OneDrive
- Adam Dinnes
Beloit College faculty and staff computers utilize Microsoft OneDrive for backup and sync of critical Desktop and Documents folders from local computers into OneDrive’s cloud storage. Step-by-step instructions for logging into OneDrive, accessing your files, and answers to common questions are below.
Setting up OneDrive
After OneDrive is installed on your computer, you’ll be prompted to set up OneDrive.
In the OneDrive setup window, enter your beloit.edu email address and click Sign In.
If prompted, sign in using your Beloit College username and password.
Your OneDrive folder contains all of the documents on your computer. Click Next to confirm the default location.
If prompted to allow Google Drive access to OneDrive, chose OK to allow. This will ensure that your Desktop and Documents folders that are already syncing with Google Drive will continue to do so.
Click Finish, then close the OneDrive setup window.
Accessing your files
After signing into OneDrive, your existing files in your computer’s Documents and Desktop folders will be backed up to OneDrive. You’ll still be able to access these files from your computer the same as before, and any changes or new files will automatically be synced to the cloud to protect your data.
You can also access your files from the web by logging in at https://beloit-my.sharepoint.com/
For more information, see OneDrive Support.
Backup vs. Sync
OneDrive will automatically sync (copy) your files to the cloud; if your computer is lost or stolen, or if data is lost due to a problem with your computer, you can log back into OneDrive on another computer or web browser to access your data.
Over time, OneDrive will move (back up) seldom-used files to the cloud, freeing up disk space on your computer; you can still access them on-demand as long as you have a connection to the internet. You can also choose to keep files on your computer at all times if you prefer.
To manage your files, right-click (or Control+Click) on a file in your Documents folder or on your Desktop, and use the OneDrive options in the context menu. In Finder, you can see the status of your files by looking at their icons:
A Blue cloud or a cloud with an arrow icon next to your OneDrive files or folders indicates that the file is only available online. Online-only files don’t take up space on your computer. You can’t open online-only files when your device isn’t connected to the Internet.
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. Files with no icon are also both locally-available and online.
If you need more space, you can change the file back to online only. Just right-click the file and select “Free up space.”
Files that you mark as "Always keep on this device" have a Solid green circle or underlined gray tick.
These always available files download to your device and take up space, but they’re always there for you even when you’re offline.
The circular arrows over the OneDrive or OneDrive for work or school notification icons signify that sync is in progress. This includes when you are uploading files, or OneDrive is syncing new files from the cloud to your PC.
Learn more about OneDrive Files On-Demand
Frequently Asked Questions
How many files can I sync with OneDrive?
OneDrive can store up to two million files and allows for 1TB of storage space - more than most laptops.
Can I access my files without a network connection?
Files that are online-only (on demand) require a connection to the internet to access them. When you access these files, a copy is downloaded to your computer and they can be accessed offline. You can also manually choose to make files available offline. The more offline files on your computer, the less free space your computer will have.
Can I still sync my documents with iCloud while using OneDrive?
No; OneDrive will disable Desktop and Documents file syncing with iCloud. Your iCloud Drive files will remain in iCloud, and any files that are on your computer will be synced with OneDrive. Any other iCloud data (eg. photos, music, videos) will continue to sync with iCloud and will not be backed up by OneDrive.
What happens if my computer breaks or is stolen?
You can log into the OneDrive website to access any data that has synced with OneDrive, and after logging into OneDrive on a replacement computer, your data will sync and be available once again.