At W&L, technology tools like Microsoft 365 and Box are provided to help you work, collaborate, and communicate securely. While Google tools such as Gmail, Drive, or Docs might feel familiar, it’s important not to use them for university-related work or communication.

Keep data secure and protected

University-provided applications are safeguarded with Duo multi-factor authentication (MFA), which helps prevent unauthorized access. In addition, W&L has data protection agreements with Microsoft, Box, and many other applications easily accessible from the MyApps portal to ensure that information shared and stored through these tools remains private and secure.

When you use personal Google accounts for university business, your data leaves W&L’s protected environment. That means it’s no longer covered by our security agreements and could be stored or used according to Google’s own terms of service.

Support collaboration and continuity

Using Microsoft 365 and Box instead of Google products ensures everyone is working within the same ecosystem. Applications like Outlook, Teams, Excel, Word, OneDrive, Box, and Zoom are integrated and supported by ITS, making it easy to share documents, chat, and collaborate without access issues.

It’s also important for continuity. When students graduate or employees leave, personal accounts go with them. If university files, research, or records are stored in a personal Google account, that information can be lost permanently. Files stored in Microsoft 365 or Box remain accessible and can be reassigned as needed, keeping valuable work within the university.

The takeaway

Using the tools provided by W&L keeps your data and the university’s safe, accessible, and compliant. It’s important to stick with Microsoft 365 and Box for all university work to protect information, maintain collaboration, and ensure a smooth transition when users move on from the university.