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Moving files from OneDrive (student / visitor account) to another OneDrive (staff account)

This article contains a list of useful links you can find as well on the University’s website and on the following pages:

The links will redirect you to website pages, Knowledge Base articles, or forms.

Table of Contents

Setting up your account for the first time: step-by-step instructions

  1. Create your IT account following the instructions present on the web page “I’m new” (section “Creating your university IT account”) or the screen here below:
     
    Please note: after creating your account, you will have to wait up to 24 hours to be able to access your email wait up to 24 hours for all systems and services to become available to you".

  2. Getting started: follow the guidance within the SharePoint page “Welcome to your University of Southampton device”-  section “Getting started”. 
    Before getting started with a computer or requesting one, be sure you have created your account.
    Please note: after you have signed into Windows, please restart the laptop. This will allow the machine to configure updates and important settings needed for the next step. Not all services or software will be available until the machine has ran windows updates and restarted.

  3. Outlook signature: set up your signature following the instructions within the SharePoint page “Welcome to your University of Southampton device”-  section Outlook Signatures.

  4. Setting up Multi-Factor Authentication (MFA): follow following the instructions present in the Knowledge Base article “How to set up and manage Microsoft Multi-Factor Authentication (MFA)”

  5. OneDrive: OneDrive is the Microsoft cloud service that connects you to all your files, replacing your old “my documents” folder. It lets you store and protect your files, share them with others, and access them from anywhere on all your devices.  
    Find more information about OneDrive on the SharePoint page “Welcome to your University of Southampton device”-  section “OneDrive and Legacy Filestore”

  6. Connecting to the University Wi-Fi network and working away from campus

  7. Remember to keep your Windows computer up-to-date. You can find guidance on this topic within the SharePoint page “Welcome to your University of Southampton device”-  section “Windows updates”.

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Essential tasks to check as soon as you start

  1. Set up your account
  2. Upload the identity documents we need before you start your studies with us
  3. Enrol at the university - Enrolling is how you officially join the University
  4. Apply for a Student ID card
  5. Sort out your accommodation
  6. Register with a local doctor (GP)

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University email and username

Once you have created your IT account, iSolutions will create your email using two forms:

  1. Using your username – the username appears in the form of ab1cd22. 
    Your email will follow this structure: username@soton.ac.uk (for example: ab1cd22@soton.ac.uk)
  2. Using your mailname – the mailname appears in the form of A.N.Other. 
    Your email will follow this structure: mailname@soton.ac.uk (for example, A.N.Other@soton.ac.uk)
    Both addresses will deliver emails to your mailbox. Only Postgraduate Research Students (PGRs) will receive a mailname.

Please note:

  • If you are a Postgraduate Research Student (PGR), you can change your mailname from Subscribe – Change mailname. We strongly advise you not to change it once your account is in use – the email sent to the old mailname will fail.
  • When you try to log in to a few University websites or applications (for example, the website myprint.soton.ac.uk), you might be asked to enter your username (for example: ab1cd22) and not the whole email.

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Setting up and managing your university account

Section 1: Setting up a university email

Subscribe Self-service (also known as "Subscribe"): use Subscribe to:

  • create your University email and computing account
  • set up your password
  • set up your security questions and answers.

How to add or remove your university email account using Outlook

User IT Account Transfer: use this form to request the movement of contents of your old university IT account to your new account

Change your password: use this page within Subscribe to change your password

Section 2: Manage your account

How to add or remove your university email account using Outlook

How do I open a shared calendar in Outlook?

How to share a calendar in Outlook

How to create a private appointment and change the visibility of my calendar on Microsoft Outlook

Section 3: Shared email accounts

Email - Generic Account Access: use this form to request access to a shared email account

How to add or remove shared email accounts in Outlook

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Multi-Factor Authentication (MFA)

Multi-Factor Authentication (MFA) is an additional security measure which protects your university login account from phishing and other types of attacks.

More information about Multi-Factor Authentication

How to set up and manage Microsoft Multi-Factor Authentication (MFA)

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Cyber Security

Cyber security is the practice of protecting systems, networks, data and programs from digital (cyber) attacks. Know more about this topic:

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Microsoft Office

Here you can find all the information you need about Microsoft Office:

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Data storage

OneDrive

Postgraduate Research Student (PGRs) will receive a new UoS Windows 10 device built and configured to take full advantage of all Microsoft 365 apps, including OneDrive for Business (commonly “OneDrive”).

OneDrive is the Microsoft cloud service that connects you to all your files, replacing your old “my documents” folder. It lets you store and protect your files, share them with others, and access them from anywhere on all your devices.  

You can find more information about OneDrive:

Personal filestore

The University is rethinking the way we store, share and collaborate on documents traditionally held in:

  • the personal Filestore, known your '(my) documents' & '(my) desktop' folders
  • the resource Filestore, often referred to as the J: Drive (see the section below for more information)

To know more about the migration from personal filestores to OneDrive, have a look at the SharePoint page “Office 365 Filestore migration project”.

Please note: if you have received a new machine, but none of your files is showing on your desktop or documents folder, this is because we are moving away from the legacy filestore, over to OneDrive. 

J:\Drive

The Shared Resource Filestore (also known as J:\ Drive) is a shared resource for work-related data and files that do not need to be held as private and confidential to the individual. Only Staff and Post-Graduate Researchers (PGRs) can use it.

How to access the Shared Resource Filestore (J:Drive)

Filestore Access – request form

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Downloading software

How to download software: guidance on downloading software using Windows, Apple macOS and Linux.
Please note that not all software may be available until you have restarted the machine.

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Printing

Multi-Functional Devices (MFD) allow you to:

  • print
  • copy
  • scan documents by sending them directly to your university email address

Guidance on how to use MDFs:

How to print using the university printers from a university-owned device

How to print using the university printers from your own device

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Connecting to the University Wi-Fi network and working away from campus

If you are on campus or in the Student Halls

Connect to eduroam

eduroam is the University's free Wi-Fi service. All students can connect to eduroam and if you are on the go across campus, your Wi-Fi connection will move with you. If you lose the connection between sites, you will automatically be reconnected as soon as you get back in range.

eduroam is available across all of our campuses and in the Halls of Residence.

Find more information about eduroam

Connecting your laptop to eduroam from Windows or macOS

How to connect your mobile device to eduroam

Connect to SOTON-IoT

SOTON-IoT is an alternative network for staff and students, intended for devices that are not compatible with eduroam. This service provides limited access to University resources and the Internet.

Connecting your devices to the internet network in the Halls of Residence

Halls Wi-Fi connection problems

If you are away from campus

When working or studying remotely you will be able to access the same systems, services and files as if you were working in a university location.

For some services you will need to connect to the university’s secure network  either via:

Find more information about connecting to the network remotely

Away from campus

How to set up the Virtual Private Network (VPN) via GlobalProtect

Services that require a VPN connection

Services that do not require a Virtual Private Network (VPN)

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Forms

All request forms: browse forms for services and items you need

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Policies and regulations

Regulations and policies: find more information about the use of devices and services provided by iSolutions.

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Student ID card

You will need to have a University IT account and be enrolled before you can get your student ID card.

Apply for your student ID card

For any queries about your student ID card, please get in touch with The Student Hub.

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Banner – Student Records System

The Student Administration System (Banner) is the student record system for the University of Southampton.

Guide to Applicant and Student Systems and Processes

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Blackboard

Blackboard is a web-based service where you may find materials for your course, as well as interactive features such as online tests and discussion boards.

Student and Academic Administration: read more about the Student and Academic Administration (SAA) and how they support the student lifecycle.

Log in to Blackboard

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Postgraduate Research Students (PGRs) Handbook

Getting started

PGR Manager: PGR Manager is a browser-based software which tracks a postgraduate research student’s progress

Login to PGR Manager

Postgraduate Research Handbook

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My Southampton App

You can find all your key dates and events in our app, MySouthampton:

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On Campus

Campus Maps

Library services

University of Southampton Student’s Union (SUSU)

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Learn new skills

LinkedIn Learning

eLearning Support

Digital Learning

Microsoft 365 Support Centre

Jisc Discovery Tool : Help guide for Students 

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Getting IT help

iSolutions is ready to help you if you need IT support. You can both:

  • email or call our staff
  • chat in person with our technicians at Hartley Library IT Desk

Find all information on the web page “Getting help | iSolutions | University of Southampton”.

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Emergency contacts

If you are using a mobile phone you can press the buttons below to automatically call the numbers.

Fire / Police / Ambulance

  • Dial 999
  • On Campus phone dial: 91 999

If you call the emergency services from a University campus, please also call the 24 hour university security number below. They will then help direct the emergency services to the correct location.

24-hours University Security

  • In an emergency: 023 8059 3311
  • In an emergency - on Campus phone dial: 3311
  • Non-emergency: 023 8059 2811

For non-emergency Police matters

Dial 101

For non-emergency medical issues

Dial 111

Attached files:

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