Aalto storage management for students

File management 

Aalto University students have access to both cloud services and a personal network drive. All data storage solutions can be found from: Data Storage, File Services | Aalto University. 

Note: For large storage needs, a course-specific network drive is recommended, to be requested by the responsible teacher. If you have special storage needs, for example regarding the amount of usage space, please contact IT Service Desk (servicedesk@aalto.fi). 

Personal data storage services

• Microsoft OneDrive – for storing and sharing personal work data (small quota)
• Aalto Home – to store big/heavy personal work data (larger quota)

In addition, Google Drive complements to the Microsoft's services. However, Google Drive is not supported in the same way as Microsoft' services, for example, no Aalto backups are taken of the service.

Note: After your Aalto user ID deactivates, the files and emails in your personal data storage services will be deleted. Ensure you have backups for important files.
 
REMEMBER TO ENROLL as an attending or non-attending student in order to ensure the validity of your Aalto user ID.
 

Group data storage services

• Microsoft Teams /Sharepoint – for team, unit, project and meeting work (larger quota)
• Teamwork network drive - for large data courses/groups (ordered by teaching staff)

You can create a Teams group, for example, by using a browser at https://o365.aalto.fi. Select Teams and the button "Join or create a team".

For transferring files from OneDrive to MS Teams: 

• Open OneDrive (in a browser or app).
• Select Files → Move to → choose the Teams group (appears as a SharePoint site).

Microsoft OneDrive, Teams and Sharepoint can be used for collaboration with people who do not have an Aalto account.

OneDrive quota and sync

Aalto OneDrive has a limited storage quota. In practice, this means that you should not use it as a backup of your personal computer.

If the quota becomes full, syncing may stop, saving new files may fail, and freeing up space can be difficult if files cannot be deleted immediately due to Microsoft or Aalto settings.

If OneDrive is syncing too many files from your personal computer to your Aalto OneDrive:

1. Limit the synced folders:
   • Open OneDrive - Settings - Sync and backup → Manage backup.
   • Turn off backup for large folders, for example Desktop, Documents & Pictures.
     This prevents these folders from being automatically backed up to your Aalto OneDrive.
2. Stop syncing completely:
   • Open OneDrive → Settings - Account. Choose either:
     • Choose folders = select which folders are synced to this computer
     • Unlink this PC = disconnect this computer from OneDrive completely
        

Note: This applies to personal devices that are not managed by Aalto. If your Aalto OneDrive is already full and you cannot delete files from the cloud, contact Aalto IT support, as deleting files or freeing up storage may be affected by organization settings.

Graduation or expiration of study rights and data transfer/deletion

Access to Aalto University's IT services, including your Aalto account and email, is based on your study rights. When your study rights expire, your access rights will also end.

After your study rights end, you can access your files for two (2) months. Four (4) months after marked exit date, your files will be deleted. Files will not be recovered after the account closes.

The two-month period for your Aalto account following the expiration of your study rights is primarily intended for handling graduation-related activities and communication, as well as for transferring personal files or emails from services accessed with the Aalto account.

Study rights end upon graduation, the expiration of a limited study period or study rights validity, failure to enroll for the academic year, relinquishing study rights, or the revocation of study rights.

When your study rights end:

• Check the schedule! As a student, you will receive an automatic message about the new expiration date of your Aalto account when your study rights end date changes in Sisu. You will also receive several reminder messages about the upcoming closure of your Aalto account before the closure.
• Transfer all personal files you wish to keep to personal storage services well beforehand. Data transfer is slow and can be interrupted if started too late.
  • Remember to check all services you have logged into using your Aalto credentials.
  • Export important contacts, emails and calendar entries that you want to keep.
• Ensure that all necessary shared files are stored in group folders for others.