Sync OneDrive files on Windows


OVERVIEW

Target audience: McGill students, faculty, and staff members.

If ICS supports your computer and you have received the new Next Generation sync client, please follow the steps below to configure the OneDrive for Business on Windows workstations. 

Refer to the recently revised Cloud Directive for regulations on cloud data storage at McGill.

In this article:

IMPORTANT: New OneDrive storage capacity starting May 31st 2024

On May 31st, 2024, OneDrive storage capacity for all students, will be adjusted to 20GB, to comply with Microsoft’s new Storage quota for its educational sector clients.

If you are a McGill student, please verify your current storage using the instructions in this article: How to check file storage usage in OneDrive.

If your current storage exceeds 20GB, empty the recycle bin, remove shared items and application installers. Move older, unused files and large files such as videos, PowerPoint presentations or picture libraries, off your OneDrive, to another location right away so you are ready for May 31st storage space reduction.

The OneDrive storage provided to staff or faculty members will not be affected.

More details about this initiative can be found in this announcement on the ITS website.

Service overview

Configuring the Next Generation sync client

  1. After ICS has installed OneDrive for Business on your computer, the following screen will appear:

    OneDrive screen prompting to you enter your email

  2. Enter your McGill Username (first.last@mcgill.ca) and click Sign in.

    OneDrive sign in screen

  3. You will be directed to McGill's Office 365 page. Confirm your email address, enter your McGill password, and click Sign in.

    Office 365 sign in screen

  4. You may be asked if you'd like to stay signed in to all your apps. Select OK so you don't have to sign in every time you edit any Office365 files.

    Screen prompting you to stay signed in

  5. The following page will appear. You may change the location of your OneDrive folder or accept the default location. Click Next.

    Choose OneDrive folder location

  6. If you already have files in your OneDrive folder, you will have the option to choose a new location. If you wish to use the default location, select Use this location.

    Option to choose new location

  7. A notification that OneDrive is ready to use will appear. You can close the window by clicking on the ‘X’ in the top right-hand corner or "Open my OneDrive - McGill University folder" to begin using OneDrive.

 

Seeing and managing your OneDrive files

Your OneDrive files will appear in File Explorer in the OneDrive folder. If you use multiple accounts, your files appear under OneDrive - Personal, and your work or school files appear under OneDrive - CompanyName.

The Status column displays icons next to your files and folders that indicate the sync state of each item. For a complete list of icons and their meaning, refer to the Microsoft article What do the OneDrive icons mean?.

File explorer with arrow pointing to status column

Now that your files are synced to your computer, you will see a white or blue (or both) cloud icon in your taskbar notification area.

Changing your sync folder

To change the folders you sync to your computer:

    1. Right-click the cloud icon in the taskbar notification area.

Setting dialog

    1. Select Settings > Account > Choose folders.

Where to find Choose Folders

    1. Uncheck any folders you don't want to sync locally, then click OK.

Select or deselect folders

references

ADDITIONAL REFERENCES: