Accessing your work files remotely
Traditionally members of staff have used University based storage to store and organise their files, however it is not always straightforward to access these files when you are working from home.
This page will give you some practical information on how to access your personal files and those shared with colleagues while working remotely.
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1. Do you have an appropriate device?
Ideally you should use your Queen’s University issued laptop, however, if you do not have a University laptop, you can use your own home laptop or desktop PC. (Specific arrangements may need to be put in place for those with no current home access, please consult with your Line Management for more information.)
Whether the device is a Queen’s device or a personal device, please ensure that your software is up to date and patched with the latest security updates. For information on protecting your devices and University data please visit: https://www.qub.ac.uk/is/Services/Security/
- 2. How can you access your files from home?
- For ease of remote access to your personal Q Drive files you can move your files to OneDrive for Business, please visit the following webpage for guidance on how to move files: https://support.office.com/en-us/article/upload-and-save-files-and-folders-to-onedrive-for-business-a1397e56-61ec-4ed2-9dac-727bf8ac3357
- If you have stored your files on OneDrive for Business you can access your files by logging into Office 365 at: https://office365.qub.ac.uk/.
- All Office 365 applications including Word, Excel, PowerPoint, Exchange Online, OneDrive for Business and Teams can be accessed online once logged in. For Office 365 help please visit: https://www.qub.ac.uk/is/Services/Office365Queens/.
- OneDrive for Business Training materials can be accessed at: https://qubstudentcloud.sharepoint.com/sites/Office365training/
- For those of you who have files stored on Queen’s Online in a SharePoint site, you can access the files remotely by logging into: https://www.qub.ac.uk/qol/ (site links are available via the Schools/Directorates section) or directly via your School/Directorate SharePoint Site URL Quick Start Guide - Copying Files and Folders into SharePoint.
- For current shared Q Drive files move to Files in Teams or to an existing Queen’s Online SharePoint site.
- When moving files please focus on your current working files only to minimise the time and bandwidth to move the files.
Please note: For access to specific University applications you may be required to use Citrix, please consult with your Line Management for more information. Citrix access will be prioritised by the Major Incident Team’s Business Continuity Group.
- 3. Online Collaboration
Microsoft Teams, (available via Office 365) is our recommended tool for working collaboratively, its primary facilities allow you to have online meetings, online audio and video calls, real-time chats and the ability to share files with colleagues.
- View Teams Training materials at: https://qubstudentcloud.sharepoint.com/sites/Office365training/
- We recommend that you download and install the Teams client onto your device, the client is available from: https://teams.microsoft.com/downloads
- When using Teams for an online Meeting or video/audio call you may find the following guidelines useful: https://support.office.com/en-gb/article/meetings-in-teams-e0b0ae21-53ee-4462-a50d-ca9b9e217b67
- We recommend you hold a few practice Teams meetings in work before using remotely.
- 4. Before you start working from home
- Always do a test to ensure you have access to the files and applications you need.
- If you need to conference with colleagues while at home, remember your device will need to have a microphone, speakers (or headset) and optionally a camera.
- Remember it is good practice to divert your work telephone to an appropriate number that you can access, or to an answering service.
Please check this page regularly for updates.