Microsoft OneDrive: How to Use Guide For Mac and Windows Lab Environments

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When to Use?

When using Microsoft OneDrive on a Mac or a Windows lab computer.

Procedure

For a guide specific to each type of computer, expand the relevant section below.

Mac

How to Log into OneDrive

Note: On a Mac, you will need to sign in to OneDrive each time you sign in to the computer.

1. Open Finder by clicking on the icon on the dock.

2. Click on Applications under Favorites on the left side of the Finder window.

3. Double-click on OneDrive.

4. The Set Up OneDrive window will now appear. Enter your email address in the Email Address field, then click the Sign In button.

5. Enter your password in the Enter Password field, then press the Sign In button.

6. Approve the DUO push notification on your mobile device to continue the sign-in process.

7. Click the Yes, this is my device button.

8. Click the Next button.

9. Click the Use This Folder button.

10. Click the Open OneDrive Folder button.

The sign-in process for OneDrive is now complete.

Where are My Files?

Faculty/Staff

The files from your private DFS location, also known as the private drive, My Documents, or N: drive, have been moved to a new folder called Backup Private Data. This folder is located inside your OneDrive storage folder. To access this location, please follow these steps:

1. Open Finder by clicking on the icon on the dock.

2. Under Locations, click OneDrive.

3. The Backup Private Data folder will be available from this location.

Students

The files from your private DFS location, also known as the private drive, My Documents, or N: drive, have been moved to a new folder called Private-Archive. This folder is located inside your OneDrive storage folder. To access this location, please follow these steps:

1. Open Finder by clicking on the icon on the dock.

2. Under Locations, click OneDrive.

3. The Private-Archive folder will be available from this location.

How to Use OneDrive

OneDrive is Microsoft’s cloud storage service, which allows you to store files online and access them from any device with an Internet connection. Files saved to OneDrive automatically sync across all your devices where OneDrive is installed. For more information on using OneDrive, please watch the informational video from Microsoft, located here.

Note: The OneDrive for Mac video is the third video on the page. You will need to scroll down to find it.

Windows Lab Computer

How to Log into OneDrive

On Windows lab computers, OneDrive will automatically sign into your account when you sign in.

Where are My Files?

Faculty/Staff

The files from your private DFS location, also known as the private drive, My Documents, or N: drive, have been moved to a new folder called Backup Private Data. This folder is located inside your OneDrive storage folder. To access this location, please follow these steps:

1. Click the OneDrive icon (blue cloud) on the Windows taskbar.

2. On the OneDrive window, click the Open Folder button.

3. The Backup Private Data folder will be available inside this folder.

Students

2. On the OneDrive window, click the Open Folder button.

3. The Private-Archive folder will be available inside this folder.

How to Use OneDrive

Note: The OneDrive for Windows video is the second video on the page. You will need to scroll down to find it.

OneDrive Data Best Practices

Uploading and Accessing Files

To upload files, drag and drop documents into your OneDrive folder on Windows or Mac, or use the Upload button in the OneDrive web interface. On mobile devices, the OneDrive app allows you to upload photos and files directly. Once stored in OneDrive, your files can be accessed from any device, including Windows lab computers, by signing into your GVSU email account. The web portal and desktop/mobile apps provide seamless access, ensuring your work is available whether you're on a personal laptop, campus workstation, or mobile device.

Best Practices for Saving and Syncing Documents

Before using OneDrive for the first time, you will want to sign in to the OneDrive web interface. Signing into the web interface will ensure your account has access to OneDrive and allow you to set sync preferences for a smoother transition to the desktop application. You can also identify the file you want to sync with OneDrive.

To maintain reliable access and prevent data loss, always save files directly to your OneDrive folder rather than local storage, such as your desktop or Documents folder. This is especially important on Windows lab computers, which erase data on logout. Use Files On-Demand (enabled in OneDrive settings) to view all files while only downloading those you need, saving space on university-managed devices. For important documents, verify that the green checkmark (✓) appears, indicating successful syncing. Faculty and students can restore previous versions of assignments via Version History. When collaborating, share files using view-only or edit links rather than email attachments to ensure everyone accesses the latest version. For more information about sharing or recovering files in OneDrive, please review this knowledge document. By following these guidelines, community members can ensure their files remain secure, organized, and accessible across all university and personal devices.

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Microsoft OneDrive: How to Use Guide For Mac and Windows Lab Environments

When to Use?

Procedure

How to Log into OneDrive

Where are My Files?

How to Use OneDrive

How to Log into OneDrive

Where are My Files?

How to Use OneDrive

OneDrive Data Best Practices

Uploading and Accessing Files

Best Practices for Saving and Syncing Documents

Deleting...