Protecting Your Work
Whilst at University you will likely work on lots of digital documents that are important to your academic development. Ensuring that these are safely stored and backed up will prevent you from having to rewrite coursework or notes in the event of the originals being lost.
Saving Your Work
University of Leeds will give you 5 terabytes of cloud storage on OneDrive, which means you can store and organise all your files online and access them anywhere (through office365.leeds.ac.uk). If you need to collaborate on a piece of work, you can also securely share documents and folders. For more information see http://it.leeds.ac.uk/onedrive.
You will also have a home drive (usually M:\ drive), an area of the network personal to you, which you can access from any cluster PC on campus. However, we recommend you keep all your files on OneDrive as it gives you more space, easier access off campus or over the wireless network and allows sharing.
If you have any files containing confidential information, you must follow the guidance in the Universitys Information Protection Policy http://www.leeds.ac.uk/informationprotection. There is more information on the University's Data Protection Page http://dataprotection.leeds.ac.uk/.
5 Tb storage for each student
Maximum individual file size 15 GB
|1 Gb storage for each student|
|Access on university computers||Log into a university computer, open a browser (e.g. Internet Explorer or Google Chrome) and visit http://office365.leeds.ac.uk/||Log into a university computer and find the M: drive under My Computer|
|Access from own devices||
Use a web browser to access http://office365.leeds.ac.uk/
Use the OneDrive App (available for Windows, Mac, Android and iOS devices)
|Use the Desktop Anywhere service.|
|Coursework submissions on Minerva or Turnitin||Files stored on the OneDrive can either be downloaded to your device before uploading, or submitted from the synchronised folder from the OneDrive app||Files stored on the M: drive can be uploaded from a university computer or via Desktop Anywhere|
|Deleted file recovery||You can recover deleted items for up to 90 days from the OneDrive for Business recycle bin.||A daily backup is taken of your M: drive - files can be retrieved using the Previous Versions feature|
|Previous version file recovery||Use the document versioning feature which is turned on by default.||A daily backup is taken of your M: drive - files can be retrieved using the Previous Versions feature|
|Further information on OneDrive can be found on our website.|
OneDrive allows you to easily share files with friends, tutors and the general public, however please make sure that you manage these permissions carefully and understand what the different options are. Shared folders have a 2 person icon that shows you that other people may be able to view or edit your files.
Some people attach documents to emails to share files with themselves or their coursemates. When opening an attachment from your email make sure that you save the file before you work on it. Files sent as attachments from email are only stored in a temporary file location and there is no guarantee that files here can be recovered.
Securing Your Coursework
Digitally stored files and documents can be accidentally deleted or saved over, your computer may break, get a virus, or could be stolen. Departments do not usually make allowances for technical issues if you submit work late, so it is up to you to make sure that your work is properly saved and backed up.
The best way to ensure your work is protected is to save it in several locations. Have a main copy that you work on, saving as you go and then once you've finished working, save at least one copy somewhere else.
If your only copy of your work is on a USB stick or CD and that breaks or gets lost then your files will be lost with it. Save your work to the M: drive or on OneDrive as well as your device so you have a back up. If internet access is a problem even saving to another device kept separately is better than only having it in one place.
Back Up Your Files
To protect all your files on your own computer including your photo and music files, you can set your computer to create a regular back up. A back up is a set of copies of the files that is stored in a different location from the original files (such as an external hard drive). Windows users can use tools such as the Back Up Files Wizard to back up their files at regular intervals and Mac users can use Time Machine.
If you use a Mac please make sure you remember to turn off the sharing settings to prevent other people being able to access your machine.
Check your back up is working regularly and if you have very important documents, save them in multiple locations yourself too.