Building on our blog article “Here Are the Answers to Your Most Common OneDrive for Business Questions”, a number of questions were raised by IT Administrators – here we aim to answer them.
1) What happens to OneDrive for Business content for a leaver?
When you delete a user, you can choose what happens to their data: this includes Exchange data. If you grant access to another user, such as their manager, then that other user has by default 30 days to access and download the files they wish. This 30-day retention policy can be changed.
To make this process easier you can automatically set delegation to a leaver’s manager - see how
2) Can we perform eDiscovery against OneDrive for Business content?
You can use eDiscovery cases in the Office 365 Security & Compliance Centre to control who can create, access, and manage eDiscovery cases in your organisation. OneDrive for Business data can be included and you will need at least an Office E3 licence to do this.
3) Do I need a backup solution for OneDrive for Business?
In OneDrive for Business there is the ability for a user to restore back to a previous point in time going back 30 days.
But if the expectation is that files in the cloud are backed up and recoverable beyond this time, then it's worth considering a backup solution - Office 365 Backup (which we recommend) provides an intuitive 1st line support solution to manage backup and recovery.
4) Can I restrict the amount of storage my users get?
We understand that for many organisations more storage equals more data and can create more liability. The allocated storage can be controlled and limited, but be sure to plan your whole storage requirements first, as Microsoft Teams and Outlook can both store user content in OneDrive for Business.
In some scenarios where your licence allows, you can increase the amount of storage a user can have.
5) Can I control which devices users can sync to? How do we stop users using it on personal devices?
We recommend Microsoft Intune device management which can prevent or control how content is accessed across different devices.
We typically help customers create separate policies for corporate and personally owned devices using Intune.
6) How to I deploy the OneDrive.exe sync client?
The OneDrive client tool is now part of Windows 10 as well as Office Pro Plus so for desktop devices this should already be deployed.
For mobile devices the user can download from the from iOS, Android or Windows app store and then they can authenticate with their Office account.
Microsoft Intune can push applications out to managed devices.
7) Can I see what my employees are sharing?
All Office 365 activity including OneDrive for Business is audited so you can see what has been shared and by whom for the past 90 days. These Audit reports are available within the Security and Compliance centre.
8) What are the blocked file types?
There are no blocked file types that can be uploaded into OneDrive for Business in SharePoint Online although SharePoint 2016 and 2013 do have some types which aren’t allowed.
The Administration Centre in OneDrive for Business does allow for file types to be blocked if there is a need to put controls in.
9) Can I control which organisations my users can share with?
Yes, in the Administration Centre you set a whitelist of domains that your users can share with. Any other domains can then be blocked preventing external sharing to unauthorised organisations or email accounts.
10) What happens if I don’t want to allow sharing in OneDrive for Business but I do allow it in SharePoint?Within the management tools there is the ability to have different policies applied in the two services so restrictions can be put in place for users’ OneDrive data which is different to their shared data in SharePoint Online.