OneDrive: How to setup the sync client

How to Use the One Drive for Business Next Generation Sync Client

Follow these steps to start using the new OneDrive sync client. OneDrive for Business is more than just cloud storage. Use the Follow command for important docs, investigate the Shared with Me folder, learn the functionalities within Windows Explorer, and sync files to your Outlook. This guide brings tips and tricks that improve digital productivity and help create an all-digital culture within Microsoft. 

Goal: In order to reduce the load on servers, we’re moving away from a “home” drive stored on the servers (your M: drive, or W: drive, depending on which department). Instead, all your files will be stored on OneDrive, stored in the cloud, accessible anywhere. In addition, your local profile (My Documents, Photos, etc) will be redirected to a One Drive – King County directory. This can serve to backup your local profile, as well as provide version control.

IMPORTANT: OneDrive is NOT approved for use under HIPAA or CJIS protocols.

Assumptions:

  • The legacy OneDrive or OneDrive for Business client is not currently running. If it is in use then stop syncing and sign out.
  • The most up-to-date OneDrive software is installed.
    • Windows 10 includes a modern OneDrive application.
    • Windows 7 requires a separate installation of the software (link: approx 20MB)
  • Although you can sync’ a lot of files, there are certain restrictions on the number of files, size of files, folder names, etc. Details can be found here.
  • Scan and fix Outlook and Office 365 issues automatically here.

GIF to see the entire process:

kcit-onedrive

Getting Set Up:

  1. Launch the OneDrive client: A computer with both Office 2013 installed and the new OneDrive sync client actually has two completely separate pieces of software installed called OneDrive.
    The standalone OneDrive application is on its own in the start screen/menu and is called simply “OneDrive”In Windows 10, select the OneDrive desktop app.win10-onedriveIn Windows 7, under Programs, select Microsoft OneDrive.win7-onedrive
  2. Enter your Microsoft Office365 account name and click Sign In: This is your office email address and only done for initial setup. Type your email address and click on Sign in.
    onedrive001
  3. Select Work or School: Notice that the Personal option is grayed out. This is done to prevent any company documents accidentally stored onto your personal OneDrive account. Click Work or school. onedrive002
  4. Sign In: You will notice your username is already there. Click Sign In or, just click the TAB key on your keyboard and it will sign you into your Microsoft OneDrive accountonedrive003
  5. Synchronization of your folder: Notice your local user’s profile is automatically selected. This is by design and will synchronize the content automatically. Click Next. onedrive004
  6. Chose files to sync from your OneDrive: In a few moments, you will notice that your Windows Explorer will show OneDrive – King County. It will synchronize the local profile data (such as the My Documents folder). Click Next. onedrive005
  7. READY: OneDrive will now sync’ your files. Click Open my OneDrive – King County folder to see the files and folders being synchronizedonedrive006
  8. VIEW: You will see that your local folders are being sychronized to OneDrive by seeing the green circle. This denotes that the files / folders have successfully synchronized. onedrive007

If there are existing files in the user’s OneDrive storage, the client will allow for all files or a set of specific folders to be synced locally.

Please note that different versions of Microsoft Office have different capabilities:

  • Office 2010 does not have native OneDrive capabilities. When you click on Save or Save As, you don’t have the option to save directly to OneDrive.
  • Office 2013 and Office 2016 has native OneDrive capabilities, giving you the ability to Save or Save As onto your OneDrive location.

onedrive-word

Want to know more? Here’s a link to the OneDrive sync client being used in Microsoft. It details the benefits of using OneDrive, as well as some nuances from real users.

Want even more? Here’s a link to Microsoft’s IT Showcase – One Drive for Business tips and tricks. One minute of sweet awesomeness! 🙂

Notes: The new OneDrive software periodically automatically updates itself.  The first launch may require a little extra time for the automatic update to complete. Thank you for being patient!

FAQ: Can I put all my working documents in OneDrive?

Mostly, but OneDrive is NOT approved for use under HIPAA or CJIS protocols.

FAQ: How much space do I get? 

1TB.

FAQ: 1TB is a lot of space. Does this mean I can put my favorite cat videos on my OneDrive? 

While we don’t like to govern our employees, we expect smart use of corporate resources. This includes the use of OneDrive. So please, be professional and use your professional judgement.

FAQ: How do I know which files or folders are in sync? 

File Explorer icons show you the sync status of your offline folders and files.

  • Image of sync icon – It’s in sync with online version.
  • Image of syncing icon – It’s getting in sync.
  • Image of out-of-sync icon – The version on your PC is out of sync. To find out why, go to the right side of the taskbar, select the Show hidden icons arrow, press and hold (or right-click)  OneDrive OneDrive icon , and then select View sync problems.

FAQ: I’m getting sync issues between my laptop and OneDrive. How do I fix it? 

Interesting question. While there are steps that you can do to fix it, we’d recommend you contact our service center. A technician will help ensure that all the settings are done right.

FAQ: What’s the difference between OneDrive and Sharepoint Libraries? 

These are both tools in the Microsoft toolbox and available to all users in the company. The features you choose can be based on a variety of factors—including the size of the audience, your work habits, and culture of your team. We encourage employees to decide the appropriate place to save their work and then decide which application to use to collaborate. Know more

OneDriveSharepoint.png

 

 

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