OneDrive PC Folder Backup is a new feature available on Stonehill-provided Windows computers (not currently available on macOS). With this new feature, files in your Desktop, Documents, and Pictures folders are automatically synced to OneDrive without any extra configuration. In addition, local copies of rarely used files are automatically "offloaded" from your computer's hard drive to save space (don't worry, you retain complete control over which files, if any, utilize this feature, and can exempt any number of files or folders so that they're always accessible even when offline).
The many benefits of this new feature include:
- No need to change the way you work. Files are automatically backed-up to OneDrive, while also remaining in the same location on your computer.
- Easily share, access, and view the version history of all your synced documents.
- Gain peace-of-mind knowing that all synced files are protected against the risk of data loss from both ransomware attacks and hardware failures.
- Free up wasted hard drive space: files you rarely access are automatically offloaded from your computer's drive, but still appear in your file explorer, downloading instantly the moment you access them while connected to the Internet.
- Synced files are immediately accessible if you receive a new Stonehill-provided replacement computer.
Initial Setup
After the Department of Information Technology has enabled OneDrive PC Backup for your account, you may see a notification pop-up in your system tray stating that your files are protected. This is to be expected, and you can safely dismiss this message. At this point, there is no other configuration needed to make sure your files are protected.
If for any reason, there is a OneDrive sync error, you may be prompted to complete the migration to OneDrive PC Backup. You may see a box appear near OneDrive upon booting up your computer that indicates that IT would like to backup your Desktop, Documents, and Pictures to OneDrive.
After clicking the Protect these folders button, you will simply need to click the Start Protection button on the next screen that appears.
Files On-Demand
Files on Demand is a convenient feature offered by Microsoft OneDrive, enabling users to access files stored in the cloud without downloading them onto their local device. This feature is not automatically set up for faculty, the feature is already on for staff.
To activate Files on Demand in OneDrive, users can navigate to the OneDrive settings, select the "Sync & Backup" tab on the left.
Then select "Advanced settings" and select the "Files On-Demand" option at the bottom, and then toggle the switch to enable the feature.
Once activated, users can see all their files and folders in File Explorer when connected to the internet, but files are only downloaded when accessed.
Sync Icons
Similar to SharePoint Sync you’ll be able to tell if OneDrive PC Backup is working if your files and folders have any of these icons.
When viewing your files and folders in Windows after OneDrive PC Backup is turned on, they will all still display regardless of their sync status for easy access.
In the example pictured below, all files are synced and backed up to the OneDrive cloud, however:
- The entire "Meeting Notes" folder has been set to "Always keep on this device." (solid green checkmark)
- "Test Document 1.docx" has been accessed within the past 30 days, so it's currently available offline. If it's not accessed again within 30 days, it will "offload" the local copy, but still be accessible and will download again once accessed. (unfilled green checkmark)
- The other three documents (with blue cloud icons) have not been accessed within the past 30 days, nor set to "Always keep on this device", and are therefore accessible with an active Internet connection. Once accessed, they will automatically download and remain available offline for up to 30 days of inactivity before offloading once more.
Free up space
Another great feature of OneDrive PC Backup is the ability to free up space on your computer. This feature is turned on by default for staff and will offload locally stored copies of files that have not been used in more than 30 days. Once offloaded, these files will appear as a cloud icon on your computer, indicating that they are not stored locally on your computer. They can be opened like any other file on your computer; before the file opens, it will be downloaded automatically.
For Faculty
Faculty files will not automatically offload after 30 days; files will remain locally stored. However, you can use the free up space feature by right-clicking on files or folders and selecting Free up space from the menu.
Note: "Online-only" files (those sporting a blue cloud icon) are not accessible without an Internet connection. If you have certain files or folders you want to always be accessible even when offline, or otherwise anticipate working in an area without internet access, it is important to at least open those files and ensure they are downloaded to your computer in advance. Alternatively, you can set them to "Always keep on this device" to ensure they're accessible while offline. Review the section on
sync icons so you're completely comfortable with what each means.
Keep files local
If you have certain files or folders that you want to ensure are always accessible no matter what, even offline, you can! Right-click on any file(s) or folder(s) and select Always keep on this device, and the icon will change to a filled-in green check mark. This indicates that the local copy of those files or folders will never get offloaded, even after 30 days of inactivity. This is particularly beneficial for people using laptops who anticipate working in an area without Wi-Fi.
For faculty, there's no need to choose this option since the files will not automatically offload after 30 days unless you have used free up space on specific files or folder.
