When you think of OneDrive, you might picture a place to store files in the cloud. At KAUST, OneDrive is much more than storage. It is a productivity and collaboration tool designed to make your daily work easier, more secure, and more connected.
Remember: OneDrive is not a backup solution. It is where your ideas live, evolve, and come together. For full system backup and device protection, KAUST provides Atempo Lina as the official endpoint backup service.
OneDrive vs. SharePoint: Choosing the Right Home
It is common to wonder: when should you use OneDrive and when should you use SharePoint?
- OneDrive: Your personal workspace. Store files you are working on individually or sharing with a few colleagues. Think of it as your digital "My Documents" folder, but smarter.
- SharePoint: A central home for team or department-wide files. Content stays organized and accessible, even if roles change.
Rule of thumb: start in OneDrive when something is yours, move it to SharePoint when it becomes ours.
Storage Limits at KAUST
Each KAUST community member has up to 1 TB of OneDrive storage, available with a valid academic or business justification. This is more than enough for day-to-day work documents, research files, and collaboration needs.
Security and Compliance
OneDrive at KAUST is a secure, KAUST-managed environment. Your files remain inside KAUST’s Microsoft 365 tenant, which ensures compliance with institutional policies and provides stronger protection than personal cloud services such as Google Drive or Dropbox.
Sharing in OneDrive: Do It Safely
One of the most powerful features in OneDrive is the ability to share files and folders with others. To keep your work safe, it is important to use the right settings.
Sharing Options
| Option | Who Can Access | When to Use | Security Level |
|---|---|---|---|
| Specific people | Only the people you choose. They must sign in. | Best for sensitive files or when sharing with a defined group. | Highest security |
| People in KAUST with link | Anyone at KAUST who receives the link. | Useful for wider internal collaboration when exact individuals do not matter. | Moderate security |
| Anyone with link | Anyone, inside or outside KAUST, with the link. | Not recommended. Use only when external sharing is absolutely necessary. | Lowest security |
Access Levels
- Read: View only.
- Review: Add comments or suggest changes without direct editing.
- Edit: Make full changes to the file.
For the safety and security of your documents, always choose Specific people and give the minimum level of access needed.
New and Useful Features in OneDrive
- Automatic Cloud Saving in Word, Excel, and PowerPoint
New files created in these applications now save automatically to OneDrive by default. This reduces the chance of losing work and makes it easier to access your files across devices. - PDF Export and Compression
You can export files directly as PDFs or compress existing PDFs stored in OneDrive. This helps with emailing documents or reducing storage space. - Cross-Device Resume
Start editing a document on your phone and continue on your PC without needing to search for it again. - Colored Folders
Add colors to your OneDrive folders in Windows Explorer to quickly organize projects and spot them visually. - On This Day and Photo Tagging Controls
Turn off “On This Day” reminders or opt out of AI-generated photo tags for more privacy. - Personal Vault
Store sensitive files in a secure, multi-factor-authenticated section of OneDrive. - Comprehensive Restore and Version History
Revert individual files or your entire OneDrive to a previous state, protecting you against accidental deletions or unwanted changes.
Everyday Enhancements
- Share a link instead of attaching files in email.
- Use Version History to restore earlier drafts of your work.
- Collect files from multiple colleagues with Request Files.
- Scan documents or whiteboards directly from the OneDrive mobile app.
- Pin your most-used folders for quick access.
- Use the Recent and Shared with Me tabs to jump into active work quickly.
- Work offline with the OneDrive sync client. Changes will upload automatically the next time you connect.
Pro Tips
- Keep your OneDrive organized with consistent folder naming to avoid duplicates.
- Use OneDrive for personal or short-term collaboration, and move finalized or shared content to SharePoint.
- Check sharing permissions before sending links.
- Remember to back up your entire device with Atempo Lina, not OneDrive.
Wrapping Up
OneDrive at KAUST is not just about storing files. It is about working smarter, collaborating more easily, and making sure your documents are always where you need them. With new features like automatic saving, PDF tools, and cross-device resume, OneDrive continues to evolve as a powerful companion for your daily work.
Remember, OneDrive is for productivity and collaboration. For backups, Atempo Lina is the right tool to keep your devices safe.
For step-by-step instructions on getting started, visit the KAUST IT OneDrive guide.