OneDrive security and mobile features now available for Microsoft 365 Basic subscribers
This article is contributed. See the original author and article here.
We are excited to announce the addition of ransomware detection and recovery, an expanded Personal Vault, password protected and expiring sharing links, and offline files and folders to Microsoft 365 Basic. These features are available today, at no additional charge, for all our Microsoft 365 Basic customers, and they complement the 100GB of cloud storage, ad-free Outlook email, and advanced email security features already included.
With additional security features from OneDrive, Microsoft 365 Basic subscribers will get additional peace of mind for their files and photos, at the same low price.
Let’s take a look at the newly added features and some helpful tips to get you started.
Ransomware detection and recovery
How it helps: By storing your important files and photos in OneDrive, you’re not just backing them up in the cloud; OneDrive vigilantly monitors them for signs of ransomware.
How it works: Our system monitors your account for signs of ransomware activity. This includes unusual file modifications, encryption actions, and other indicators of malicious intent.
OneDrive alerts you to ransomware on your device and via email.
When Microsoft 365 detects a ransomware attack, you’ll receive a notification on your device and an email from Microsoft, alerting you to the potential threat. We guide you through the process of assessing the extent of the issue, deleting suspicious files and then help you identify a safe point in time for restoration.
Choose the date and time to restore your OneDrive.
OneDrive will update you when the restoration completes.
While there’s a possibility of losing some data between the time of infection and detection, this measure mitigates the loss, safeguarding your most crucial files and memories. Check out this article for more detailed information on recovering your OneDrive.
Personal Vault
How it helps: Personal Vault in OneDrive provides an extra layer of security with Two-Factor Authentication (2FA), helping to ensure that only you can access your critical files. This feature is invaluable for important documents, such as passports, tax records, and financial documents, as well as any photos or digital keepsakes you hold dear. Microsoft 365 Basic subscribers previously could only store 3 files in their Personal Vault. That restriction has now been removed, and subscribers can put as many files as they want in Personal Vault up to their 100GB storage limit.
Personal Vault is accessible on any device via OneDrive.
Your files will be secured by identity verification, yet easily accessible across your devices.
How it works: Activating your Personal Vault is straightforward and requires just a few steps:
1. Start by Logging In: Navigate to OneDrive.com and sign in with your Microsoft credentials.
2. Enable Personal Vault: Head over to Settings and find the Personal Vault option. Click “Enable” to begin the setup.
3. Choose Two-Factor Authentication (2FA): For enhanced security, enabling your Personal Vault requires 2FA. You can opt to use a secondary email or, for optimal security, use the Microsoft Authenticator app available on both iOS and Android platforms.
4. Enter Your PIN: Upon setup, you’ll receive a PIN through your chosen 2FA method. Enter this PIN to activate your Personal Vault.
Every time you access your Personal Vault, you’ll be prompted to authenticate via your selected 2FA method, ensuring that only you can view and edit your most sensitive files.
You can sign in to Personal Vault via the Microsoft Authenticator app.
Store important files in your Personal Vault.
Personal Vault: Tips
• Regularly Review Your Vault: Periodically assess the files in your Vault to ensure that everything stored there is still relevant and requires the extra layer of security.
• Securely Close Your Vault: While your Personal Vault will close automatically after 20 min on inactivity, it’s a smart move to just close Personal Vault after you’re done. This simple habit ensures that your sensitive files remain locked away, even if you forget to close your browser.
To learn more about your Personal Vault, please read this support article.
Password protected and expiring sharing links
How it helps: Sharing files and photos is a necessity- whether it’s for collaboration, sharing and connecting over memories, or distributing important documents. Now Microsoft 365 Basic subscribers gain access to advanced sharing options, allowing for more secure and controlled sharing experiences. These new features are great for community and group projects, family memories, and sensitive documents.
Choose the date for sharing links to expire.
How it works: Simply log into OneDrive wherever you want to share from (on the web, a PC, or mobile device) and you can manage how you are sharing any file or folder.
1. Initiate Sharing: Click on the sharing control for your desired file or folder to open the Sharing dialog.
2. Access Advanced Sharing Options: Select the edit drop down control and then select “Sharing settings.”
3. Set Expiration Dates: Choose the Expiration option to specify a date when the link will expire, rendering the file or folder inaccessible to recipients.
4. Create a Secure Password: Use the Password option to assign a unique password that recipients must enter to access the shared file or folder. Remember to communicate this password to your intended recipients separately.
Easily manage all your sharing settings in one place.
Sharing: Tips
It’s always good to stay on top of the content you’ve shared with friends, family, and collaborators. OneDrive gives you an easy way to do so. Simply log into your account at OneDrive.com, and on the left-side navigation, you’ll see a view called “Shared.” The Shared view, lets you quickly see all the content that’s share with you and more importantly, all the content that you’ve shared with others.
From this view, simply click on the sharing control to once again bring up the Sharing dialog. At the bottom of the dialog, you can see which individuals have access to this content. Clicking on those names will open the advanced controls, letting you update permissions if you desire.
For more information on sharing files and folders please read this support article.
Offline Files and Folders on OneDrive Mobile
How it helps: Sometimes the real world doesn’t give you the best access to the digital world with spotty or non-existent connectivity. But you may need access to your files when you don’t have a connection. Offline Files and Folders, empowers Microsoft 365 Basic customers with seamless access to your files on the go, whether you’re traveling, in a location with poor connectivity, or simply want to save on data.
Choose which files to make available offline.
How it works: To access this feature on your mobile device, make sure you have the latest version of the OneDrive app installed on your Android or iOS device. Even without an internet connection, you can open and edit files stored offline in the app.
1. Select Your Files or Folders: Browse your files in the app, and for any file or folder you wish to access offline, open the context menu by tapping the three dots next to the item.
2. Enable Offline Access: Choose the “Make Available Offline” option. You’ll see a blue sync icon appear, indicating the file is syncing. Once the icon turns grey, your file is available for offline use.
3. Automatic Sync: As soon as you reconnect to the internet, any changes you made to offline files are automatically synchronized with your OneDrive, ensuring your work is always up to date.
OneDrive will confirm your files are available offline.
Offline Access: Tips
• Plan Ahead: Before traveling or entering areas with poor connectivity, preemptively select important documents for offline access.
• Storage Considerations: The number and size of files you can store offline are limited by your device’s available storage and the Microsoft Basic 100GB storage limit. Keep an eye on your device’s capacity to ensure optimal performance.
• Data Management and Usage: Be mindful of your data plan when enabling offline access for large files or folders, especially if relying on cellular data. Syncing large files or numerous folders can consume significant amounts of your data plan. To avoid unexpected data usage, consider syncing over Wi-Fi or adjusting your sync settings.
• Manage Storage: Regularly review and remove offline files you no longer need to free up storage on your mobile device.
For more information, please read these articles for Offline Files and Folders for Android and iOS.
Wrapping Up
Whether you’re safeguarding your family photos, managing your personal projects, or simply enjoying the ease of accessing your files anywhere, anytime, Microsoft 365 Basic is evolving with you, helping ensure that your digital life is secure, private, and seamlessly connected. We appreciate you, our Microsoft 365 Basic subscribers, and we are excited to continue making your experience better.
Thank you for entrusting us with your most precious digital assets and thank you for reading.
About the Author
Arvind Mishra is a Principal Product Manager on the OneDrive Consumer Growth team. He rejoined Microsoft in 2021, after more than a decade away, and is focused on building experiences for OneDrive’s consumer audience. Arvind is based in Los Angeles, and in his spare time, he can be found spending time with his family, snowboarding, scuba diving, or trying to progress to the next level in Duolingo (the Barbie movie got this so right).
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