OneDrive – Do’s and Don’ts (Policy Awareness)

The "OneDrive Do’s and Don’ts (Policy Awareness)" guide is a user-friendly manual that helps end users understand the best practices and company policies when using OneDrive—especially in a corporate or organizational environment. It’s designed to prevent data loss, ensure compliance, and promote responsible usage.

1. Do’s

Use OneDrive for Work-Related Files
- Store documents, spreadsheets, and presentations related to your job.
- Use it as your primary cloud storage for work files.
Organize Files in Folders
- Create folders by project, department, or topic.
- Use clear naming conventions for easy retrieval.
Share Responsibly
- Share files only with people who need access.
- Use “View only” permissions when editing isn’t required.
Use Version History
- Restore previous versions of files if needed.
- Helps recover from accidental changes or deletions.
Enable Sync on Trusted Devices
- Sync files only on secure, organization-approved devices.

Use Files On-Demand to save space.

Report Suspicious Activity
- Notify IT if you notice unauthorized access or file changes.

2. Don’ts

Don’t Store Personal or Sensitive Data
- Avoid uploading personal photos, videos, or private documents.
- Don’t store passwords or confidential personal info.
Don’t Share Files Publicly Without Approval
- Avoid using “Anyone with the link” unless explicitly allowed.
- Prefer internal sharing with named users.
Don’t Sync to Public or Shared Computers
- Never sync OneDrive on public or shared devices (e.g., cyber cafés).
Don’t Ignore Sync Errors
- Always check for the OneDrive sync icon.
- Red or paused icons mean something needs attention.

Don’t Use OneDrive as a Backup for Unsupported Apps
- Avoid syncing databases, Outlook PST files, or other live files that may corrupt.
Don’t Delete Shared Files Without Coordination
- Deleting shared files may affect others—check before removing.