OVERVIEW
Target audience: McGill faculty and staff who have a Network and Desktop Services SLA with IT Customer Services and who will be receiving a new computer. This information can also be used by anyone who wants to sync their local files (Desktop, Documents, Pictures folders) on McGill’s OneDrive for Business cloud to make these documents available on other devices.
NOTE: Before you receive a new computer
For staff with an SLA, you should activate OneDrive backup on your current computer before receiving your new one. Backup syncing should also be kept on all the time. This will eliminate the pain of losing files when you receive your new PC.
IT Services is not responsible for backing up data stored on local computers or external devices. However, you may contact the IT Service Desk if you need assistance IT Service Desk.
In this article:
What is OneDrive backup?
OneDrive backup is automatically activated when you set up OneDrive sync on your computer. The items in your Desktop, Documents, and Pictures folders are stored in the OneDrive cloud and are accessible on any other devices where you log in to OneDrive for Business.
OneDrive backup syncing is the best practice for preventing loss should your disk fail, your laptop break or get stolen, you get a new laptop, or you are working on many devices.
Watch this video demonstration about OneDrive backup (on the Microsoft Support site). Scroll down the page to view possible errors and solutions.
Before you modify OneDrive backup folders
- Delete any unwanted files.
- Move files you don’t want stored in the cloud to a secure storage location. Note: McGill institutional data can be safely stored on OneDrive, but should not be synced to personal devices.
- If you start your backup to OneDrive from home, you may incur data costs, depending on your Internet data plan.
- As per the McGill Cloud Directive, storing files containing Payment Card Information in the cloud is prohibited. If you have such files in the Documents, Desktop, or Pictures folders, you must move them to a different location.
- Outlook PST (personal folders) files will not be backed up in OneDrive. If unused, they should be zipped (or sent to your mail storage). If used, they should be imported into Outlook under Online Archive or a sub-folder in your inbox, as we have 50 GB or 100 GB storage space. If you don't want to send your Outlook PST file to the mail server, move it to your regulated data folder or the McGill file server. Otherwise, you will be warned by OneDrive that this Outlook PST file is not backed up.
- To back up video files stored in the Videos folder, manually create a Videos folder under your OneDrive – McGill University folder and move your files there. They can also be backed up using a USB key or another option that is simpler for you.
How to stop backup
- Right-click on the blue cloud icon on your desktop tray.
Note: If OneDrive is not running, open the OneDrive app and activate the Sync. Search for “OneDrive” in the Windows search box and click Open. Then click on the blue cloud icon in your desktop tray.
- Click Settings.
- Click Backup > Manage backup
- All three folders should already be synced and backed up. To stop backing up any folder, click Stop backup beneath that folder. On the next screen, confirm Stop backup.
You will receive a confirmation that the folder is no longer being backed up. Click Close.
When you stop backing up a folder, the files already backed up by OneDrive stay in the OneDrive folder and will no longer appear in the folder under This PC. Instead, you will see a folder called Where are my files.
If you want those files back under This PC and not in OneDrive, move them manually from the OneDrive folder back to the folder under This PC.
Click Where are my files, which will open the folder in OneDrive. Then select the files that you want to move and drag them to the folder under This PC.
Note: OneDrive won't back up any new files you add to that folder on your device after you stop the backup.
How to restart backup
- Right-click on the blue cloud icon on your desktop tray.
Note: If OneDrive is not running, open the OneDrive app and activate the Sync. Search for “OneDrive” in the Windows search box and click Open. Then click on the blue cloud icon in your desktop tray.
- Click Settings.
- Click Backup > Manage backup
- To re-enable sync on a folder, select the checkmark next to the folder, then Start backup.
A new screen will appear while files are being backed up. You can view the sync progress or simply close the window. Once complete, your files will be available anywhere you use OneDrive.
You may receive messages about unacceptable file names. You can allow OneDrive to rename the file or skip the backup.
