Collaborating Securely and Effectively within Microsoft 365
What will this topic cover?
This topic is part of the wider Effective Communication & Collaboration pathway. The topic will introduce you to best practices for sharing files securely with colleagues to facilitate collaboration and helps to prevent the creation of multiple versions of files. Microsoft 365 is the name for all Microsoft products that we have at the University and can be found via our 365 online portal (see link).
Here at the University of Lincoln, we handle a vast amount of data, including research findings, student records, and confidential communications. Ensuring secure file sharing helps prevent data breaches, which can lead to identity theft, loss of intellectual property, and damage to the institution’s reputation. Moreover, adhering to data protection regulations, such as the GDPR, is essential to maintaining trust and compliance. By prioritising secure file sharing, universities can safeguard their community’s privacy and foster a safe academic environment.
Ensure that data isn’t shared with unintended parties to protect data.
Everyone works on the same version of each document rather than multiple versions sent in emails.
This approach will enable you to collaborate and work together on documents.
How to use this topic page
This topic page is split up into different sections. Each section has a step and an activity to complete. These include scenarios and links off to instructions to try elements for yourself. Each learning unit also has a reflective section to think about how this will be used within your own practice.
Step 1: When to use OneDrive vs SharePoint?
What is the difference between the two and when would I use them?
OneDrive
OneDrive is a cloud-storage platform where you can store your individual or personal files. OneDrive is tightly integrated with apps like Word, Excel and PowerPoint which makes it a convenient place to store and access your sensitive documents securely.
When would I use OneDrive?
- Personal/individual files that need to be secured..
- Files that do not to be shared with wider groups.
- Keep all of your files in one place with 1TB of storage available.
- Back up your files easily to the cloud so you don’t lose your work.
Sharepoint
SharePoint is a collaboration tool used to manage and share files and information across an organization. SharePoint allows multiple users to collaborate in one central location. However, SharePoint sites allow users to add multiple custom content, such as news articles, discussion boards and wider elements to make the SharePoint site more interactive and engaging, as well as giving access to share files.
Sharepoint sites are automatically created when a teams site is made. This is an easy place for you all to collaborate and share information within a group.
When would I use SharePoint?
- Creating a document that will be written and shared securely with multiple people/groups.
- Empowers and supports collaboration and teamwork
- Helps to connect items and find information quickly.
Activity 1 : Scenario
Read through this scenario and think about the questions below. Click on the answer button to find our an example solution.
Terrance wants to collate personal data related to a project they are currently working on. This data will need to be shared with the wider project team so that they can collaborate. It’s important that the data can be shared with the correct people.
Which tool would you recommend for this person? OneDrive or SharePoint?
Since Terrance is wanting to share the data collected, assuming he has let people know about the GDPR elements involved, he should upload this document to a SharePoint area (possibly through teams), to help share and collaborate the information. This also means that the team will be able to remove and add access to ensure that the data isn’t lost in case Terrence leaves his role.
Step 2: Why do we need to share and collaborate securely?
What do we mean by securely sharing files?
In higher education, securely sharing files is crucial to ensure that sensitive information is protected and only accessible to the right individuals. Using Microsoft tools for secure file sharing offers several benefits, particularly in compliance with GDPR guidelines.
- Ensures that only the right people can access files which contain sensitive data.
- You can manage access to add or remove people from the file.
- Files can be recovered if they are stored online.
Collaboration
You are able to work together on files collaboratively by sharing them with each other. This has many benefits over sending and attaching multiple files via email as it enables everyone to work on a document at the same time and gives you control over who has access to collaborate. This also ensures that everyone is working on the same version and can be changed back to a previous save using version control.
Common Challenges and how to overcome them.
To help understand some of the common challenges that happen when files are shared incorrectly, we have placed some examples. The case example to the right is a common challenge, what would you do in this situation?
Attaching files rather than sharing links can cause a few different challenges.If you attach the file, it can be opened/share by whomever receives it.
Attaching files may mean you have multiple different versions of the same file being sent around which can lead to inefficiencies and confusion between the most up to date document.
OneDrive and SharePoint can be very difficult to separate and if someone keeps a piece of work, even if shared correctly, within their personal OneDrive this can cause issues if it needs to be shared wider.
If that person leaves, then that particular file will disappear so all colleagues who utilised that file will no longer be able to access this which could limit the services and/or lead to loss of important data/processes.
Activity 2: Scenario
Read through this scenario and think about the questions below. Click on the answer button to find our an example solution.
Marianne needed to send some examination and student profile data to Sarah Smith, a student, as part of the University’s processes. Marianne attaches the document to an email and accidently types in the students email address wrong. The information accidentally went to Shelby Smith instead. Shelby has now seen this sensitive information and can download a copy.
What could Marianne of done instead?
At the University of Lincoln we work with a lot of student and staff data, and this includes sensitive data which we have to share with wider audiences.
Marianne should have saved the document within the cloud and used the ‘sharing tools’ built within microsoft to send a link and give access to Sarah so that she can ‘view’ the file only. Even if she had accidently sent the email to Sara she wouldn’t be able to access the file without being given permission.
Step 3: Share OneDrive files at the University of Lincoln
How do I share files within OneDrive.
You have the Option of sharing files within OneDrive to help you mitigate the amount of people that see the file. Digital Services have created some guidance for using OneDrive which includes:
- How to access OneDrive.
- Uploading Files.
- Sharing Links and Settings
Activity 3: Try it yourself
Visit the link below and try accessing and sharing a OneDrive file.
Please make sure that this is a document that is safe to share
Step 4: Sharing SharePoint files at the University of Lincoln
How do I share files within SharePoint.
You can set the sharing permissions of your files within SharePoint to ensure it’s done securely and safely. Digital Services have created some guidance for using OneDrive which includes:
Activity 4: Try it yourself
Visit the link below and try accessing and sharing a OneDrive file.
Please make sure that this is a document that is safe to share
Step 5: Reflection
What have I learnt from this learning topic?
This step is designed to help you think about what you have learned and how this applies to your own practice and context. Learning activity 5 will ask you some questions to help you with this reflection.
Activity 5: Reflect
Use the following questions to help you think about your own practice.
- Do you use often have to send secure data and do you use the methods above?
- Do you think you can improve your practice and how?
- How do you currently collaborate with wider groups and has this learning module helped you discover new ways to work together?
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