Microsoft Office 365

Last Updated: August 26, 2024 10:13 am

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Overview

Office 365 (O365) is a unified suite of tools designed to enhance communication, data management, and teamwork. For academic researchers handling sensitive data, O365 offers robust security features that are crucial for protecting research integrity and confidentiality, and it is rated for both Tier 2 and Tier 3 research data. Additionally, O365 is available on Windows, Macs, and mobile devices.

O365 includes advanced encryption, multi-factor authentication, and comprehensive access controls to safeguard data from unauthorized access. Tools like OneDrive, SharePoint, Teams, Outlook, and Bookings all integrate seamlessly within the suite, providing secure environments for storing, sharing, and managing sensitive research data. This integration ensures that all aspects of data security—from storage to communication—are consistently protected across the platform, making O365 a reliable choice for conducting research with sensitive information.

Applications

OneDrive: OneDrive is a cloud storage service that allows users to store, share, and synchronize files across multiple devices. In an academic research setting, OneDrive provides secure storage for research documents, data sets, and collaborative research projects. It offers version control, ensuring that previous versions of files can be accessed if needed. OneDrive is the option of choice when sharing data or working with collaborators within the university, and files can only be shared with individuals who have an Onyen.

Microsoft OneDrive Cloud Storage and File Sharing | Microsoft 365

Outlook: Outlook is an email and calendar application that helps manage communications and scheduling. For academic researchers, Outlook offers robust tools for organizing emails, scheduling meetings, and setting up reminders. It is particularly useful for communication with research participants and collaborators, including co-PIs. The ability to create group email lists and shared calendars helps streamline communication and coordinate schedules, ensuring that all team members and participants are informed and up-to-date on project progress and meetings.

SharePoint: SharePoint is a web-based collaboration platform that integrates with Microsoft Office. It is used for creating websites, managing documents, and facilitating team collaboration. In a research setting, SharePoint can host a central repository for research documents, project plans, and resources, making them easily accessible to all team members. It also supports workflow automation, enabling researchers to streamline processes like document approval and data collection.

Teams: Microsoft Teams is a collaboration and communication platform that combines chat, video conferencing, file storage, and application integration. For academic research, Teams provides a unified space for real-time communication, virtual meetings, and collaborative work on documents and projects. It is particularly valuable when working with collaborators at other institutions, as it allows for the secure sharing of data and documents. Researchers can create dedicated channels for specific projects or topics, share files directly within conversations, and integrate other Office 365 tools like OneDrive and SharePoint for seamless access to data. Teams’ ability to host virtual meetings and facilitate real-time collaboration enhances coordination and communication among geographically dispersed research teams.

Bookings: Microsoft Bookings is a scheduling tool that allows researchers to set up and manage appointments easily. In an academic research setting, Bookings can be used to schedule and organize interviews and research sessions with participants. Researchers can create custom booking pages where participants can select available time slots for participant interviews or data gathering sessions. Bookings automatically sends confirmation emails and reminders, reducing no-shows and ensuring that both researchers and participants are well-prepared for their sessions.

Summary

  • OneDrive: Secure cloud storage and file synchronization, ideal for sharing data and working with collaborators within the university.
  • Outlook: Email and calendar management for efficient communication with research participants and collaborators, including co-PIs.
  • SharePoint: Centralized collaboration platform for managing documents, project plans, and workflows.
  • Teams: Comprehensive communication and collaboration hub for real-time interaction, secure data sharing with external collaborators, and virtual meetings.
  • Bookings: Scheduling tool for setting up and managing interviews and research sessions with participants.