All default restrictions below are applied to every Microsoft 365 account at Sisters of Mary Schools. They exist to protect students, staff, and school data. Exceptions can be requested and are granted based on role requirements.

Email Sending Policy

Your school Microsoft 365 email account is primarily for internal communication within Sisters of Mary Schools.

By default, sending emails to addresses outside the school (e.g., Gmail, Yahoo, or other organizations) is not allowed. This is a security measure to prevent data leaks and protect school information.
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What You Can Do by Default

  • Send and receive emails within the school (e.g., @onesms.org addresses)
  • Email colleagues, administrators, and other staff
  • Collaborate internally using Teams, SharePoint, and OneDrive
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What Requires a Request

  • Sending email to external addresses (parents using Gmail, partner organizations, suppliers, etc.)
  • Receiving replies from outside the school domain
  • Using your school email to register for external services or platforms

How to Request External Email Access

1

Submit a Support Ticket

Open a ticket at support.onesms.org or email ardc_support@onesms.org.

2

Include the Following Details

  • Your full name and school email address
  • Your role or department (e.g., Grade 7 Teacher, Finance Office)
  • Why you need external email access — be specific (e.g., "I need to email parents who use Gmail" or "I coordinate with an external supplier")
  • Any specific domains or addresses you need to contact, if known
3

Wait for Approval

IT Services will review your request and enable external email access for your account if it aligns with your role. You will be notified via email once the change is applied — typically within 1–2 business days.

Note: Approval may require endorsement from your department head or principal.
Can I still receive emails from outside the school?

The default restriction primarily applies to outgoing email. Whether external senders can reach your school inbox depends on your account configuration. If you expect to receive emails from parents or external contacts, mention this in your request so IT can configure your account appropriately.

Why is this restriction in place?

Restricting external email sending helps prevent data leaks, phishing risks, and unauthorized sharing of student or school information. It also reduces the chance of sensitive documents being accidentally sent outside the school. This is a standard security practice in educational institutions.

What if I urgently need to send an email outside and can't wait for approval?

Contact IT directly at ardc_support@onesms.org and explain the urgency. For time-sensitive situations, IT Services will do its best to process the request quickly. Please note that even urgent requests still require basic verification and may need a supervisor's approval.

File Sharing Policy (OneDrive & SharePoint)

OneDrive and SharePoint are the school's platforms for storing and collaborating on files. Sharing settings are controlled to ensure school documents stay within the school community.

By default, files stored in OneDrive and SharePoint cannot be shared with anyone outside Sisters of Mary Schools. Links shared externally will not work, and external email addresses cannot be granted access to school files.
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What You Can Do by Default

  • Share files and folders with anyone within the school (@onesms.org accounts)
  • Collaborate on documents in real time with colleagues
  • Set permissions to view only or edit for internal users
  • Share files within Teams channels and SharePoint sites for your department
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What Requires a Request

  • Sharing files with people outside the school (parents, partner organizations, external collaborators)
  • Creating "Anyone with the link" public sharing links
  • Granting edit or view access to personal Gmail, Yahoo, or other external accounts

How to Request External File Sharing Access

1

Submit a Support Ticket

Open a ticket at support.onesms.org or email ardc_support@onesms.org.

2

Include the Following Details

  • Your full name, role, and school email address
  • What files or folders you need to share externally
  • Who you need to share with (name, email, organization)
  • Why the external sharing is needed and for how long
  • Whether they need view-only or edit access
3

IT Reviews and Enables Access

IT Services will review your request. If approved, they will either enable external sharing for your account or configure specific file/folder sharing links for the approved recipients. You will be notified within 1–2 business days.

Tip: For ongoing collaboration with external parties (e.g., a partner school or supplier), IT may set up a dedicated shared workspace instead.
Why can't I share files externally by default?

Unrestricted external sharing creates significant risks, including accidental exposure of student records, financial data, or confidential school documents. The default restriction ensures that sensitive information only travels to verified, intended recipients. This is consistent with data privacy best practices and helps the school comply with data protection obligations.

I need to share a document with a parent who doesn't have a school account

This is one of the most common reasons for requesting external sharing. Submit a request at support.onesms.org with the parent's email address and the document you want to share. IT will set this up for you. Alternatively, for one-off sharing, you can export the file as a PDF and send it as an email attachment — once you have external email access enabled.

Can I use a personal Google Drive or Dropbox instead?

No. Storing or sharing school files through personal cloud services (Google Drive, Dropbox, iCloud, etc.) is not permitted. All school documents must remain within the Microsoft 365 environment (OneDrive or SharePoint) to ensure security, backup, and compliance. If you need a way to share externally, request access through IT Services.

Can I share a file through Teams with someone outside school?

By default, external access to Teams is also restricted. External guests cannot be added to school Teams or channels without IT approval. If you need to collaborate with someone outside the school via Teams, submit a request and IT can enable guest access for specific teams on a case-by-case basis.

General IT Reminders

Keep Your Credentials Private

  • Never share your Microsoft 365 password with anyone, including IT staff. IT will never ask for your password.
  • If you suspect your account has been compromised, change your password immediately at password.onesms.org and notify IT.
  • Always sign out of shared or public computers after use.

Watch Out for Phishing

  • Be cautious of emails asking you to click links, reset passwords, or provide personal information — even if they appear to be from Microsoft or IT.
  • When in doubt, do not click. Forward suspicious emails to ardc_support@onesms.org for verification.
  • Microsoft and IT Services will never ask for your password via email.

Use School Devices Responsibly

  • School-issued devices are for professional and academic use. Keep personal activity minimal and appropriate.
  • Do not install unauthorized software or apps on school devices without IT approval.
  • Report lost or stolen school devices to IT immediately so they can be remotely secured.

Save Files in the Right Place

  • Always save school files in OneDrive or SharePoint — not on your desktop or local drive only.
  • Files saved locally are not backed up and can be lost if your device is damaged or replaced.
  • Use SharePoint for department-shared resources so teammates always have access.

How to Request an IT Exception

Any policy exception — whether for external email, file sharing, software installation, or anything else — follows the same simple process.

1

Open a Support Ticket

Go to the ARDC IT Support ticketing system and submit your request.

Open support.onesms.org
2

Describe Your Need Clearly

In the ticket, explain what you need, why you need it, and how it relates to your role. The more detail you provide, the faster IT can process your request.

3

IT Reviews and Responds

IT Services will review your request and either approve it, request more information, or let you know if the exception cannot be granted. Most requests are resolved within 1–2 business days.

Prefer email? Reach us directly at ardc_support@onesms.org. For new M365 account requests (for new staff or Sisters), visit m365.onesms.org.