IT ServicesStaff

Office 365

Distributing Files


In the case of a small file and a few recipients it may be fine to just send it as an attachment to all of the people. In the case of a large file, or a lot of recipients it may be better to put the file somewhere where the recipients can obtain it, and tell the recipients where it is.

There are two ways of doing this:

Workspaces: works for members of your department, research group, etc who have a workspace set up (limited to members of the University).

OneDrive for Business: This is for personal storage

Office 365 Groups: works for all of the above

Workspaces can be useful for files which are going to be edited by more than one person; they merely navigate to the file and double-click to open it. This is the only way you can have an Access database accessed by several people in your group of colleagues.

Your workspaces will be available under Computer. Choose the appropriate folder (drill-down as necessary), and move the relevant file(s) there. In the address bar of Windows Explorer, right-click and choose Copy address as text. In your e-mail you can then paste the address of the folder in to tell your recipients where the file or files are located.

You cannot share outside the University with group Workspaces.

OneDrive for Business, for staff, is a service being rolled out to the University in support of collaborative working and information sharing.

Office 365 Groups supports collaborative working and information sharing across the University and with external partners.  Bringing together conversations and calendar from Outlook, files from SharePoint, tasks from Planner, and a shared OneNote notebook into a single collaboration space, you can use Office 365 Groups to collaborate with your colleagues when writing documents, creating spreadsheets, working on project plans, scheduling meetings, sending email and more.

To learn more about  Office 365 Groups click here, or alternatively for a quick introduction to Office 365 Groups watch this short video  (Note: At Loughborough, we've decided to make Groups private by default). 

Office 365 Groups is continuously being updated.  You can contribute to its development or see what’s coming on the Microsoft feedback forum or on the Microsoft product roadmap