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File Storage

As a student and staff member at the University of St Andrews, you are allocated 5GB of network storage. As part of our Office 365 subscription, you also have 1TB of cloud-based file storage via OneDrive, Groups and Teams.


What are your file storage options?

Home Drive

Personal files that you don't need to share, co-author or access on any device.

S‌hared Drive

Shared files within your School or Unit. What you can access will be determined by your area.

R‌esearch Share

Shared files for your research project. The Principal Investigator requests and manages this.


Personal files that can be easily shared, co-authored and accessed on any device.


Shared files that relate to your Team which you want everyone in the Team to access.


Shared files for your Group to access and co-author. Groups will eventually retire and be replaced with Teams.

Find out more about these file storage options, including space allowance and backup frequency


Guidance on where to store your files

Use the information below to see which option suits your needs. 

Personal files

1. Always pick either OneDrive or Home Drive

Unlike your Home Drive, areas on your device like Desktop, My Documents, My Pictures and Downloads aren't backed up by a server. This means we can't recover the files if your laptop is lost, stolen or damaged.

2. Want to access it on any device, share or co-author? Pick OneDrive.

What files to keep on H: drive? Anything that doesn’t need to be accessed on any device or shared with others.


Shared files

  Recommended use Positives Drawbacks
Shared Drives Mainstay departmental documents that enable business-as-usual
  • What you can see will be determined by your School or Unit
  • The familiar look of File Explorer
  • Can't edit documents at the same time
  • Quickly becomes an archive which may be harder to maintain
  • Documents need to shared with externals via email
  • Not self-service, managed by IT Services
Teams Collaborative projects or tasks with a timescale
  • Better functionality - you can communicate, collaborate and personalise your Team
  • Access from any device
  • Add externals
  • Self-service
  • A new interface (intuitive to use and explained in webinar)
  • No access control within the Team so all members can see all files and conversations
Groups Files relating to your Group. Groups are normally created to act as a shared mailbox or distribution list. For collaboration, create a Team instead.
  • Self-service
  • Add externals
Being phased out by Microsoft with push towards Teams

Unsure what to keep in the cloud? Download our new Information Classification resource (PDF, 370 KB)