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Understanding Cloud Storage Options
Understanding Cloud Storage Options
🔵OneDrive
A cloud storage solution that integrates seamlessly with Microsoft 365, making it easy to store, share, and collaborate on files.
Integrated with Microsoft 365 (Word, Excel, PowerPoint, Outlook)
Easily share files and collaborate in real time
Access anytime from any device
How to access: Go to my.sjf.edu/LaunchPad and click the OneDrive icon.
🔵Google Drive
🔵Google Drive
Part of the Google Workspace suite, Google Drive allows you to create and share documents, spreadsheets, and more—great for real-time group work.
Includes Google Docs, Sheets, Slides, and Forms
Real-time editing and collaboration
Perfect for students and staff familiar with Google tools
How to access: Go to my.sjf.edu/LaunchPad and click the Google Apps icon.
🔵iCloud
🔵iCloud
An Apple-based cloud storage option that works best for users of iPads, iPhones, and Macs.
Syncs automatically across Apple devices
Useful for personal file storage and device backups
Supports iWork apps like Pages, Numbers, and Keynote
How to access: Visit iCloud.com from any browser.
🔵SharePoint
🔵SharePoint
Designed for team and department collaboration, SharePoint hosts shared libraries and internal sites for centralized document access and management.
Ideal for department or team file storage
Supports document versioning and permissions
Great for project-based collaboration
How to access: Go to my.sjf.edu/LaunchPad and click the SharePoint icon.
SharePoint FAQ via OIT: https://sjfc.teamdynamix.com/TDClient/1811/Portal/KB/ArticleDet?ID=164945
Saving Files from Various Devices
Saving Files from Various Devices
🔵PC (Windows)
File Explorer > OneDrive or Google Drive
SharePoint syncing via OneDrive app
If OneDrive/Google Drive are not already installed onto your SJF computer, you can download it via the Microsoft Company Portal (for Windows), and via the Self Service (for MacOS or iPadOS).
🔵Mac
Finder > iCloud Drive, OneDrive, or Google Drive
Use of the Files app
🔵iPad
Files app > iCloud, OneDrive, Google Drive
Drag-and-drop features and app integration
Organizing and Finding Files
Organizing and Finding Files
Why Structure Matters?
Avoid confusion / lost files / essential for efficiency and file sharing/ saves time / reduces duplication
📂Folder Naming Best Practices
Be clear and concise: Avoid vague names
Use dates consistently i.e., YYYY-MM-DD or 2025_Fall
Avoid special characters
Use title case or underscores (_) for readability
📂Create a Consistent Folder Structure - Sample Structure
Main Folder (i.e. DePeters)
Administration
Meeting Notes
Policies & Procedures
Faculty and/or Staff Support
Trainings
Resources
Course Materials
2025_Fall
Course101
Course202
Projects
AI Initiative
Assessment Review
Searching
Searching
Within Google Drive and/or OneDrive, user the search bar with keywords, file types, owners, or recent edits.
Example: Search "presentation type: pptx owner me" to find your PowerPoints
Creating and Uploading Files
Creating and Uploading Files
Create a File:
Go to OneDrive via LaunchPad.
Click New (top menu).
Choose Word, Excel, PowerPoint, etc.
File auto-saves in OneDrive.
Upload a File:
Click Upload.
Choose Files or Folder.
Select from your computer.
Create a File:
Go to Google Drive via LaunchPad.
Click New (top left).
Select Docs, Sheets, Slides, etc.
File auto-saves in Drive.
Upload a File:
Click New > File Upload or Folder Upload.
Choose file(s) from your computer.
Create a File:
Go to iCloud.com.
Open Pages, Numbers, or Keynote.
Click New Document.
File saves in iCloud Drive.
Upload a File:
Go to iCloud Drive on iCloud.com.
Click the Upload icon (cloud with arrow).
Select file(s) from your computer.
Sharing
Sharing
Right-click the file or folder.
Select Share.
Choose "Anyone with the link" (or specific people).
Set view or edit permissions.
Click Copy Link or enter emails to send.
Real-time collaboration with Word, Excel, PowerPoint online.
Right-click the file or folder.
Select Share.
Enter email addresses or click "Copy link".
Set access to Viewer, Commenter, or Editor.
Click Send or share the link.
Live collaboration in Docs, Sheets, Slides.
Open file in iCloud Drive or iWork app (Pages, etc.).
Click the Share icon (box with arrow).
Choose Collaborate or Send Copy.
Select how to share (Mail, Messages, Link).
Set permissions: View only or Can make changes.
Best for Apple devices using iWork apps.
Cloud Storage Comparison Chart
Cloud Storage Comparison Chart
Google Drive vs. OneDrive: Best Use Cases
Google Drive vs. OneDrive: Best Use Cases
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