IT

File sharing and file storage

Microsoft Teams

Use Teams for content required by other staff on an ongoing basis

  • Team site owners are responsible for managing content and access permissions within the Teams site. They can delete the Teams site and all its content. We recommend a minimum of two Team Owners, and no more than four
  • You can add people outside the University to a Team as guests
  • Any content in a Team is automatically shared with members of that Team
  • Don’t use for content that should not be seen by other members of that Team or channel

  • Find out more about Teams
  • Add guests to a team in Teams (Microsoft support)

Recover and restore files

The University’s SharePoint, Teams and Outlook data is stored in  UK Microsoft’s data centres.

Files in the Recycle Bin are stored for 93 days (3months) before they are permanently deleted

Microsoft 365 saves up to 500 versions of a file so you can view or revert to an older version

Deleted Teams sites

If the Teams or SharePoint site has been deleted by the Team Owner in the last 30 days, it may be possible for an IT Administrator to recover it. After 30 days the Team or SharePoint site will be permanently deleted. Contact the UofG Helpdesk for support.

OneDrive for Business

Use OneDrive (via Microsoft 365) for work-related personal file storage and ad-hoc collaboration. These should be reviewed regularly and in compliance with GDPR records management.

For content required by other staff on an ongoing basis – use Teams instead of OneDrive

File sharing

You can share folders and files on your OneDrive with colleagues and students.

You can also share with people outside the University:

  • If they also have a OneDrive account you can share files directly. This is the most secure method.
  • You can send a link to their email address, but be aware that the shared file can be read by anyone who has the email.

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Leaving the University

All content in your OneDrive is deleted 93 days after you leave the University.

Before you leave, transfer  over any key buisiness files on your OneDrive that are required by the University. The recipient must store these in a secure location.

University Transfer Service

Staff and students can use this service to:

  • Share files up to 20GB securely with anyone, anywhere
  • Receive files from anyone, anywhere

 To share a file larger than 1MB with several people use the University Transfer Service to temporarily make the file available to them in a secure and efficient way.

NOTE: Confidential material should be encrypted, find out more about Confidential Data.

Network drives

Staff can share data using a shared network drive which is accessible via Standard Staff Desktop and the Glasgow Anywhere Desktop.

Contact your local IT support for advice on setting up a new drive or to make changes to an existing drive. 

Support