Backing Up Your Computer Files Using OneDrive
Backing up computer files is critical to avoid losing data and hours of time put into projects. Environmental factors, power surges, age, and manufacturer defects can cause hard drive failure or damage data beyond repair. Backing up files regularly and before major storms such as hurricanes can give you peace of mind knowing your information is safe. While files can still be backed up on external hard drives and flash drives, there are new innovations that can help store your important information that gives you the ability to access files whenever and wherever you are.
OneDrive for Business is a recommended option to back up your information through cloud storage provided by Eastern Florida State College. This is easily accessible by signing into your college email address online and on your Windows 10 computer. See the example steps below on how you can setup OneDrive on your office computer and how to access OneDrive for Business through your college email online.
Additionally, please review the FAQ at the link below regarding the types of files that can and cannot be added to OneDrive. Files containing personally identifiable information and personal files should not be uploaded to OneDrive. This page also provides other helpful information about OneDrive for Business.
http://www.easternflorida.edu/administration-departments/it/onedrive-for-business.cfm
The folders and files that you want to backup can be found in multiple areas on your computer, so you may need to recall where you generally store your information. In most cases, these can be found in your Documents or Desktop. Remember that some files can be within any of the various subfolders on your device as well. Copy any files and folders worth saving, including images and website data. OneDrive for Business allows up to 1TB worth of storage so you will likely have plenty of space to store your information. See the steps below for an example on how to move and copy files found on the Desktop to OneDrive. Please note the differences between moving and copying data.
How to Setup OneDrive on Windows 10 and Online
Note: In the images, files and folders appearing on a black background indicate that they are currently on the Desktop.
1. To begin setting up OneDrive on your computer, open This PC which generally can be found on the shortcut on the Desktop or by searching Windows through the Start Menu (bottom left). With This PC open, click OneDrive on the left navigation panel. You may also click the File Explorer icon that can generally be found on the Taskbar to find the OneDrive folder.
2. If this is the first time you are setting up OneDrive on Windows 10, you may receive a prompt to sign in with your email address. You will type your Eastern Florida State College email address and then click the button to Sign in. After this, you may receive prompts that review how OneDrive can be used. If you are looking to use OneDrive for Business within your email account online, please see the later steps (9-13).
3. Once the setup is finished, return to This PC or use the File Explorer where you can normally find the folders you save information to. You should now see a OneDrive – Eastern Florida State College folder. This is unique to your email address with EFSC.
In the image below, this shows how you may MOVE items to OneDrive. This is done by finding the file or folder you want to move, then left click, continue to hold the left click down, then drag the item to the folder. Please note that in this step you are moving the item from your local Windows 10 machine to the OneDrive folder. If you are not looking to do this and just want to COPY instead, skip ahead to step 5.
4. Moved files via dragging an item from the Desktop or a different folder will appear as seen below. Notice it has been removed from the local machine and is now in the OneDrive folder only. See the next steps on how to COPY items (preferred method).
5. Copying files is the preferred method so you have your files and folders stored on both your local Windows 10 computer and saved to OneDrive. While moving items is an option, copying is better for backing up files so they can be accessed from the original location and on OneDrive. To copy, left click on a file or folder you want to back up. While holding the Ctrl key, you may continue to click on additional items to copy more than one folder or file. Highlighting items all at once by left clicking and dragging your mouse is another option to select multiple files. Once selected, right click on the file(s) or folder(s) and in the dropdown click Copy.
6. After copying the item(s), return to the OneDrive folder, then right click in an empty space on the folder. In the dropdown, click the Paste option.
7. Pasted items will show up as seen below. Notice that they are also still on your device as well. This is unlike the folder that was MOVED in steps 3 and 4 which shows the difference between items that have been COPIED instead of MOVED.
8. You may have noticed the Status column while looking at the OneDrive folder. Items with a green check mark with a circle generally show items that were moved or copied from the local machine to the OneDrive folder on Windows 10. See Step 12 for what the other Status icons entail. You can right click on an item and choose the option to Always keep on this device so that it may be edited offline.
9. You can also see the items you have placed on OneDrive in your college email account online. Login to your email address via a web browser. Once signed into your email account, click on the icon in the top left with a set of 9 dots as seen in the image below. Then click OneDrive among the other Apps that are included with Office 365. Alternatively, you can click on the OneDrive icon in the bottom right in the system tray and then click the button to View online.
10. You should now see a similar view of your OneDrive account seen below. Notice that the items you had copied to the OneDrive folder on your Windows 10 computer can now be viewed online.
11. Uploading items directly from OneDrive from Business through your college email is also a great option. Click on the Upload button while in OneDrive and then select either the Files or Folder option. You can then locate the items you want to upload into OneDrive from your local Windows 10 machine.
12. As mentioned in Step 8, if you return to the OneDrive folder on your Windows 10 computer you may see that the Status column can display different icons. The cloud icon will appear if using the method in Step 11. The solid green circle with the checkmark will appear if you marked the item to always appear on the device as seen in Step 8. A sync icon may briefly display when you are first uploading an item but should change to one of the icons as seen below.
13. In addition, dragging items to copy is another option by using OneDrive through your Office 365 email account. This will create a copy of a file or folder from your local machine which is different from the similar method seen in steps 3 and 4 where dragging an item will only MOVE it. Copying is preferred so you are backing up the files to OneDrive while also keeping the items on your Windows 10 computer.
It is very important to check between the files you have stored on OneDrive on Windows 10 and OneDrive through your college email account online. Always double check that you have moved or copied your items using the method that works best for you until you feel comfortable that your files are backed up. Experiment with the methods detailed in the steps above to see how you can maximize OneDrive for Business.
If you have any questions or concerns, please call the IT Support Desk at 321-433-7600, open 7am to midnight, 7 days a week. You may also submit a ticket to review the use of OneDrive by accessing your myEFSC and clicking the Open an IT Ticket in the IT Support section.
