How to Move Department Files from the Network Drive to Microsoft Teams and SharePoint FAQ

Table of Contents

1. Background and Benefits

  1. Why are we moving away from Mines network department drives?
  2. What makes Microsoft Teams/SharePoint superior to our current network department drives?

2. Preparing for Migration

  1. Who is responsible for organizing and migrating our department's files?
  2. What's the difference between OneDrive, SharePoint, and Teams for file storage and collaboration? How do I choose which to use?
  3. How do I review and organize my files before migration?
  4. What are best practices for organizing content?
  5. How do I archive old data effectively?
  6. Explain how file permissions and sharing in OneDrive and Teams works?

3. Using Microsoft Teams

  1. How do I create an Microsoft Team?
  2. How do I move my files from my current Department Drive to Microsoft Teams? [Windows Edition]
  3. How do I move my files from my current Department Drive to Microsoft Teams? [Mac Edition]

4. Managing and Sharing Files

  1. How do I share out files with people inside and outside of Colorado School of Mines and what if I want to revoke access?
  2. What are the ways we can view all files and folders I own and shared with?
  3. Are there any backups of our files and folders?

5. Troubleshooting

  1. Ever since I moved my files to the cloud, Microsoft Outlook, Word, and other Office apps have been running slowly—what can I do to fix this?

6. Need Help?

  1. For any queries related to support do contact the below number

 

Why are we moving away from Mines traditional network drives (Z, Y, and I drives)​​​​​?

Our legacy network storage systems no longer meet our evolving needs. The traditional storage solutions:

  • Are difficult to manage and maintain.
  • Limit collaboration across departments.
  • Lack modern security features that Mines requires.

Moving to OneDrive and Teams provide a more secure, scalable, and efficient way to store and collaborate on files. 


 

 

What makes Microsoft Teams/SharePoint superior to our current network department drives?

When we have a traditional network share, you must be on that network. This means connectivity to campus is required to access the files. Meanwhile, with Microsoft Teams, you can access your files from any device, anytime, without needing VPN. Additionally, there are also a lot of features that come with Microsoft Teams that will help you become more modern in your approach to sharing files/folders in real time with colleague within or outside of Colorado School of Mines. 

 

Who is responsible for organizing and migrating our department's files?
As the data owners, each department is responsible for organizing, purging, and migrating their departmental files before the deadline. Once your migration is complete, the departmental drive will be put into a read-only state and then closed. 

 

What's the difference between OneDrive, SharePoint, and Teams for file storage and collaboration? How do I choose which to use?

Microsoft OneDrive

  • OneDrive is best for: Personal storage and sharing.
  • Use OneDrive when: You need to store and sync files for your own work or share documents with specific individuals. Files are private by default, but you can share them with people inside the organization and outside the organization.

*Learn how to move your files from the Home Drive to Microsoft OneDrive

Microsoft SharePoint

  • SharePoint is best for: Team and organization-wide collaboration and communication.
  • Use SharePoint when: You need to store files in the cloud and share them with your team or organization. SharePoint offers robust permission management and feature-rich sites for collaboration.
  • Additional notes:
    • SharePoint is the backend of Microsoft Teams. Open your Team within SharePoint to manage those more robust management capabilities.
    • SharePoint also offers a communication site. This would be more geared towards organization-wide collaboration and communication.

Microsoft Teams

  • Teams is best for: Real-time communication and collaboration.
  • Use Teams when: You need to have conversations, work together on files, call, and meet right where the work is happening. Teams integrates with SharePoint and OneDrive for seamless file sharing. It also offers more storage space than general OneDrive personal files. Teams files and sharing offers the same capabilities as would a typical file share.

*Learn how to move your files from the home drive to Microsoft OneDrive.

 

How do I review and organize my files before migration?

Follow the instructions in this knowledge base article. 
 

What are best practices for organizing content?

Follow the instructions in this knowledge base article. 
 

How do I archive old data effectively?

Follow the instructions in this knowledge base article. 
 

Explain how file permissions and sharing in OneDrive and Teams works?

Follow the instructions in this knowledge base article. 
 

How do I create an Microsoft Team?

Follow the instructions in this knowledge base article. 

 

How do I move my files from my current Department Drive to Microsoft Teams? [Windows Edition]

Follow the instructions in this knowledge base article. 

 

How do I move my files from my current Department Drive to Microsoft Teams? [Mac Edition]

When moving files from the department drive, you need to ensure you are connected to the Mines network either by being on campus or on a VPN tunnel. Follow the instructions in this knowledge base article. 

 

How do I share out files with people inside and outside of Colorado School of Mines and what if I want to revoke access?

Follow the instructions in this knowledge base article. 

 

What are the ways I can view all files and folders that I own and who I've shared them with?

Follow the instructions in this knowledge base article. 

 

Are there any backups of our files and folders?

YES! Its called versioning. Given the ecosystem of Microsoft 365 and their apps, there are a couple of ways you can review versioning. This article will also detail how you can recover a file/folder after accidental deletion. Follow the instructions in this knowledge base article. 


Ever since I moved my files to the cloud, Microsoft Outlook, Word, and other Office apps have been running slowly—what can I do to fix this?

Follow the instructions in this knowledge base article. 

For any queries related to support do contact the below number

Contact the IT Service Desk at 303-278-HELP (4357) or submit a ticket at: https://helpcenter.mines.edu/  

 

 

 

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