Cloud storage means no more printing the wrong version of a document because you have eighteen copies saved. No more duplicating work when teammates edit simultaneously. No more realizing the file you need is on the laptop you left at home.
OneDrive, included in Northeastern’s Microsoft 365 suite, offers a convenient and secure way to store and share files from anywhere. Here’s how to make the most of it.
Understanding OneDrive at Northeastern
OneDrive comes standard with a Northeastern email account, giving everyone at Northeastern cloud storage space. Access the service with your Northeastern username and password.
Unlike other cloud storage services, Northeastern’s OneDrive instance includes enterprise-level security (such as advanced threat detection and robust encryption), automatic backups, and integration with other Microsoft 365 tools like Teams, Word, PowerPoint, and Excel. Your files are protected by the university’s security protocols and data governance standards.
Best practices for cloud storage
Organize strategically from the start. Creating a clear folder structure saves time and reduces confusion later. Consider organizing by semester, project type, or course rather than letting files accumulate in a single directory. Consistent naming conventions, like “COURSE_Assignment_Date”, make files easier to locate months or years later.
Use version history. OneDrive automatically saves previous versions of documents, allowing recovery of earlier drafts if needed. This feature proves most useful when collaborating on group projects or tracking changes to research papers over time. Accessing version history requires just a few clicks on any file.
Share with intention. OneDrive offers multiple sharing options, from view-only links to full editing permissions. Before sharing, consider who genuinely needs access and what level of permission makes sense. Access to shared files can be set to expire, restricted to Northeastern accounts only, and modified at any time.
Sync selectively. The OneDrive desktop application allows synchronization of cloud files to local devices, but syncing everything isn’t always necessary. Selective sync conserves local storage space while maintaining cloud access to all files through the web.
Understand what belongs in the cloud. OneDrive suits coursework, research drafts, presentations, and general academic materials. However, highly sensitive data—including certain classified research data, personal information, or confidential university records—may require different storage solutions with additional security controls. Reference Northeastern’s data classification policies for guidance.
Security considerations
While OneDrive provides strong security, the entire Northeastern global campus community plays a role in maintaining that protection. Avoid sharing links publicly or posting them on social media. Review sharing permissions periodically, removing access for collaborators who no longer need it. When working with sensitive information, verify that the appropriate safeguards are in place.
The university’s SSO system adds a layer of protection through multi-factor authentication, requiring not just a password but a second verification method, such as an email or text message. This security measure significantly reduces the risk of unauthorized access.
Getting support
Direct questions about OneDrive or cloud storage policies to IT Services. The Tech Service Portal provides additional documentation, video tutorials, and answers to frequently asked questions about Microsoft 365 tools. If you have any specific questions or concerns, consultations to review your unique file storage needs are available.
Cloud storage isn’t just convenient—it’s essential for getting work done today. By following these tips and best practices, you can make the most of OneDrive’s features to stay organized, work efficiently, and keep your files secure.
For more information about Microsoft tools at Northeastern, visit microsoft365.northeastern.edu.