Difference between revisions of "Synchronizing OneDrive for Business on a laptop or desktop hard drive"

Revision as of 05:05, 21 July 2014

WSU & Office 365

This article is part of the Office 365 Guide

About this article

This article includes instructions for synchronizing all of the folders and files on your cloud-based OneDrive for Business with a copy on your Windows laptop or desktop hard drive using the OneDrive for Business Synch for Windows client. It is intended for students and employees using laptops or desktops running Windows 7 or 8. This includes WSU desktops and personally owned machines.

What does it mean to synchronize?

Your OneDrive for Business exists in the cloud and you need an Internet connection to access the folders and files it contains. It's often handy to have a copy of those folders and files saved locally on your laptop's hard drive, so you can access them even when offline. However, it can be a file management nightmare if those two copies are not synchronized automatically. If you make changes to the local copy of a document, that document should also be updated in your OneDrive for Business. If you add a document to a local folder, a copy of it should also be placed in your OneDrive for Business. Conversely, if you make changes to your OneDrive for Business, those changes should also be made to your local copy of those folders and files. The two copies should always be the same. That's synchronization.

Do you have to synchronize?

No. You can use OneDrive for Business on your laptop or desktop through your web browser. If you have an iPad or iPhone, you can also use the OneDrive for Business app and the Microsoft Word, Excel, and PowerPoint apps, which are all integrated with your OneDrive for Business. There are three major reasons to synchronize:

You know that you will be working without an Internet connection and will need access to your files
You don't trust Microsoft's cloud servers and want the local copies as a backup
You prefer working on your files locally and want the OneDrive for Business copies as a backup

How does OneDrive for Business synchronization work?

Fig 1. Local copy of OneDrive for Business

Currently, only laptops and desktops running Windows 7 or 8 can synchronize with OneDrive for Business. A Mac OS X solution is in the works. To set up synchronization, you have to download and install the OneDrive for Business Synch for Windows software (unless you have a new HP EliteBook 840 on which it's already installed). This creates a copy of your entire OneDrive for Business in a folder in your home directory on your computer's hard drive called OneDrive @ Winona State University. Every folder and file from your OneDrive for Business will be duplicated in your OneDrive @ Winona State University folder. From that point on, any change you make to the files and folders in this local folder will be copied to your OneDrive for Business automatically. Conversely, any change you make to the folders and files in your OneDrive for Business will be copied to your local OneDrive @ Winona State University directory automatically.

WARNING: READ BEFORE YOU PROCEED

At 1 TB, the size of your OneDrive for Business exceeds the size of your laptop's hard drive. Currently, Microsoft does not offer selective folder and file synchronization with its OneDrive for Business service. If the files stored in your OneDrive for Business occupy more space than is available on your laptop's hard drive, the synchronization process will fill it up and then fail. Selective synchronization is a critical feature of any business-class cloud storage solution, so expect an answer from Microsoft soon. Until then, just keep an eye on the size of your local OneDrive @ Winona State folder. If it's getting too large, stop synchronizing.

How to synchronize OneDrive for Business

Step 1. Install the OneDrive for Business Synch for Windows client

Note. If you have a new HP EliteBook 840, you can skip to Step 2. The software s already installed on your laptop.

Open your favorite web browser and navigate to the OneDrive for Business Synch for Windows client installer page
Scroll down the page to find your desired language heading (e.g., English)
Select the x86 version of the installer program. The program will begin to download to your laptop. What you see varies by browser.
Once the program is downloaded, run it to begin the installation

Step 2. Set up first-time synchronization

Use your favorite web browser to open up your OneDrive for Business
Select Sync as shown in the picture
Select Sync Now
A window will open indicating that the synchronization process is in progress

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 ==How does OneDrive for Business synchronization work?==
 [[File:Onedrive synch.jpg|right|frame|Fig 1. Local copy of OneDrive for Business]]
-Currently, only laptops and desktops running Windows 7 or 8 can synchronize with OneDrive for Business. A Mac OS X solution is in the works. To set up synchronization, you have to download and install the '''OneDrive for Business Synch for Windows''' software (unless you have a new HP EliteBook 840 on which it's already installed). This creates a copy of your entire OneDrive for Business in a folder in your home directory on your computer's hard drive called '''OneDrive @ Winona State'''. Every folder and file from your OneDrive for Business will be duplicated in your OneDrive @ Winona State folder. From that point on, any change you make to the files and folders in this local folder will be copied to your OneDrive for Business automatically. Conversely, any change you make to the folders and files in your OneDrive for Business will be copied to your local OneDrive @ Winona State directory automatically.
+Currently, only laptops and desktops running Windows 7 or 8 can synchronize with OneDrive for Business. A Mac OS X solution is in the works. To set up synchronization, you have to download and install the '''OneDrive for Business Synch for Windows''' software (unless you have a new HP EliteBook 840 on which it's already installed). This creates a copy of your entire OneDrive for Business in a folder in your home directory on your computer's hard drive called '''OneDrive @ Winona State University'''. Every folder and file from your OneDrive for Business will be duplicated in your OneDrive @ Winona State University folder. From that point on, any change you make to the files and folders in this local folder will be copied to your OneDrive for Business automatically. Conversely, any change you make to the folders and files in your OneDrive for Business will be copied to your local OneDrive @ Winona State University directory automatically.
 ==WARNING: READ BEFORE YOU PROCEED==