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Northwestern University is in the process of transitioning from Box data storage to Microsoft’s OneDrive and SharePoint cloud solutions. The massive migration of nearly 48,000 accounts is well underway, and 11,000 accounts will be on the move in the next month. At this point, more than a quarter of Northwestern’s 1,019 TB of existing data has been migrated from Box to OneDrive and SharePoint.
The switch to Microsoft provides greater data security, offers anywhere-access across devices and makes it easier for individuals and teams to collaborate on projects big and small. It also means seamless integration with all of the other Microsoft 365 collaboration tools, including Outlook and Teams.
Related link: Cloud storage on the move
Whether you’re faculty, staff or student preparing to migrate — or if you’ve already seen your Box content move — acquainting yourself with OneDrive and SharePoint will help you settle into the new cloud storage environments.
Here are six things you need to know.
What is the timeline for migrations?
The multi-year Box transition project began in August 2020. After extensive planning, migrations started last November and will continue on a rolling basis until all active accounts for students, faculty, and staff are moved, which is expected by the end of June.
How can I learn the basics quickly?
Spending just an hour in a webinar training can give you the firm footing you need to be comfortable with the new storage solutions. Registration is open for three different webinars, and recorded versions exist for two of them so you can learn at a time which is convenient for you. View dates and registration details.
Will I still be able to share content outside Northwestern?
This is a popular question. And, yes, documents can be shared with external users via OneDrive. However, anonymous sharing (to anyone with the link) is possible only via SharePoint for security purposes. If you need to provide anonymous access to a file (for business reasons), you should use SharePoint. Learn how to transfer items between OneDrive and SharePoint.
What about version history?
If versioning is important to you, know that every file in SharePoint has a version history that automatically saves changes as you go. You can track, reverse or make changes. Email notifications provide real-time updates when someone makes a change. You can also revert to the original version in Word to restore a file and compare it to your latest version.
How do I know for sure where to save a particular file?
OneDrive is the choice for storing items for personal use. And SharePoint is ideal for files and folders that need to be accessible by a larger group. It’s important to remember that OneDrive accounts and their contents are removed when an individual leaves the University and their NetID is deactivated. Learn more about sharing.
If I still need help, can I call someone?
Knowing that technology changes can disrupt your habits and workflow, Northwestern Information Technology (IT) is partnering with campus migration leaders within schools and units across campus to help implement this service change as smoothly as possible. Contact your local IT support team, or the IT Service Desk at 847-491-4357 (1-HELP) or BOX-Migration@northwestern.edu.
