Synchronizing Your Files with OneDrive

Microsoft OneDrive is a cloud storage service that allows you to access your files from anywhere. Your UD Manage system is primed to automatically store your files in Microsoft OneDrive and keep them synced on your UD managed devices. However, you must take certain steps to establish the initial connection to OneDrive. You should also periodically check to make sure that OneDrive Sync is properly working.

Note: It’s important to understand that OneDrive is a synchronization program and not a backup program. If you synchronize your files with OneDrive, then

  • If you delete a file from your computer, it will be deleted from OneDrive.
  • If you delete a file from OneDrive, then it will be deleted on your device(s).

A number of screens used in the OneDrive setup use the word backup, which is misleading. Again, OneDrive is a file sync program – not a traditional backup program.

Set Up OneDrive File Sync on Windows

Note: By default, OneDrive on Windows only synchronizes the Desktop, Documents, and Pictures folders. Files saved in other locations, such as Downloads, will not automatically sync. To make sure your files are saved to the cloud, we recommend moving or saving needed files to your Desktop, Documents, or Pictures.

Step 1: Verify OneDrive is in running on your system. 

screenshot shows OneDrive icon in the system tray

If the OneDrive icon appears in your system tray, it is running on your computer. If OneDrive is not in your system tray, complete these steps: 

  1. Press the Windows Key to bring up Windows Search.
  2. Type “OneDrive”. The top result should be the OneDrive application.
  3. Select and open the OneDrive application.
    The OneDrive program has been selected from the search, and the Open link is indicated.
  4. Once OneDrive opens, it appears in your system tray.

Step 2: Sign In to OneDrive

  1. Click the OneDrive icon in the system tray and select Sign in.
    The sign in button is indicated.
  2. Enter your UD email address, your UD password, and complete your Microsoft Two-Factor Authentication (MFA).
  3. If prompted to sign in to all apps and websites:
  • Uncheck Allow my organization to manage my device.
  • Select No, this app only.
    The "Allow my organization to manage my device" and "No, this app only" boxes are indicated.
  1. Review the setup screens about OneDrive and click Next to continue.
    The OneDrive folder path and the option to click Next are shown.
  2. When asked which folders to back up, verify all items are selected and click Start backup. 
    The option to toggle which folders are backed up is shown.
  3. Review the setup screens about OneDrive and click Next to continue until finished. 
  4. Your computer will actively sync to OneDrive.

Remember to periodically check to make sure One Drive is successfully syncing your files.

Set Up OneDrive Sync on Mac Computers

Notes:
  • By default, OneDrive on a Mac will only synchronize with the OneDrive folder that is created in Finder when you initially sign in to OneDrive.
  • You will need to run Make Me Admin from the UD Self Service application during this process. If you don’t know how to do this,email askit@udel.edu. 

Step 1: Sign into OneDrive

  1. Open the OneDrive app from Launchpad. On the menu bar, it will display a grey cloud, indicating you are not signed in.  
  2. Click the cloud icon and select Sign in.
  3. Enter your UD email address and click Sign in.
  4. Enter your UD password and complete your MFA authentication.
  5. Continue through the setup screens until you reach the Your OneDrive folder screen. Click Next to finish.
    The OneDrive file path on your computer is displayed.
  6. The next few screens give you more information on your OneDrive folder and your storage across multiple devices. You can click through these prompts until you reach the screen that indicates OneDrive is ready.

Step 2: Choose Folders to Synchronize

  1. Click the OneDrive icon in the top menu bar.
    OneDrive in the menu bar is indicated.
  2. Select the gear icon → Preferences.
    The gear icon is indicated.

    The preferences option is indicated.
  3. Go to the Backup tab and select Manage Backup.
    The Backup button is indicatedt
  4. A pop-up requests permission. Click System Preferences. Please ensure you are running Make Me Admin from the self service portal before completing these next steps. 
    The System Preferences button is shown
  5. Under Full Disk Access, turn on permission for OneDrive. Blue indicates that an option is on.
    The OneDrive toggle should be on
  6. When prompted for your administrator credentials, the administrator password is your UD username and your computer password.
  7. After putting in the password, select Quit & Reopen to allow OneDrive to restart. 
  8. Repeat steps 1-3 (choose folders to synchronize).
  9. Select both Desktop and Documents, and then click Start Backup. 
  10. After the file sync starts, you will see this screen where you can choose to review the progress.
 

Traditional Backup Methods

While Time Machine can be helpful for Macs used as personal devices, it causes significant issues on University-managed computers. In many cases, it has resulted in missing data or users being locked out of their devices after attempting to restore from a backup. Additionally, CrashPlan is being phased out from support, so UDIT recommends all Mac users switch to using OneDrive.

Periodically check to make sure OneDrive is properly syncing your files

On both Windows and Mac systems, you should periodically check to make sure that OneDrive is running, that your files are actively synchronizing, and that you don’t see any error messages. When OneDrive is running, the OneDrive icon should appear in the system tray (windows) or the menu bar (Mac).

You can also check the status of your files by selecting the blue cloud icon. At the top of the window that opens, you should see a message that “Your files are synced”. Error messages should be reported to askit@udel.edu.

Other Backup Methods

While Time Machine can be helpful for Macs used as personal devices, it causes significant issues on University-managed computers. In many cases, it has resulted in missing data or users being locked out of their devices after attempting to restore from a backup. Additionally, CrashPlan is being phased out from support, so we recommend all Mac users switch to using OneDrive. 

Getting Assistance

If you are unsure if your files are saved to the cloud, or have any questions about the using OneDrive or Crashplan, please schedule an appointment with an IT Support Consultant. You can email askit@udel.edu, call 302-831-6000, or submit this form. 

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