End-User Guide for OneDrive

This guide explains how to access files after they have been moved to Microsoft 365 OneDrive. Users are not expected to move their own files as part of this process. Files migrated from your H: drive will be located in your OneDrive in a folder named "SO-H-Drive."

OneDrive End-User Guide

OneDrive is your personal Microsoft 365 storage location for individual work files, drafts, notes, and documents that you primarily maintain. It is essentially the replacement for your existing H: drive. Files stored in OneDrive can be accessed from File Explorer or a web browser. 

When to Use OneDrive 

• Use OneDrive for files that belong to you or that you are drafting before sharing more broadly. 
• Use OneDrive when you need access to your own work files from multiple devices. 
• Use OneDrive to create sharing links when you need to share a personal work file with another person. 
• Do not use OneDrive as the primary storage location for department, team, or project files that multiple people rely on as a shared source of truth. Teams/SharePoint should be used for these departmental shared files. 

Access OneDrive Files in File Explorer 

1. Open File Explorer. 
2. In the left navigation pane, select YourName – Minnesota State. 
3. Open folders and files the same way you would from any other folder on your computer. 
4. Save changes normally. When you are online, files sync automatically to OneDrive in Microsoft 365. 

If you do not see the blue cloud with YourName – Minnesota State in File Explorer, confirm that the OneDrive sync client is running and that you are signed in with your work or school account.  

Use the OneDrive Sync Client 

1. Look for the OneDrive cloud icon in the Windows notification area near the clock. 
2. Select the cloud icon to view sync status, recent activity, and any sync errors. 
   • If the cloud icon is not blue, or your files show sync errors, your files are not being synchronized to the cloud. You must resolve the errors or your data may be lost. 
3. Files marked as online-only are visible in File Explorer but do not take up local storage until opened.  
4. To make a file or folder available offline, right-click it and select Always keep on this device. This is not recommended unless you will need to work on specific files while you are offline. Do not set large folders to be available offline. 
5. If you need to free local storage, right-click a file or folder and select Free up space to return it to online-only. 

OneDrive Sync Status Icons 

• Blue cloud icon: The file is online-only and downloads locally when opened. 
• Green check mark: The file is available locally on this device. 
• Solid green circle with check mark: The file is always kept on this device and is available offline. 
• Sync arrows: The file is currently syncing. 
• Red X: The file has a sync problem that needs attention. Check the sync client status for error details. 

Access OneDrive Files in a Browser

The OneDrive sync client is not necessary for accessing your OneDrive. You always have access to OneDrive via a browser.

1. Open a web browser and go to Microsoft 365 (https://m365.cloud.microsoft/onedrive). 
2. Sign in with your StarID@minnstate.edu credentials. 
3. Select My files to view your OneDrive files and folders. 
4. Select a file to open it in the browser or choose Open in desktop app if you need the full desktop application. 

Common OneDrive Tasks 

• Open a file: Open file from File Explorer, OneDrive in the browser, or the Microsoft 365 app where the file was created. 
• Share a file: Use Share or Copy link instead of emailing attachments. 
• Recover a deleted file: Use the OneDrive Recycle bin in the browser. 
• Check sync health: Select the OneDrive cloud icon and review any messages or errors. 

OneDrive Troubleshooting 

• If OneDrive is not visible in File Explorer, confirm that OneDrive is running and that you are signed in. 
• If files are not updating, check the OneDrive cloud icon for sync errors. 
• If a file will not sync, shorten the file or folder path, remove unsupported characters, and try again. 
• If you continue to have issues, please email sysavail@minnstate.edu, and include the file name, folder location, and any error message.