OneDrive: Syncing to Automatically Backup Files

Jamie Folsom

Nov 05, 2024

2445

Syncing your OneDrive on your district laptop is the best and easiest way to make sure your files are safely backed up and that you do not lose important data. Usually this sync is set to start automatically but staff members should double check this with the steps below.

Find your taskbar at the bottom of the screen. In the lower right of your screen you will either see a blue or grey cloud in the area near the date and time. If the cloud is blue you should be signed in already and you can click on the cloud to check the syncing status of your device. If the cloud is grey you may need to sign in with your district email address ([email protected]) and network password.

Screenshot of windows desktop with two pop ups the one on the right is the onedrive popup asking to sign in with and arrow pointing it out. The pop up on the left is the Onedrive sign in pop up asking for users email

During sign in a screen will pop-up that asks you to choose the folders that you would like to sync. We recommend that you leave Desktop, Documents and Photos highlighted. This should cover a large amount of important day to day files that you would need if your computer was to break. You can always go back and add or subtract to this later.

Screenshot of Microsoft onedrive backup your folders window allowing you to choose which of three folders you want backed up

After signing in, files will automatically sync to your OneDrive. You will also notice that in file explorer a OneDrive icon will be on the left side along with your other available files. If opened you will notice icons next to the files in your OneDrive that show the various sync status of the files.

Blue Cloud - File is only available online. Online-only files don’t take up space on your computer. You see a cloud icon for each online-only file in File Explorer, but the file doesn’t download to your device until you open it. You can’t open online-only files when your device isn’t connected to the Internet

White Circle with Green Check Mark - Indicates a locally available file. When you open an online-only file, it downloads to your device and becomes a locally available file. You can open a locally available file anytime, even without Internet access. If you need more space, you can change the file back to online only. Just right-click the file and select “Free up space"

Green Circle with a White Check Mark - means the file is always available. Only files that you mark as "Always keep on this device" have the green circle with the white check mark. These always available files download to your device and take up space, but they’re always there for you even when you’re offline.

three file status icons found in one drive the first is for online only and is a blue outline of a cloud. The second is for locally available files and is a green outline of a checkmark in a circle. Lastly is for always available files and is a green shaded circle with a white checkmark.

If you have any questions or concerns, please reach out to our Support Center via a HappyFox ticket or by calling 719-520-2211.

Please Note:
The information provided in this knowledge base article is a living document and is subject to change. We make every effort to ensure the accuracy and relevance of the content per the last edited date, but due to the evolving nature of the subject matter, updates and revisions may occur at any time. Please continue to check back to the knowledge base for the most updated information or call the Support Center at the number above.