10 OneDrive GPO Best Practices

OneDrive is a cloud storage service from Microsoft that allows users to store, sync, and share files. It is a great tool for businesses to use to store and share files securely. However, it is important to ensure that OneDrive is configured correctly to ensure that data is secure and that users are able to access the files they need.

In this article, we will discuss 10 OneDrive GPO best practices that businesses should follow to ensure that their OneDrive deployment is secure and efficient. We will cover topics such as setting up user access, configuring file sharing, and setting up data retention policies.

1. Configure OneDrive to use the same account as your Windows login

When you configure OneDrive to use the same account as your Windows login, it makes it easier for users to access their files from any device. This is because they don’t have to remember multiple usernames and passwords; they can just log in with their Windows credentials. Additionally, this setup ensures that all of a user’s files are synced across devices, so they always have access to the latest version of their documents. Finally, configuring OneDrive to use the same account as your Windows login also helps ensure that data is secure since only authorized users will be able to access it.

2. Set up a GPO for OneDrive personal accounts

A GPO (Group Policy Object) is a set of rules that can be applied to computers and users in an Active Directory domain. By setting up a GPO for OneDrive personal accounts, you can ensure that all users have the same settings when it comes to their OneDrive account. This includes things like file size limits, storage quotas, and access permissions.

Having a GPO in place also makes it easier to manage user accounts across multiple devices. For example, if you need to update the settings on one device, you can simply apply the changes to the GPO instead of having to manually configure each device individually.

3. Use Group Policy to configure OneDrive settings

Group Policy allows you to centrally manage OneDrive settings across your organization, ensuring that all users have the same experience. This makes it easier for IT admins to ensure compliance with corporate policies and security requirements.

Group Policy also provides a way to configure advanced settings such as file size limits, sync frequency, and other options. It’s important to note that some of these settings can only be configured using Group Policy, so if you want to take full advantage of OneDrive, you’ll need to use GPO.

4. Enable and disable OneDrive using Group Policy

Group Policy is a powerful tool that allows administrators to control how users interact with their OneDrive accounts. By enabling and disabling certain features, you can ensure that your organization’s data remains secure and compliant with any applicable regulations. For example, you can use Group Policy to disable the ability for users to sync files from outside of the corporate network or restrict access to specific file types.

Enabling and disabling OneDrive using Group Policy also helps keep user accounts organized and secure. You can set up policies that require users to log in with their corporate credentials before they can access their OneDrive account, as well as policies that limit the amount of storage space each user has available. This ensures that only authorized personnel have access to sensitive information, while still allowing them to collaborate on projects.

5. Disable OneDrive Files On-Demand

OneDrive Files On-Demand is a feature that allows users to access their files stored in the cloud without having to download them locally. This can be convenient for some users, but it also poses a security risk because it means that sensitive data could potentially be accessed from anywhere with an internet connection.

By disabling OneDrive Files On-Demand, you can ensure that all of your organization’s data remains secure and only accessible on local devices. Additionally, this will help reduce bandwidth usage since files won’t need to be downloaded every time they are accessed.

6. Prevent users from changing the location of their OneDrive folder

When users are allowed to change the location of their OneDrive folder, it can lead to data loss and synchronization issues. This is because when a user changes the location of their OneDrive folder, they may inadvertently move or delete files that were previously synced with OneDrive. Additionally, if the new location of the OneDrive folder is not accessible by other users, then those users will be unable to access any of the files stored in the OneDrive folder.

To prevent this from happening, you should use Group Policy Objects (GPOs) to lock down the location of the OneDrive folder so that users cannot change it. Doing this will ensure that all users have access to the same set of files, and that no data is lost due to accidental moves or deletions.

7. Prevent users from redirecting their Documents, Pictures, or Desktop folders to OneDrive

Redirecting these folders to OneDrive can cause performance issues, as the files will be stored in the cloud and not on the local machine. This means that users may experience slow loading times when accessing their documents or pictures. Additionally, it could lead to data loss if the user’s internet connection is unreliable.

To prevent this from happening, you should use a GPO to disable the ability for users to redirect their Documents, Pictures, or Desktop folders to OneDrive. Doing so will ensure that all of their important files are stored locally, which will improve performance and reduce the risk of data loss.

8. Prevent users from syncing files on shared PCs

When users sync files on shared PCs, it can lead to data loss or corruption. This is because multiple users are accessing the same files at the same time, which can cause conflicts and errors. It also increases the risk of unauthorized access to sensitive information.

To prevent this from happening, you should use a OneDrive GPO to restrict syncing on shared PCs. You can do this by setting up a policy that prevents users from saving their files locally on the PC, instead requiring them to save all files in the cloud. This will ensure that only one user has access to any given file at a time, reducing the risk of data loss or corruption.

9. Prevent users from saving new files to OneDrive

OneDrive is a cloud storage service, and as such, it’s not designed to store large amounts of data. If users are allowed to save new files to OneDrive, they may end up using too much space, which can lead to performance issues or even outages. Additionally, if the user leaves the organization, their data will remain in the cloud, potentially creating security risks.

To prevent this from happening, you should use Group Policy Objects (GPOs) to restrict access to OneDrive. This way, users won’t be able to save new files to OneDrive, but they’ll still be able to access existing files stored there.

10. Prevent users from sharing files with people outside your organization

Sharing files with people outside your organization can be a security risk. It’s important to ensure that only authorized users have access to sensitive data, and sharing files with external parties could potentially expose confidential information.

To prevent this from happening, you should use the OneDrive GPO settings to restrict file sharing permissions. This will allow you to control who has access to shared files and limit the ability of users to share files with anyone outside your organization.