Syncing OneDrive

This article outlines how to sync your folders to OneDrive; it also includes other helpful tips, such as how to create and share documents.

Related KBs:
OneDrive - UWGB User Guide
UWGB Document Storage Best Practices


You must be connected to the internet to go through the following setup.


Sync OneDrive

1. Navigate to Windows Explorer.  Select the OneDrive icon.
 

2. Enter your UWGB email address and select Sign In.


3. Select Next to select the default C:\Users… location.


4. Decide which folders to sync with your Online OneDrive Cloud storage. Note: You are given a terabyte of space on OneDrive in the cloud -- your PC’s hard drive is not that large! Place checkboxes where necessary or just click the one box to “Sync all”. Select Next. (Go through the next couple of screens that appear; they are just informational.) 



5. That’s it! Your OneDrive in the cloud will begin to sync the files to your local hard drive.


6. When you open your sync location, you will see green checkboxes when a sync location is finished syncing. If it has a blue-circular arrow, it’s still "working."


7. Caution: do not setup “sharing” OneDrive documents using any method using your sync location. Instead, setup any sharing by using the OneDrive web interface.
Link to web interface: https://login.microsoftonline.com
 

Other Tips for Using OneDrive:

1. Creating new documents and saving to your OneDrive location:
  • Open any other Office 365 application and create a new document. To save the document, either select Save or Save As. Select the OneDrive – UWGB location.
 

2. Checking how much of your 1 terabyte storage amount you’re currently using:
  • You have a terabyte of space in the cloud for OneDrive files; your hard drive doesn’t have that kind of storage!
  • From the web interface, click on the gear icon, then select “Site Settings."  Select “Storage Metrics” from the Site Collection Administration section.
   


3. How to Share OneDrive Folders and Files using the web interface:


  • Following these steps to share folders and files in OneDrive:
    • Select the folder (check box) or file and then select Share.
    • Enter the names of the people you want to share with; add a message if you wish.

  • (Optional) Select the drop down list to change the type of link. The details pane opens, allowing you to change who can access the link and whether people can edit the item you’re sharing.
  • Options for "Who would you like this link to work for" (options vary based on admin settings):
 
Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
People in UWGB gives everyone with a UWGB Office 365 account access to the link, whether they receive it directly from you or forwarded from someone else.
Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.
  • By default, Allow editing is turned on. If you want people to only view your files, uncheck the check box.
  • When you're done, select Apply.
  • When you’re ready to send the link, select Send.
  • The people you share with will get an email like this:

 
4. Get a link to a file or folder that you can copy:
  • Another way to share is to get a link to a file or folder that you can copy and paste in a text message or on a website. People you share these links with can also forward your link to others.
  • Select the folder you would like to share. In your OneDrive, select Copy link. The link is automatically copied to your clipboard.
 

  • (Optional) Click the drop down list to change the type of link. The details pane opens, allowing you to change who can access the link and whether people can edit the item you’re sharing.
  • Options for Who would you like this link to work for (options vary based on admin settings):
  • Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
  • People in UWGB gives everyone with a UWGB Office 365 account access to the link, whether they receive it directly from you or forwarded from someone else.
  • Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.
  • By default, Allow editing is turned on. If you want people to only view your files, uncheck the check box.
  • When you're done, click Apply.
  • Paste the link (Ctrl+V) to wherever you want, such as a text message or on a website.



NOTE:  Do not populate your cloud storage with High Risk Data: 
There is a definition of high risk data and examples in the UW System 1031.A procedure
https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/information-security-data-classification/information-security-data-classification/ 
If you have questions about whether your data is high risk or not, please contact our IT Security Officer, Travis Albrecht. albrecht@uwgb.edu 920 465-2974.




Keywords:laptop sync share copy space document documents   Doc ID:81647
Owner:Student G.Group:UW Green Bay
Created:2018-04-18 09:36 CDTUpdated:2020-10-08 15:13 CDT
Sites:UW Green Bay
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