Windows 11: Pre-Upgrade Information

When to Use?

Before upgrading your computer to Windows 11.

Windows 11 Upgrade Best Practices and General Information

Windows 11 is coming to Grand Valley State University. Starting in December with Information Technology, followed by a phased departmental release in January 2025. Below are some key points to be aware of to make your upgrade experience as smooth as possible.

• To learn more about Windows 11, please review the Windows 11: Basic Functions and New Features knowledge document.
• Before starting your upgrade, make sure all Windows updates have been installed. If there are pending updates for Windows 10 while attempting to perform the upgrade to Windows 11, the upgrade will fail, and your data could be lost.
• When your department has been selected to upgrade to Windows 11, you will receive a notification in the bottom right corner of your screen. Do not be alarmed; this notification is not a virus or malicious piece of software trying to infect your computer. Feel free to click on the notification to start the upgrade process. For more information, please review the Windows 11: In-Place Upgrade Guide knowledge document.
• Before starting your upgrade, make sure your computer is plugged in and charging.
• Using a wired Ethernet connection (connecting the laptop directly to an Ethernet port via an Ethernet cable) is preferred and will allow for a faster upgrade. The upgrade is still able to be performed over Wi-Fi or a hotspot, but the process will take longer using these methods.
• The upgrade process can take a considerable amount of time depending on your location (on-site or off-site) and the speed of your Internet connection. It is advised that you start your upgrade at the end of your workday so it can be finished by the time you start work the next day.
• Do not forcibly turn the system off, close the lid, or reboot manually after the upgrade process has begun. This can cause the upgrade to fail and cause irreversible data loss.
• When your upgrade begins, your computer will be usable for a short time. GVSU IT recommends saving all your work before the upgrade starts, as the window of time that the computer will be usable varies. Most commonly, you will have approximately 20-25 minutes to use the computer until it restarts and becomes unusable for the duration of the upgrade.

Private Drive System to Microsoft OneDrive Transition

GVSU has chosen to move away from the individual private drive system and will transition to using Microsoft OneDrive for file storage. This change is to enhance the ease of storing, accessing, and backing up your data. It also allows data to be accessed from any internet-connected device on campus. Shared department drives will not be changing and are still accessible. The files on your private drive have already been migrated to OneDrive via the SharePoint Migration Manager. Working with files that sync with Microsoft OneDrive can be a delicate process. Understanding OneDrive and how files within it react to changes is more important than ever in Windows 11. For information about Microsoft OneDrive, please click this link.

Understanding Microsoft OneDrive

Microsoft OneDrive is a cloud-based storage service that helps you save, sync, and access your files across multiple devices. Think of it as an online storage locker where you can keep important documents, photos, and files secure and available from anywhere. With OneDrive, you no longer need to rely solely on your computer’s hard drive. Your files are safely stored in Microsoft’s cloud and can be accessed using a web browser, desktop app, or mobile device.

OneDrive works seamlessly with Windows, making it the obvious choice for file storage in relation to the Windows 11 upgrade. When you save files to the OneDrive folder on your computer, they are automatically synced to the cloud. This means any changes you make are updated across all your devices, so you always have the latest version of your files wherever you go.

If you accidentally delete a file stored in OneDrive, there’s no need to panic. OneDrive includes a Recycle Bin, where deleted files are kept for up to 30 days. During this time, you can restore the files back to your OneDrive folder. This feature is particularly helpful for recovering important documents or photos you might have deleted by mistake.

OneDrive also makes it easy to share files with others. Whether you’re sending a single document or collaborating on a project with multiple colleagues, you can use OneDrive to securely share files and folders. You can even set permissions, deciding whether someone can just view the file or edit it as well. This is especially useful for group work or sharing large files that might be too big to send as email attachments.

How to Use OneDrive for Backups

Backing up your files to OneDrive is straightforward. First, log in to the OneDrive app on your device using your GVSU email address (Microsoft account). Once logged in, you’ll see a folder with a blue cloud icon titled "(Your first name) - Grand Valley State University” in your File Explorer. You can save files directly to this folder, or you can drag and drop files into it. These files are automatically uploaded to the cloud.

To access your files from another device, log in to OneDrive in a web browser or use the OneDrive mobile app. You’ll see all your files organized just as they are on your main device. If you’re offline, files that were synced to your computer can still be accessed, and any changes you make will sync with the cloud once you’re back online.

The Benefits of Using OneDrive

OneDrive offers several benefits that make it a reliable choice for managing and backing up your files. First, it ensures that your data is always available, even if your device is lost, stolen, or damaged. Files stored in OneDrive can be accessed from any internet-connected device, so you’ll never lose access to important documents.

Another significant advantage is OneDrive’s version history feature. This tool allows you to view and restore previous versions of a file, which is especially helpful if you accidentally overwrite something or make a mistake while editing. For example, if you’re working on a report and realize you need an earlier version, you can easily recover it using OneDrive.

OneDrive and SharePoint: How They Work Together

OneDrive integrates with SharePoint, a tool commonly used by organizations for team collaboration and file sharing. While OneDrive is ideal for individual file storage, SharePoint is designed for shared team spaces. The two services work together seamlessly, allowing you to access SharePoint files directly through OneDrive under the "Shared Libraries" section. This integration is particularly useful if you need to collaborate on projects with colleagues or share resources across your team.

OneDrive Feature Information

OneDrive simplifies file management, reduces the risk of data loss, and provides powerful tools for collaboration and file recovery. By using it as part of your backup strategy, you’ll ensure that your important files are always safe and accessible.

Data Recommendations

GVSU wants to ensure a smooth transition for everyone upgrading to Windows 11. However, it’s important to understand that the safety of your data ultimately rests with you. While our IT team is here to assist with the upgrade process, we cannot guarantee that data loss will not occur during the upgrade. That’s why we strongly encourage all community members to take every precaution to back up their data before upgrading.

Computers are complex, and upgrades can sometimes have unexpected outcomes, such as files being misplaced, corrupted, or erased. If you have important documents, photos, or other critical data, you must make a copy of these files and store them securely before the upgrade begins. This step is crucial to prevent potential data loss, which may not be recoverable. To protect your data, consider using both cloud storage, like Microsoft OneDrive, and external devices, such as a flash drive or an external hard drive. OneDrive is a great option for automatically syncing and saving files online, where they can be accessed from any device with an Internet connection. External devices, on the other hand, provide an offline backup that doesn’t depend on Internet access. Using both options ensures you have multiple copies of your data in different locations for added safety.

If your data is critical, whether it be documents, classwork, or university-related files, you need to take ownership of your data and ensure it’s secure. Remember, any files stored on your computer’s local drive are at risk if a problem occurs during the upgrade.

Our IT team will do everything we can to assist with the upgrade process to make sure it goes as smoothly as possible. However, because we cannot guarantee that data loss will not occur, we recommend creating a backup plan that works best for you. By taking these steps, you can confidently upgrade to Windows 11, knowing your files are safe and accessible no matter what happens.

What is Data Hygiene, and Why is it Important?

 Data hygiene is about keeping your digital information clean, organized, and secure. Think of it like cleaning your house: when everything is where it belongs, it's easier to find, and you feel more in control.

Why Should You Care?

• Prevents Data Loss: Losing important files, like photos or work documents, can be devastating.
• Saves Time: If your files are organized, you’ll find what you need faster.
• Protects Your Privacy: Keeping sensitive information secure can prevent identity theft or misuse.

How to Practice Good Data Hygiene

1. Keep Your Folders Organized:

   • Use categories like "Work," "Personal," or "Family Photos."
   • Avoid saving everything on your desktop—it can get cluttered.

2. Name Files Clearly:

   • Instead of “Document1,” use a name like “December_Budget_Presentation_2024” or “Workday_Goals_Q4.”

3. Delete What You Don’t Need:

   • Regularly go through your files and delete duplicates or old versions.

4. Back Up Regularly:

   • Make copies of important files in case your computer breaks or gets lost.

Taking Ownership of Your Data

Taking ownership of your data means being the one in charge of where it’s stored, how it’s accessed, and how it’s protected.

Steps to Take Control of Your Data

1. Know Where Your Data Lives:

   • Your data might be on your computer, external/shared drives, or the cloud (e.g., OneDrive).

2. Set Up a Backup Plan:

   • Regular backups ensure you have a copy of everything important.
   • Use both online (cloud) and offline (external devices) backups for maximum safety.

How to Back Up Data to External Devices

What is a Backup?

A backup is a copy of your important files saved somewhere safe. This way, if your computer breaks or you lose your phone, you won’t lose your pictures, documents, or other important data.

Backing Up to a Flash Drive or External Hard Drive

1. What You’ll Need:

   • A flash drive or an external hard drive, depending on the amount of data you need to back up.

2. Steps to Back Up:

   • Plug the device into your computer's USB port.
   • Open the Windows File Explorer.
   • Drag and drop your important files onto the drive.
   • Safely eject the drive to avoid corrupting files.

3. Tips for Success:

   • Label your backup device so you know what’s on it.
   • Update your backup every few weeks to keep it current.

Estimated Upgrade Duration

Bare Metal Upgrade (Wipe and Replace)