OneDrive WHAT?
OneDrive is where all of your documents are stored.
You thought they were on your computer, didn’t you?
Well, they are there too, but are backed up continuously, so that you never lose them.
It also enables you to do a lot of cool things, such as ...
- Share your documents with others, without attaching a new copy every time
- Collaborate with others on your documents without sending them back and forth a hundred times
- Collaborate in REAL TIME! You can actually see when others add things or check back and see what they added.
- Restore your own documents
- Roll your documents back to another version.
- Access your documents from anywhere, any time, on any device.
To do these things, you must have OneDrive turned on though.
Check and see if it is on and working.
Go to the lower right corner of your screen and see if you have a little blue cloud.
Click on it, and it will show you a list of the most recent things that it backed up.
Here is a screenshot of what mine looks like right now.
- If you do not see the little blue cloud, click that little up arrow to the left to see if it is in there.
- If you do not have a little blue cloud, contact Technology and get one for yourself.
If your backup window is empty, you may not have changed anything recently, or it may not be configured correctly. You may need to reach out to Technology.
OR ... if you have a little more confidence than the average bear,
- Click the little gear
- Click Settings
- Click Manage Backup
- Flip the switches
Warning!!!!! Whatever is set to off, will NOT be backed up and you could lose the files in those folders forever.
Warning!!!!! Files stored in the Downloads folder are never backed up! Ever. Never. Unless you move them to the Documents folder.
If you are already backing up everything, good for you!
There are some icons that appear over that little blue cloud every so often that tell you what is going on in there, otherwise known as your “Synch Status.”
What do those little cloud icons mean?
Chasing Arrows = Currently Synching
Yellow Triangle = We have a problem, Houston! Click to find out what it is.
Blue with Pause = Synching is paused
Gray Cloud = You are not logged in or setup is incomplete (you may not be backing everything up that you should).
Gray with red minus sign = Account Blocked
Blue with red X = Some files or folders cannot be synched. Click to find out which ones and fix them. PS ... certain folder names cannot be used (like “Forms).
How does this look on my computer?
Start by accessing File Explorer or your documents folder.
You should have a folder with a little blue cloud with your name on it.This is where all of your backed up documents are. Your Desktop, Documents, and Pictures are all here.
If you do not see a little blue cloud with your name, you need to get in touch with Technology.
If you expand any of those, you will see a “Status” for each file or folder.
What do those little status icons mean?
Blue Cloud = File is currently only online, but you can still open it, if you are “connected”
Green Check Mark Circled = You opened the file and it is on your computer, but also backed up
File Name with little blue marks next to it = This is a new file
Blue cloud with a head next to it = The file or folder is shared
LOCK = The file or folder has setting that do not permit it to be backed up
Green circle with white check mark = You have chosen to always keep this file on your computer, but it is backed up
So ... how do you get to your all of your files, anywhere, any time?
That part is easy.
Go to Microsoft 365 and login.
Look for the OneDrive icon on the left
I think you can figure it out from there.
The column on the left will get you everything you need.
The waffle icon on the left will also get you to ALL your favorite applications to hate like Word, Excel, PowerPoint, Power BI.
Happy OneDriving!
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