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What is OneDrive PC Folder Backup?
OneDrive PC Folder Backup is a feature enabled on Stonehill-provided Windows computers (not currently available on Stonehill-provided macOS computers) where any files in your Desktop, Documents, and Pictures folders are automatically synced to OneDrive without extra configuration. In addition, for staff, rarely used files are automatically offloaded from your computer and stored in the cloud to save space. Staff laptop users will need to make sure they have opened any needed offloaded files before working without an Internet connection, but all files that have been offloaded are otherwise easily accessible. Faculty computers will not see any of their files automatically offloaded unless they choose to activate the free up space feature themselves.
Besides the peace of mind knowing that your Stonehill related files are being backed up automatically, OneDrive PC Folder Backup is beneficial because it means that you will no longer need to worry about making sure your files are being protected against ransomware attacks or hard drive crashes. Your Desktop, Documents, and Pictures are accessible through OneDrive, so you can seamlessly switch devices and continue where you left off.
There is also the added benefit of having file version history, where you can restore previous versions of any document you were working on.
How do I know that OneDrive PC Folder Backup is set up properly?
You will know that OneDrive PC Folder Backup is working as intended if you select the OneDrive cloud icon in your system tray, and it states that your files are up to date. Also, you can verify if it’s working if you notice any cloud or green checks on your desktop files.
If there are any syncing errors or manual setup is required, you may need to click the Protect these folders button that appears after clicking OneDrive.
Can I access my synced desktop, documents, and pictures from a Lab or Classroom computer on campus?
Yes! If you aren’t using your Stonehill-provided computer and would like to access your Desktop, Documents, and Pictures on a Lab or Classroom computer, you can use the OneDrive folder that is located on all Windows Lab or Classroom machine on campus. From there, you can access all OneDrive files, including the folders synced with OneDrive PC Folder Backup.
Are my files moved after OneDrive PC Folder Backup is enabled?
Your files are still located in the appropriate locations when you log into Windows, however, there is an internal link created that points them to OneDrive. After they are pointed to OneDrive, they are being synced up to the cloud if these files are in your Desktop, Documents, or Pictures folder. For staff, the only time that your files are "offloaded" (only accessible while connected to the internet) is if you right-click the folder (or file) and select Free up space or if the file isn’t accessed after 30 days, in this case, it will change into a cloud icon where it can be accessed from OneDrive, and copied locally to the computer again.
For faculty, there is no default setting to offload any files, no matter how long ago they were accessed. You can turn on the Free up space feature by right-clicking on the file or folder and selecting Free up space from the menu.
What if I have personal files that I don’t want in my Stonehill OneDrive?
OneDrive PC Folder Backup only syncs the Desktop, Documents, and Pictures folders on Windows computers with OneDrive. To keep files out of OneDrive, move them to a folder other than one of those three folders.
Please note: Any files outside of these folders are not backed up by Stonehill nor will they be transferred to a new computer during the computer replacement process. Anyone who moves files outside of these folders is responsible for backing that data up and transferring it to a new computer when it is replaced.
Do I need to do anything if I am traveling to a location without Wi-Fi connectivity?
Yes, if you are traveling to a location where Wi-Fi isn’t available, it is a good idea to ensure that your important files aren’t displaying the cloud icon, and are instead displaying a green check. This indicates that the file itself is located on your machine, and doesn’t require internet access to access the file from the OneDrive cloud.
You can easily prepare for these situations if you either open the files that you know you will need access to, or you can ensure that the files always stay on the device by right-clicking the file/folder and selecting Always keep on this device.
Faculty who have not enabled the Free up space setting do not have to worry about this since their synced files will remain on the computer indefinitely with no automatic offloading.
Can I make certain files always remain accessible even when I am not connected to the internet?
OneDrive PC Folder Backup will automatically “offload” files that you have not used in more than 30 days. “Offloaded” means the files will remain stored in your OneDrive in the cloud, but won’t take up space on your hard drive. You'll still be able to see these files listed with a cloud icon on your computer, and access them if you have an internet connection, causing them to immediately download and become available offline for 30 days before offloading once more.
If there are files or folders that you want to remain locally on your computer, you can choose an option to “Always keep on this device.” Files and folders with this designation will always be accessible on your computer while also synced to OneDrive.
Faculty do not have this option turned on by default, keeping all locally stored copies of files on the computer without the 30-day automatic offload. You can turn on the Free up space feature by right-clicking on the file or folder and selecting Free up space from the menu.
Does OneDrive PC Folder Backup exist on a Mac?
At this time, IT is internally testing OneDrive PC Folder Backup and will roll it out once it has been officially evaluated by our internal test team. In the meantime, Mac users can use the sync client to automatically backup files in selected folders.