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Overview
It's always a good practice to regularly back up and sync data that is stored on your computer. There are a number of scenarios in which the information on your computer could be lost:
- Your hard drive could fail
- Your files could become corrupted
- Your laptop may be lost or stolen
- Your data could be deleted by mistake
- A virus or other malicious program could harm your data
Information Technology Services does not automatically back up local data on MSU Denver issued computers. However, individual users can quickly back up their own data to their MSU Denver Office 365 account using OneDrive. Once backed up, you can access your files and folders from anywhere, on any device. Data in OneDrive is encrypted both in the cloud and during transmission, and files that have been accidentally deleted can be recovered for up to 93 days.
How do I back up and manage my MSU Denver files using OneDrive?
Sign in to OneDrive
If you're using an MSU Denver computer, OneDrive is already installed. You can find it by searching for "OneDrive" in the Start menu on Windows or Finder on a Mac. From there, simply open the OneDrive app and sign in with your MSU Denver Office 365 account.
Set up OneDrive
When you first open the app, you'll be asked to choose the location for your OneDrive folder. You can accept the default location, or manually select a different folder if you prefer. The app will walk you through the other steps to complete the setup.
Syncing Files
Once set up, you can start adding files to your OneDrive folder. These files will automatically sync to the cloud.
Using OneDrive with File Explorer
You can manage your OneDrive files directly from File Explorer on Windows, or in Finder on a Mac. You'll see a OneDrive folder where you can drag and drop files.
Files marked with a cloud icon are online-only, while those with a green checkmark are available offline.
Sharing Files
Right-click any file or folder in your OneDrive and select "Share" to send a link to others.
You can set permissions to control whether others can edit or just view the files.
OneDrive Best Practices
By following these tips, you can ensure your files are well-organized, secure, and easily accessible:
- Organize Your Files: Create a clear folder structure to keep your files organized. Use descriptive names or standardized naming conventions for your folders and files to make them easy to find.
- Use Folder Backup: Enable Folder Backup (Known Folder Move) to automatically sync your Documents and Pictures folders to OneDrive. This ensures your important files are always backed up and accessible from any device.
- Share and Collaborate: Use OneDrive to share files and folders with colleagues, friends, and family. You can set permissions to control who can view or edit your files.
- Version History: Take advantage of OneDrive's version history feature to restore previous versions of your files. This is useful if you need to revert to an earlier version of a document.
- Access Files Anywhere: Use the OneDrive mobile app to access and share your files on the go. You can also scan documents directly into OneDrive using your phone.
- Use OneDrive in Teams: If you use Microsoft Teams, you can access your OneDrive files directly within the Teams app, making it easier to collaborate and stay organized.
- Keep Special Character Limitations in Mind: Avoid using special characters in file names to prevent sync issues. Microsoft lists all restricted characters in their support website article: Restrictions and Limitations in OneDrive and SharePoint.
- Keep file name length and folder path length limitations in mind: Ensure file names are not too long to avoid sync problems. Try not to back up folders that contain several layers of nested folders. Microsoft provides more information about file name and folder path limitations in their support website article: Restrictions and Limitations in OneDrive and SharePoint.
Other data backup notes
- ITS does not support saving data on shared-use computers, such as those at front desks or in computer labs. Data on these machines should be saved to OneDrive or SharePoint as appropriate.
- Some departmental data is stored on shared network drives, such as the Y: and U: drives. While these drives are regularly backed up, much of this data is being transferred to SharePoint to improve performance, accessibility, and data resilience. If your department would like to migrate their network drive content to SharePoint, please submit a request here.
- Due to limited resources and security concerns, ITS does not support or recommend any other data backup methods.