Moving Files to “OneDrive for Business” A Baldwin Wallace University IT Quick Card for Faculty & Staff

INSTRUCTIONS FOR WINDOWS DEVICES

To successfully function in today’s mobile environment, IT recommends that all BW faculty and staff move their files from their C:drive into their Office 365 “OneDrive for Business” account. Files moved to OneDrive still reside on your local C:drive but a duplicate backup copy is created and safely stored in the cloud. This provides you with the highest level of mobility AND security. TIP: You can access the files you save to “OneDrive for Business” from any device or location via the web at: http://onedrive.bw.edu. Log in with your BW user name and password.

BEFORE MOVING YOUR FILES YOU FIRST NEED TO SET UP AND SYNC YOUR ACCOUNT IN OFFICE 365.

YOU MAY ALSO WANT TO CHECK FOR KNOWN FILE ERRORS.

There are some files that you cannot copy to OneDrive for Business. These include: .pst, .dll, .exe, and any “installation” type files. Also, certain characters in a file or folder name are invalid and will “hang up” your sync process. You’ll want to rename them or remove the character. These include: \ / : * ? “ < > | # & % You also cannot have any files and/or folders that are greater than 128 characters in length; these will need to be shortened. File paths cannot be longer than 260 characters in length.

If you have a large quantity of files and/or folders, you can quickly search and replace characters that are not “sync-able”, as well as look for files and/or folder names that are too long. A script file will run and replace any files/folders that have invalid characters in them to an underscore ( _ ). It will also alert you about file/folder name lengths that are too long.

a. Open File Explorer and go to the public shared drive at P:\ b. Find the ‘IT’ folder and double click on it, and then double click on the ‘smorehou’ folder. c. Double click on the ‘OneDriveRenameFiles’ VBScript Script File. A Browse For Folder box will appear:

d. Go to the C: drive and locate one of the folders that you are going to move to OneDrive For Business. Click on it and select OK. e. The file should run fairly quickly (unless you have a large quantity of files). If there are any files and/or folders renamed or exceeding allowable character length, the following box/s will appear:

Make note of the location of the log file and open it if you would like to see which files/folders were renamed. You can either delete this file or leave it. You will have to shorten the file/folder names of any that are found with a length greater than 128 characters. f. After you’ve clicked OK through the box/s, a Completed box will appear when the script file is done. NOTE: If only the Completed box appears, then there weren’t any problems detected, and you can go to Step 1 below to begin moving your files and/or folders. g. If you are moving more folders, start at Step a. and continue until all folders you are going to move have been run through the script file. h. When finished, go to Step 1 below to begin moving your files and/or folders to OneDrive for Business.

1. Click on the File Explorer in the lower left corner of your screen. If you set up your OneDrive account correctly, you should now see “OneDrive for Business” (or “OneDrive – bw.edu”) listed under Favorites.

2. Click on your C: drive and then click “Users.”

3. From there, click on your user name to expand the menu.

4. Choose the folders you want to move to OneDrive.

(Press & hold down the control key to select multiple folders.)

5. Drag the folders you’ve chosen and drop them into your “OneDrive for Business” account. Remember… you are basically moving these files from one destination on your C: drive to another. The purpose being that “OneDrive for Business” will also sync your files with the cloud, creating a secure back up that is accessible from anywhere. Additionally, if your computer is ever lost or damaged, all of your files can be retrieved!

6. As your files and folders sync, you can check the status:

 A green checkmark on a file or folder means that it has been successfully synced.

 A blue circular arrow means it is currently being synced.

 A red X indicates a file or folder that is out of sync. Check known errors or call IT Support Services (x7000).

 You’ll see the OneDrive icon on your on the bottom right side of your screen. The moving green line indicates files are in the process of syncing.

 Clicking the OneDrive icon on the taskbar will also give you information on the current status of your sync.

Please note that while all your files and folders may have green checkmarks, if when you click on the blue cloud icon on the taskbar, it doesn’t say ‘OneDrive for Business is up to date’, you either have an invalid file type or character, or too many characters in a file name or file . It may say that ‘1 file remaining is synching’. You’ll need to search through the files and folders to find what has caused the “hang-up”. Once you’ve fixed the issue/s, you should finally see ‘OneDrive for Business is up to date’ (if not, please call IT Support Services at x7000). This is the new destination you will now save to and access files from.

Moving forward, when you SAVE new files, you’ll want to do a “Save As” and select OneDrive for Business (or OneDrive – bw.edu) as the destination instead of your C: drive or the folder as you may have done in the past.

As always, you can also choose to save files to any of your BW network drives (H: drive, or shared drives like the S: drive). Those files will only be accessible from on campus or via Virtual Desktop (remote login). http://labs.bw.edu.

The other OneDrive icon you may see on your menu is a free OneDrive PERSONAL account. You can use this for personal storage space (limited file storage). It does not sync with your BW “OneDrive for Business” files.

IMPORTANT NOTE: If you have a Shared with Everyone folder in your OneDrive for Business folder, please DO NOT copy any files to this folder unless you really want to share them with EVERYONE at the University.

STORAGE CAPACITY: Although your Office 365 OneDrive for Business account has 1TB of cloud storage, the SYNC feature is limited to the amount of disk space on the hard drive of your computer. If the files you save to OneDrive exceed the storage capacity of your computer’s hard drive, you will need to select which folders you want to sync to your computer. (The others will remain only in the cloud.) If you need assistance with this process, please contact IT Support Services. They will help you install a different sync client that allows you to choose specific folders to sync.