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File sharing & collaboration tools

If you want to share files or collaborate with others, the following tools are available to you.

OneDrive for Business

OneDrive for Business is a cloud storage platform designed for personal file store and collaboration. Access is automatically allocated to staff and students.

Pros

  • Access your files from anywhere on any device without the need for VPN connection.
  • Collaborative Office document editing.
  • Users can manage access to shared documents and directories.
  • Uses your UCL login credentials to authenticate, no new passwords required.

Cons

  • Limited document size support. OneDrive only supports files up to 15GB in size.

Resources

For guides on using OneDrive and links to training resources, please see our OneDrive Knowledge Base.

OneDrive Clinics

OneDrive Clinics are on offer to UCL users, the aim of the OneDrive clinics is to provide 20-minute Teams sessions to discuss and provide information about the features, functionalities and benefits of using OneDrive to assist user understanding of the platform. To book a OneDrive Clinic session, please click here.

Microsoft Teams

Microsoft Teams is a communication & collaboration tool which provides a number of features.

Pros

  • Can be used on or off campus
  • External users can be included
  • Allows real-time collaboration on files
  • Hold video calls and present your desktop or selected applications

Cons

  • Sharing information is quick and easy therefore users need to be mindful that they are sharing information appropriately

Learn more about Microsoft Teams

Filestore @ UCL S: drive

Probably the easiest way to share files within a team is to create a shared area on the S: drive. There is a large amount of space here that can be made accessible for sharing. Once the shared folder is set up access to the folder is enabled by the IT Services. To ensure the access is appropriate the IT Services will need authorisation from the departmental coordinator.

Pros

  • Easy to set up.
  • 200GB of storage allocated initially.
  • Regularly backed up.
  • Additional storage up to 50TB can be purchased.
  • Ability to recover deleted/overwritten files within 90 days.
  • Anti-virus/malware protection applied automatically.

Cons

  • Can only be used for sharing within a department.
  • No external (outside UCL) access.

Learn more about the S: drive

Moodle

If you need to share content with students then Moodle is probably your best option at UCL. It has a lot of features which you can find out more about in the Moodle section of this site.

Pros

  • Great set of tools for sharing content.
  • Allows group work and participation.
  • Allows online submission of work.

Cons

  • Maybe over the top if all you want to do is share some files.

Learn more about Moodle at UCL

Wiki

Wikis are great for creating structures of articles on subjects in a similar way to Wikipedia.

Pros

  • Good for building a knowledge base for a course, project or service.
  • create simple, flexible  group-authored web pages.

Cons

  • you cannot upload files larger than 10Mb.
  • not a good file store - better to use the S: drive for staff.

Learn more about Wiki at UCL