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Do Not Store Sensitive Information on OneDrive
Do not store files that contain:
- PPI
- HIPAA data
- FERPA data
SVSU scans for PPI on a quarterly basis automatically. If sensitive data is found, you will receive an email with instructions. Read our Internet and Network Resources Acceptable Use Policy. Microsoft Purview helps manage and secure data across various platforms, ensuring compliance with privacy regulations and enhancing data protection. Read our article: Document and Email Encryption.
What is OneDrive?
OneDrive for Business is SVSU cloud storage for faculty, staff, and students. You can store, access, and share files from any device.
Storing content in OneDrive is recommended in case your computer is lost, stolen, damaged, or an application crashes. Note: Faculty can use OneDrive with EchoVideo to automatically copy media from Teams meeting recordings to their library or their EchoVideo course. Read this article: Using OneDrive with EchoVideo (for instructors).
Table of Contents
Navigate OneDrive Home (see all files in one place)
OneDrive syncs with your SVSU Microsoft account and is separate from your personal Microsoft account. Your access to OneDrive is enabled and disabled automatically based on your role at the University. Please view our OneDrive Policy at SVSU.
Content stored in OneDrive is accessible from anywhere, with any device (e.g. computer, tablet, smart phone).
Features
- Store up to 1 TB of information, includes files on OneDrive, your email, and media stored in Microsoft Stream. Save your work files and folders 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.
- Restore deleted content up to 93 days from the day of deletion.
The OneDrive Home page on the web will show you all Recent files viewed or edited, from the left menu you can easily locate and manage files you own or those that have been shared with you.
Additional Resources
Accessing OneDrive
Important: Only Store Non-Sensitive Data on OneDrive. Users who store documents and files with personal information must save them on network shared drives, not on local "hard drives," portable storage media, or cloud services such as Dropbox, Google Drive, or Apple iCloud.
Supported Browsers for OneDrive
For the best experience use the most recent versions of the following browsers to access OneDrive in your web browser.
Access OneDrive from your web browser
There are various ways you can access your OneDrive content, your account may be authenticated with Multi-factor Authentication (MFA) if you have not logged in, (for most tools there is a 8 hour token, learn more about MFA). See the options below:
- svsu.edu: In the top menu, click Quicklinks, then OneDrive. Click mySVSU, click Quick Access > OneDrive.
- Outlook: Click the OneDrive app in the left menu. Or alternatively, click the app launcher (waffle menu), then choose OneDrive.
- svsu0-my.sharepoint.com
- portal.office.com (Copilot Chat home page)
Access OneDrive from your the 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:
- Open the File Explorer/Mac Finder.
- Navigate to OneDrive – Saginaw Valley State University.
Access OneDrive with the mobile app (Android or iOS)
Uploading Content to OneDrive
Learn how to upload a folder, limitations to uploading to OneDrive on the web, and recommendations to using the OneDrive desktop app.
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.
Back up your files in OneDrive. Use
Files on Demand without taking up space on your computer.
How do I upload a file or folder?
- Login into your Microsoft account and authenticate your login credentials. Validate your account sign with MFA if you are not logged in already.
- Go to portal.office.com click the waffle menu (upper left).
- Choose OneDrive to open it in a new browser tab.
NOTE: Alternatively, here is the direct link to access your OneDrive https://svsu0-my.sharepoint.com/ feel free to bookmark for ease of access.
- Once logged in click the Add New button, and choose as appropriate, Files upload (allows selection of multiple files) or select Folder Upload.
Managing Content on OneDrive
Find instructions on accessing your recordings and managing your content in OneDrive.
How can I access my Files or Teams meeting Recordings?
The new OneDrive Home shows all your files across Microsoft 365 that you own or that have been shared with you.
- For You: (top section) see most recently viewed/edited files.
- Recent: (middle section) view, favorite, and filter files by type or search by owner.
My Files
In the left menu, "My files" will show you a folder and file structure where you can access all files and folders. You can find non-Teams channel meetings in the Recordings folder on your OneDrive.
Note: When you open a audio or video file, it will open in Microsoft Stream. For ease of access to all recorded media bookmark stream.office.com
How do I organize my Files on OneDrive
You can create Folders, choose a color for a specific folder, move Files to specific folders to your own OneDrive or to SharePoint sites you are member of.
How do I download files or folders from OneDrive?
You can quickly download files or folder in your OneDrive or SharePoint to your computer with a couple clicks.
Download files and folders from OneDrive or SharePoint - Microsoft Support
Multiple Files selected in OneDrive:
When you click Download, a zipped folder will be downloaded to your computer.
Windows users: Zip and unzip files on Windows 10
Mac users: Zip and unzip files and folders on Mac (once on the page, click the version of your Mac for instructions).
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. You can use the download function to work on the file locally, then when your done, upload it back to OneDrive on the web.
Word, Excel, PowerPoint on the web: You can work online in you browser using
Word Online,
Excel Online, or
PowerPoint Online to create and edit 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 a file, open, or delete a version. The current limit of saved versions for a single document in OneDrive is 500 versions. Simply hover the ellipses, next to the file you want to view/restore then select "Version history".
Restore a previous version of a file in OneDrive - Microsoft Support
How do I delete files or folders stored in my OneDrive?
It is recommended if you have a large amount of files to use the OneDrive desktop app. However, you can delete files from the both versions of OneDrive. Content can be restored from your Recycle bin up to 93 days.
If you end up deleting a large amount of files from your OneDrive you will receive an email from no-reply@sharepointoline.com titled, "Heads up! We noticed that you recently deleted a large number of files from your OneDrive, " a sample screen shot is provided to the right.
Delete files or folders in OneDrive:
View help articles below:
How do I recover a deleted file?
If you accidentally delete a file or folder in your OneDrive for Business, you can recover from the Recycle Bin, items will store for 93 days.
Restore deleted files or folders in OneDrive - Microsoft Support
How do I create a shortcut to a shared folder on my OneDrive?
Save time and add a shortcut to content that has been shared with you.
- In OneDrive on the web, click Shared > Shared with Me
- Look for the shared file or folder, select it then in the top menu click Add shortcut to My files.
- The shared folder will now appear in My Files on your OneDrive.
Add a shortcut to My files from a Shared Folder on your OneDrive - Microsoft Support
Sharing Content in OneDrive
Stop Shared Access to Your Content
As the owner, you can stop/revoke access or change permissions to a file or folder. Please Note: You can't change the permission of a shared link from edit to view or vice versa. You must delete the shared link and create a new one with a different permission.
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
How do I share documents or folders with others?
Sharing specific files or folders on your OneDrive are not accessible to anyone until you share them. To share a file or folder, click the Share icon (arrow symbol). The default sharing method is "People you choose" (Specific people). This option allows only the individuals you specify to access the file or folder. If the link is forwarded to someone else, they will not be able to access the content.
OneDrive Sharing Permissions
You can share content from OneDrive on the web, from within a Microsoft Office 365 app, or from Outlook when composing an email or creating a calendar event. You can control permissions in "More settings," which lets you turn off editing, allow view-only access, or block downloading of the file or folder you are sharing. Please refer to the sample image below. The share permissions are defined below:
- People you choose (default sharing method): Only the people you specify have access. If forwarded to someone else they will not be able to view the shared file or folder.
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. You can control the permissions such as turn off editing, block downloading of the file or folder.
- 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.
- Anyone with the link: Use with caution. The link may be forwarded to anyone and can be accessed by anyone who receives it.
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. Microsoft Support Documentation
Microsoft Support Resources
Set up the OneDrive Desktop app - First time use
The OneDrive desktop app uses Files On-Demand, allowing you to see all files in File Explorer without storing them locally. Files download automatically when opened and remain backed up in OneDrive. For detailed steps, view our article on how to set up OneDrive for the first time on your Windows computer.
Using the OneDrive Desktop app FAQs
Click the expandable panels below to open and close.
How do I save files to and edit files on my computer and other SVSU machines?
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 desk top app, 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.
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 does not delete the contents, it simply stops the syncing to your computer and removes the folder, and it is still available in OneDrive on the web. You can Choose which files or folders that you want to sync to your computer. You will not lose content stored online.
Possible Errors and Sync Problems in OneDrive
Possible Errors and Sync Problems in OneDrive
OneDrive syncing on the desktop app can occur for various reasons, the sections below provide instructions on troubleshooting and steps to fix the problem.
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. You can fix the upload error simply by renaming the file.
- Avoid using invalid characters in your file name such as:
- ~ " # % & * : < > ? / \ { | } .
- Avoid using these names (see below), they are not allowed as file names 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
Article: Fix problems uploading files on the OneDrive website - Microsoft Support
How can I fix a sync problem with my OneDrive?
When you see a red "X" over your OneDrive icon, or a filename or folder this means that your file not syncing or running correctly. There are some common fixes related to why your file or folder won't sync. A frequent one that we see is when a file name or path length is too long.
Tip: The entire path must contain fewer than 255 characters including the folders and file names. SVSU ITS recommends renaming the file(s) or folder(s) to a shorter name.
Fix OneDrive sync problems - Microsoft Support Articles
OneDrive Help and Resources
In this section you will find help guides to get you started with OneDrive.
OneDrive for Business vs OneDrive Personal?
OneDrive for Business and OneDrive Personal are separate cloud storage applications.
- Supported on Windows 10, Windows 11, and MacOS devices.
- Create Microsoft 365 files (Excel, Word, PowerPoint) within a browser which is known as Office Online apps.
- Synchronize and access files from anywhere, your university computer, other computers on campus, your personal computer, tablet or mobile device.
Please see the table matrix below on the comparison of both storage applications.
OneDrive for Business
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OneDrive (Personal account)
|
|
Available for all registered students and staff
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Free with a Microsoft account
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| Includes 1 TB of space, this includes files stored on your OneDrive, email and media stored in Microsoft Stream. |
5GB of free storage, if you need more there is a cost. |
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Synchronizes with your SVSU account.
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OneDrive Personal cannot sync to your SVSU account.
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Microsoft Support Articles