OneDrive for Business FAQs

What is OneDrive for Business? It is Microsoft 365's cloud storage and sharing with collaborative editing of Microsoft Office documents. All staff and registered students are eligible to use OneDrive. You can access OneDrive files on the web, using the OneDrive for Business desktop app, or from the OneDrive mobile app. 
How long do I have access to OneDrive? Your access is enabled/disabled automatically based on your role at the University. Contact IT Support if you have questions about your access, (989) 964-4225.

Table of Contents

What is OneDrive for Business?

With OneDrive for Business you can:

  • Save your work files to OneDrive so they're always with you, even on your smart device.
  • Get work done together with virtually anyone, anytime (without having to contact ITS to set up the security permissions for others).
  • Maintain multiple versions of your documents automatically and recover an earlier version.
  • Synchronize your OneDrive files to your computer or device so you'll be able to access your documents even if there's no available Internet connection.
  • Store up to 1 TB of information.
Only Store Non-Sensitive Data on OneDrive.  Users that store documents and files with personal information must store them on network shared drives, not on local "hard drives" or portable data storage media, or cloud destinations such as, but not limited to, Dropbox, Google Drive, or Apple iCloud.​​​ Please view our Internet and Network Resources Acceptable Use Policy under General Regulations. You should only store data that DOES NOT CONTAIN FERPA, HIPAA, or PPI data in your SVSU, OneDrive account.

OneDrive is accessible from anywhere

Content stored in OneDrive is accessible from anywhere with any device.


OneDrive on the web

OneDrive can be accessed through your web browser in a few different ways: 

  1. Visit our main page svsu.edu 
  2. Select Quicklinks then OneDrive or click mySVSU under the Applications header select OneDrive.
  3. Log in using your SVSU email address and password.
Log into your University OneDrive directly by visiting portal.office.com (bookmark this in your browser).


OneDrive desktop app

If you need to access some or all of your files, when you are offline, you can sync files between OneDrive and your computer (PC or Mac). you must install the OneDrive for Business Sync desktop app. Once installed on your computer:

  1. Open the File Explorer/Mac Finder.
  2. Navigate to OneDrive – Saginaw Valley State University.

OneDrive Mobile app

  1. Download and install the OneDrive mobile app from the App Store or Google Play Store.
  2. Log in using your SVSU credentials.

How do I share documents or folders with others?

Documents or folders can be shared across all devices by sharing a link, or inviting individuals, directly, to access the files.

What are the benefits of sharing?

  • Reduces the size of your inbox.
  • Ensures users are looking at the most current version of a document.
  • You can see who made changes by looking at the version history
  • Collaborate with others up to 10+ persons at a time

Sharing specific documents or folders 

The documents or folders on your OneDrive are not accessible to anyone until you share them. There are some sharing options available that give people outside of SVSU and those with an SVSU email address viewing or editing permissions, see the options below. When sharing with people with an SVSU email address they have access indefinitely until you remove the sharing permissions.

IMPORTANT: You can share from OneDrive on the web or from within a Microsoft Office 365 application. The link settings available for sharing are below.

Anyone with the link:
Use with caution, it can be forwarded to anyone outside of SVSU and gives access to anyone who receives this link. You can control the permissions such as turn off editing, block downloading, and set a password. All links expire in 30 days (it cannot be extended) however, you can choose an earlier date. 
People in Saginaw Valley State University: People within SVSU can access the file or folder, whether they receive it from you or it was forwarded from someone else.
People with existing access: Can be used by people who already have access to the file or folder.  Alternatively, they can access the shared file or folder from the Shared section from the left menu navigation. 
Specific people: Only the people you specify have access. If forwarded to someone else they will not be able to view the shared file or folder.

You can stop/revoke access by sharing a file or folder at any time. Revoking access or change permissions, you must be the owner of the item.

OneDrive sync client (desktop app): How do I save files to and edit files?

SVSU public computers have DeepFreeze installed. Each time the computer is restarted, contents on that computer are erased. Anyone that installs the OneDrive sync client these machines will either need to set up the install OneDrive each time they use the computer, or they will need to use the OneDrive web app.

After installing and setting up the OneDrive sync client, you will be able to save directly to your OneDrive. Saving will work the same as saving to a network drive or the C drive.

OneDrive on the web: How do I save to and edit files?

Using the sync feature when using OneDrive in a computer lab, or on another person's computer is different because the OneDrive desktop app is not installed you will need to use OneDrive on the web. Lastly, you can use the download function to work on the file locally then when your done, upload it back to OneDrive on the web.

You can work online inside the browser using Word Online, Excel Online, or PowerPoint Online to edit and save files automatically or open them on the desktop (if installed). 

Can I restore a file to an earlier version of a file?

You can return to previous versions of files. The current limit of saved versions for a single document is 500 versions.

MS Support Page – Restore a previous version of a file in OneDrive

How do I recover a deleted file?

OneDrive for Business will hold your deleted items in a Recycle Bin where they can be recovered for up to 90 days.

MS Support Page – Restore deleted files or folders in OneDrive

Why do I receive a file upload error?

Several error messages can occur when trying to upload to OneDrive website or when you are saving to the OneDrive sync client.

A common upload error users get is simply the filename has these invalid characters ~ " # % & * : < > ? / \ { | } . all you need to do is rename the file.

Also, be mindful these names are not allowed as filenames or folder names: AUX, PRN, NUL, CON, COM0, COM1, COM2, COM3, COM4, COM5, COM6, COM7, COM8, COM9, LPT0, LPT1, LPT2, LPT3, LPT4, LPT5, LPT6, LPT7, LPT8, LPT9

MS Support Page – Fix problems uploading files on the OneDrive website

How can I fix a sync problem with my OneDrive?

There are some common fixes related to why your file or folder won't sync. This is typically indicated by a red x in front of the filename or folder. A frequent one that we see is when a file name or path length is too long.

Please be mindful that the entire path, including the folders and file names, must contain fewer than 255 characters. We recommend renaming the file or folders to a shorter name.

How do I change which folders are syncing to my computer?

You can adjust which folders are being synced at any time. You can specify which folders to sync from OneDrive on the web to your computer.

Unchecking a folder simply stops the syncing to your computer and removes the folder, it does not delete the contents, it is still available in OneDrive on the web. Choose which files or folders that you want to sync to your computer.

If you want to turn off, disable syncing, or uninstall OneDrive -- you can. You will not lose content stored online.

How do I access a shared folder through OneDrive sync client on my computer?

  1. Log into OneDrive on the web
  2. Click Shared with Me
  3. Open the folder that has been shared with you.
  4. You should see the Sync button in the command bar.
    NOTE: If you don't see "Sync" the person that shared the folder with you did not give you editing rights. Click Sync, OneDrive sync client installs.
  5. The window "Sync your OneDrive files to this PC" opens, click OK.
  6. The newly synced shared folder, labeled “Saginaw Valley State University,” will display in the Quick Access pane within File Explorer.
Find Shared Folders Faster. Open the folder that was shared with you and click Add shortcut to My Files.

What limitations are there for uploading large files or multiple files to my OneDrive?

It is recommended to use the OneDrive sync client to upload large or multiple files rather than the OneDrive online interface.

  • When syncing files or folders to the OneDrive desktop sync app only sync what you need.
  • Don’t sync everything to your computer.
  • Make sure that a file/folder you want to sync is not larger than 15GB, if it is, the file or folder would need to be compressed or zipped.
Access all your files in OneDrive. Use Files on Demand without taking up space on your computer for Windows 10 version 1809 and later.

Details

Article ID: 104672
Created
Tue 4/7/20 3:55 PM
Modified
Mon 5/17/21 3:10 PM