Grad Assist Accessing Files

  1. Log into the web-based Outlook email (here).
  2. Using the App Launcher, open OneDrive.
  3. Students can access shared files using the link in the email that was originally sent when files were shared by the owner.  Students can also find files "Shared with me" on the left hand side of window in OneDrive.

Shared with me image

Keywords:employment   Doc ID:59505
Owner:Arthur C.Group:UW Stout
Created:2016-01-08 16:11 CDTUpdated:2023-03-22 16:13 CDT
Sites:UW Stout
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