OneDrive: Access Your Files Anywhere

OneDrive is a file hosting service that Microsoft offers along with 365 subscriptions. In addition to storage, users may also collaborate with others by storing files in OneDrive and sharing them with other users. Often people will colloquially refer to OneDrive as Microsoft 365, though technically 365 includes a suite of online and desktop programs. OneDrive is also a great way to maintain access to files on all your devices.

FERPA

FERPA is the federal law designed to protect the privacy of education records. It provides guidelines for appropriately using and releasing student education records. When working with programs like OneNote, OneDrive, or Microsoft Office 365, remember to take note of where documents are stored. If a document or notebook will be stored in the cloud (e.g. OneDrive, Sharepoint), it may not contain any non-directory information. For full details about FERPA at WSU, visit FERPA Guidelines.

See Cloud Storage Disclaimers: FERPA at the bottom of this page for more information.

 

Video

Here is a short video to demonstrate how to access your OneDrive, or read on for written instructions.

Log in to Your OneDrive

 

To access OneDrive and your Microsoft 365 account through myWSU:

  1. Log in to myWSU
  2. In the upper right, select Office365

As described above

 

You may be prompted to log in again. Pay attention to any instructions on the screen. You may need to log in using:

  •  Username: your myWSU@wichita.edu (e.g. A123Z987@wichita.edu)
  • Your myWSU ID password

 

Direct Link

To log in through a direct link:

  1. Go to: o365.wichita.edu
  2. Log in:
    • Username: your myWSU@wichita.edu (e.g. A123Z987@wichita.edu)
    • Your myWSU ID password

Log In screen

In both instances, the icon is a cloud labeled OneDrive.

OneDrive icon

 

Using OneDrive

We would love to see you in an upcoming OneDrive Essentials training session (visit myTraining for times)! We cover all the ins and outs of creating files, organizing files, and filecollaboration. Here are a couple tips to get you started.

The menus in OneDrive change depending on what you have selected. Th default view shows the ability to create new documents with the online version of Microsoft Office apps, or upload existing files.

OneDrive Menu

 

Uploading Files

To upload an existing file or folder, select Upload and choose an option.

Upload dropdown

Another way to upload files is simple to drag and drop them into the Files pane on the OneDrive page.

Menu Appearance

Click on a radio button to the left of an item in OneDrive. Notice how the upper menu changes.

OneDrive menu upon selection

A lot of these features may also be accessed by right clicking on top of a document or clicking on the ellipses to the right of the document name.

Right click menu

 

Options include the ability to:

  • Share (collaboration)
  • Copy Link
  • Download
  • Delete
  • Move or Copy to another location
  • Rename
  • View Version History

OneDrive Apps

Once you start utilizing OneDrive, you will find there are numerous ways to access your files. Apps are available for tablets, cell phones, and also your computer. Computer apps are particularly handy, as you will have access to a folder on your desktop that behaves much like any other folder on your computer. This means you won't have to log in through myWSU every time you need to access your documents.

To download the Apps, select the Get OneDrive Apps link in the lower left of the screen in OneDrive.

Get OneDrive Apps Link

The OneDrive folder will live among the other folders on your computer and syncs regularly with the cloud.

OneDrive Icon

 

Cloud Storage Disclaimers: FERPA

FERPA is the federal law designed to protect the privacy of education records. It provides guidelines for appropriately using and releasing student education records. When working with programs like OneNote, OneDrive, or Microsoft Office 365, remember to take note of where documents are stored. If a document or notebook will be stored in the cloud (e.g. OneDrive, Sharepoint), it may not contain any non-directory information. For full details about FERPA at WSU, visit FERPA Guidelines.

 

Non-Directory Information

The following types of student information are examples of information that are not directory information, and should neither be stored in any cloud based storage location nor shared by email:

  • GPA
  • Grades
  • Race/Ethnicity
  • Gender/Sex Type
  • Social Security Number
  • WSUID
  • Financial information, including Financial Aid

Directory Information

The following types of student information are considered directory information, and are therefore permitted to be stored in the cloud:

  • Student’s Name
  • Address
  • Telephone listing
  • Email
  • Photograph
  • Age
  • Major field of study
  • Dates of attendance
  • Grade level
  • Enrollment status
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Degrees
  • Honors and awards received
  • Most recent educational agency or institution attended

Any student, current or former, may withhold disclosure of “directory information.” If a student is marked with the indicator “confidential,” their directory information should not be stored in the cloud.

Examples

Acceptable*

Unacceptable

A list of current students with contact information and majors

A list of students that contains WSUIDs and/or grades

A document discussing the previous school of a recent transfer student

A document discussing the GPA of a recent transfer student

 

*It is always unacceptable to save information in the cloud regarding any student marked “confidential.”