OneDrive for Business

Using OneDrive for Business at CDU

OneDrive for Business is your own private and secure storage area to store your files and documents in the cloud for Staff and Students.

To Access OneDrive

To go directly to OneDrive click portal.cdu.edu.au

OneDrive portal tile

Then click the OneDrive tile.

File Storage with OneDrive for Business

Note: Requires Internet Connection. Windows 10 computer shown, Windows 7 users install the OneDrive Sync Client.

Open all | Close all

How to use OneDrive for Business

How do I access OneDrive?

There are three ways to access your documents and files in OneDrive

  • Via the CDU Portal
  • Via Office 365
  • Via a Sync tool in Windows 7 or natively in Windows 10 (See the separate section below "How to access the OneDrive Sync Client")

Access OneDrive Via the CDU Portal

To go directly to OneDrive click portal.cdu.edu.au then click the OneDrive tile

Access OneDrive via Office 365?

Click the Application Icon

How do I access OneDrive 1

Select OneDrive

How do I access OneDrive 2

What does OneDrive for Business offer?

OneDrive for Business is a corporate alternative to using on-line storage alternatives such as Dropbox or Google Drive.

Benefits of using OneDrive for Business:

  • Security - Online storage services are convenient for easy access to personal data over a variety of devices however they lack the security and encryption required to store corporate data. Data uploaded to OneDrive for Business is stored locally and have better security measures put in place to protect its contents.
  • Single sign on - OneDrive for business is a corporate tool. It will synchronise with all of your CDU credentials which means that you will only need to remember the login details of your CDU account to be able to access this tool.
  • Size of storage - Unlike our network shares, OneDrive for business stores your data on the cloud which means that you have access to a larger capacity of 1000GB per user as opposed to the 500MB you are currently provided (approximately 2000x more).
  • Versatility - Using cloud technology, OneDrive for Business is accessible on a variety of platforms including but not limited to Apple devices, Android devices and Windows Mobile devices.

Is OneDrive for Business secure?

When your data is in transit, it is encrypted as data moves between you and the data centre and between the server and the data centre, which uses 2048 bit keys. However, the encryption technology applies not only when the data is moving between servers or data centres, but also when the data is at rest.

When data is at rest there are two types of encryption that are used, disk encryption and file encryption.

  • At the disk encryption level, BitLocker is used to secure data
  • At the file encryption level, every file is secured with its own key that uses Advanced Encryption Standard (AES) with 256-bit keys and is Federal Information Processing Standard (FIPS) 140-2 compliant.

For a more detailed explanation, please refer to Microsoft's explanation of the Security Surrounding OneDrive for Business.

What should I store in OneDrive for Business?

Your OneDrive for Business should be thought of as your ‘home drive’ and used to store your own data or a working area for unreleased CDU data.

Staff

Once work has been completed or finalised, it should be moved the appropriate area on the corporate drives. It should not be used for the permanent storage of CDU business data. 

Students

In due course, the U:\ drive service will cease to be offered and students will solely use OneDrive . 

For a more detailed representation of where you should store your files, please refer to our page on Data Storage.

Please note: Your account/access ceases along with employment/enrolment. Once your account with CDU (staff/students) ends, your OneDrive for Business account and associated data will be removed. It will be your responsibility to make sure that you have a copy of your files prior, as once removed these files can no longer be recovered by CDU.

How do I install the OneDrive for Business application on a mobile device?

Microsoft OneDrive for Business is also offered on most smart devices.

What are OneDrive for Business limitations?

These are Microsoft imposed limitations. If any of these file types are critical to your work, study, or research, please let ITMS know and we will work with you to determine the best solution.


There are certain types of file extensions that cannot be uploaded to OneDrive for Business:

  • *.ashx
  • *.asmx
  • *.json
  • *.soap
  • *.svc
  • *.xamlx
In addition to this, OneDrive for Business will not accept any files with these characters in the filename:
" # % * : < > ? / \ |

Where can I find further help on using OneDrive for Business?

As OneDrive for Business is a Microsoft product, Microsoft provide plenty of training information. See below for some links to get you started.

Lynda.com

Lynda.com has a "OneDrive for Business Essentials" course which last 54 minutes and 16 seconds.

You can watch the entire course or just the short video you need.

Topics include:

  • Signing in to OneDrive
  • Syncing OneDrive
  • Working with OneDrive via the web or the client app
  • Uploading files and folders
  • Renaming, copying, downloading, and deleting files
  • Using OneDrive with Microsoft Office
  • Sharing files
  • Working on files simultaneously with co-workers

How to use the OneDrive Sync Client

OneDrive for Business Sync Client can be installed on your computer to keep a set of folders (which you decide) synchronised with the corresponding set in OneDrive.

How do I install the OneDrive for Business Sync Client on a CDU PC?

Note:

  • OneDrive Sync client cannot be installed on CDU Student computers in computer labs or the library.
  • Windows 10 computers come with OneDrive built in. You only need to connect Windows 10 to your OneDrive account.

Installation

1. Open Application Catalogue and search for OneDrive then click the install button.

How do I install the OneDrive for Business Sync Client on a CDU PC 1

2. Click Yes when it asks if you are sure you want to install the application.

How do I install the OneDrive for Business Sync Client on a CDU PC 2

3. Wait for the application to download and install.

How do I install the OneDrive for Business Sync Client on a CDU PC 3

4. Once installed a cloud will appear on your taskbar.

How do I install the OneDrive for Business Sync Client on a CDU PC 4

5. You will also get two folders appear in your favourites.

How do I install the OneDrive for Business Sync Client on a CDU PC 5

The "OneDrive - Charles Darwin University" is the 1 TB storage available from CDU.

The "OneDrive - Personal" is if you have signed up for a personal OneDrive and is not related to CDU.

6. On the location where these are stored you will see.

How do I install the OneDrive for Business Sync Client on a CDU PC 5

Note: The personal folder does not have "- Personal" appended to the name.

How do I install the OneDrive for Business application on my Windows PC?

If you're running Windows 10 or Office 2016, or if you’ve signed into the OneDrive sync client with a Microsoft account (for example, someone@outlook.com), skip to Get started in Windows.


If you’re running Windows 8.1, Windows 8, or Windows 7, Install OneDrive, and then read Get started in Windows.

How do I install the OneDrive for Business application on my Mac?

The Mac OneDrive Sync Client is available here.

Supported Operating System is Mac OS X 10.9 and higher.

How do I connect my OneDrive Sync Client to my OneDrive?

Once installed (as above) you then need to connect the Sync Client to your OneDrive for Business account

1. Type your CDU email address and click Sign in

How do I install the OneDrive for Business application on my Mac 3

2. You will then be taken to Office 365 to sign in.

How do I install the OneDrive for Business application on my Mac 2

3. Office 365 will recognise you are at CDU and redirect you to the CDU login. Type in your CDU email address and password then click "Sign in"

Login window

4. Click Next

Note At this point you can change the location that the OneDrive Sync client will use on your local computer. This needs to be an empty folder on the drive you have selected.

If you have a second hard drive or an external hard drive you can use this. You cannot use a network location such as your H drive.

 How do I install the OneDrive for Business application on my Mac 3

5. Next you will be asked to choose which folders on your OneDrive for Business you want to sync to your computer.

You can also see how much free space is available on the location you choose above earlier.

(Probably your C: drive, the example below is an external hard drive E:)

Click Next

How do I connect my OneDrive Sync Client to my OneDrive 1

6. Your OneDrive for Business Sync client is now ready to use.

How do I connect my OneDrive Sync Client to my OneDrive 2

How do I change what folders and files are sync'd by the OneDrive Sync Client?

To change what is sync'ed to your computer do the following

1. Right click on the blue cloud on the Taskbar.

How do I change what is syncd by the OneDrive Sync Client 1

2. Select Settings.

How do I change what is syncd by the OneDrive Sync Client 2

3. Select "Choose folders"

How do I change what is syncd by the OneDrive Sync Client 3

4. Remove or add a tick to the folders you wish to be removed or added to the sync with OneDrive.

How do I change what is syncd by the OneDrive Sync Client 4

How do I change where the Sync Client stores my OneDrive files on my computer?

To change the location of where the OneDrive Sync Client stores your OneDrive files on your computer.

1. Right click on the OneDrive cloud icon on your Taskbar

How do I change where the Sync Client stores my OneDrive files on my computer 1

2. Select Settings

How do I change where the Sync Client stores my OneDrive files on my computer 2

3. Click "Unlink OneDrive"

How do I change where the Sync Client stores my OneDrive files on my computer 3

4. Wait while this process occurs.

Then add OneDrive back again this time choosing a new location.

Note: Be aware that the old location will still have a copy of the OneDrive files and these will need to be deleted manually

How can I restore files that are accidently deleted?

If you accidently delete files on your OneDrive Sync folder a copy is moved to the recycle bin on your local computer. The copy on OneDrive is moved to the OneDrive recycle bin and is keep there for 30 days.

If you empty the recycle bin on the local machine the copy in the OneDrive recycle bin still remains.

The OneDrive recycle bin can be accessed from the OneDrive web interface.

What do the icons mean in the OneDrive Sync Client?

Below are what the icons mean in the OneDrive Sync Client.

Meaning of icons in OneDrive

Reason why you might get the red cross are;

  • The file name is not compatible with OneDrive. OneDrive does not allow the following characters in file names   " # % * : < > ? / \ |
  • There is not enough space on the computers hard drive to synchronise a file (or files) in OneDrive on the local computer.

Files on-Demand

Files on Demand is the updated OneDrive Sync client released with the Fall Creator update of Windows (1709)

How do I get Files on-Demand?

If your computer has the most recent version of Windows 10, that is the Fall Creator update (1709), you will already have Files on-Demand. If you have Windows 10, but not the most recent, you can go to the Software Catalog and install it yourself on to your Windows 10 computer. (The restart, where it applies the update, can take 30-40 minutes where your computer will not be useable. So do this at the end of the day or just before lunch.) If you have Windows 7 you will need to update to Windows 10. Just log a job in LogIT and the ITMS Service Desk will arrange this.

Enable Files on-Demand

To enable Files on-Demand you need to turn it on.

Files on-Demand Taskbar icon

Right Click your cloud icon on the Taskbar and choose Settings.

Files on-Demand Taskbar settings

Choose the Settings Tab and tick "Files on-Demand" and then OK

Files on Demand settings menu

What does Files on-Demand give me in addition to the standard OneDrive Sync Client?

Files on-Demand gives you much better control of where your files live and in what state they are in which can save a lot of space on your hard drive.

Previously your files were either on your computer or they weren't. When you made a change to a file and saved it, the Sync client copied the changed file back to OneDrive. You only had control of if a folder (and the files it contained) was on your computer or not.

With Files on-Demand you can still control which folders and files are on your computer, but now you can specify three states for those files.

cloud iconOnline Only - the file is on OneDrive but on a shortcut to the file is on the local computer. When you open the file it is then downloaded to the local computer and the icon is changed to the locally available icon which is green tick in a green circle with a white background. If you right click the file and select "Always keep on this device" it will change to the "Always available" icon.

Locally available iconLocally available - the file is both on the local computer and in the cloud. This is only because you have accessed it and not because you have specified it should reside on the local computer. If you tell Files on-Demand to free up space the file will be replaced by a cloud shortcut and it will need to be downloaded the next time it is accessed.

Always AvailableAlways available - The file is on both the local computer and in the cloud. However if you tell Files on-Demand to free up space the file will not be touched and will remain on the local computer unless the file is itself selected in which case it will turn to the Online Only icon. This is indicated by a white tick in a solid green circle. This would be useful if you had a laptop and need to work on files without access to the internet. Any updates with still be synchronised once the computer is connected back to the internet.

Update icon Updating Icon - The file is in the process of changing state

Moving H Drive Data to OneDrive

How to establish the size of your H Drive

To find out the size of your H drive.
Open Windows Explorer (Windows Key + E) and navigate to your H Drive.
In the right hand panel select all the files and folders either manually or by using Ctrl + A
Right click the selection and choose Properties. This may take a few seconds to display, if your H Drive is very large.
Write down the Size as you will be needing this later.

Note: If you right click the H Drive letter and select Properties you will see the size of the entire drive and how much data everyone has on it.

Find the size of your H Drive

Do I need to keep all the data on my H Drive?

With the migration of data from peoples H drives to OneDrive now would be the perfect opportunity to review the data you are storing on you H Drive.

It maybe that when you look at your H drive, you may come across data that is no longer needed, so this can be moved to another location (or deleted). It might be that the data is CDU corporate data and should be relocated to a CDU Corporate drive.

This webpage details where data at CDU should ideally be stored "Where can I store my data?"

Choosing the best method for moving your data

Choosing the best method to move your data off your H drive and onto OneDrive is dependent on;

  • How much data you have,
  • How much free space you have on your computers hard drive,
  • If you have somewhere else, where you can store the data physically either temporarily or more permanently.

Below are two different scenarios that may be similar to your circumstance.

Scenario 1 (Plenty of space on your computer to move the H Drive to first)

In this case you can use the OneDrive Sync Client (Windows 7 user can install this from Software Center) and then copy the contents of your H Drive to the OneDrive Sync folder on the local computer. The Sync Client will then take care of synchronising these files up to OneDrive. Once the files on the local computer match all the files in OneDrive (indicated by a green tick) The folder (or sub folders there of) can be desynchronised by Right Clicking on the OneDrive folder on your computer and selecting "Choose OneDrive folders to sync". When you untick folders they are remove from your computer but remain in OneDrive.

AdvantagesDisadvantages
  • Copying file to local computer is fairly fast
  • Once on your computer the Sync client takes care of the upload to OneDrive
  • Requires space on your greater than the size of your H Drive

Warning: Don't delete a folder you want to keep in OneDrive, but not on your computer, by simply deleting it on your computer. The sync client will also delete it in OneDrive as well, to keep them both synchronised. You need to deselect the folder in the OneDrive Sync client. This will remove it on the computer but will leave it in OneDrive.

Scenario 2 (More files on your H Drive than space on your computer)

In this case the files are uploaded from the H Drive directly to OneDrive via the OneDrive browser interface. The easiest way to get to this is to open the portal.cdu.edu.au and click the OneDrive tile. Once OneDrive is opened you can drag your files and folders (up to 10GB) to the browser and it will upload them to OneDrive. Due to the 10 GB limit if you H drive is larger than 10 GB you may have to repeat this a number of times to move all your files.

AdvantagesDisadvantages
  • Does not require free space on your computer
  • Using the browser slow to upload
  • You can only copy files and folder up to 10GB at a time so you may need to repeat the process until finished.
  • You need to remove the file from H Drive afterwards

What happens on my computer if there is more data on OneDrive than I have space on my computer to synchronise.

If your computer has the Windows 7 Sync Client (or is Windows 10) set to synch all files on OneDrive to your local computer and you don't have space for all the files located on OneDrive. The sync client will start to sync the files that have been added until it runs out of space on the C Drive. It will then display a message on your computer in the bottom right corner of the screen.

One Drive too large error message

The OneDrive folder that was not able to be sync'd will show a red cross.

One Drive too large folder red cross

When you right click the OneDrive a new menu option will be available "View sync problems".

One Drive too large view sync problems

Note: If you have had a large number of files added to OneDrive it would be advisable to not bother with this option as it will be a very long list.

Below is an example of "View sync Problems"

One Drive too large view sync problems - example

This shows the files that were not able to be sync'ed.

How to fix this problem

One Drive too large right click folder

Right click on your OneDrive folder located on your computer and select "Choose OneDrive folders to sync".

One Drive too large folder selection

Deselect the folder that was having problems syncing due to size.
(Note It could be any folder that frees up enough space if you wanted)

One Drive too large fixed

OneDrive is now in sync minus the folder that was too large.

While it may not be possible to add the folder that was too large in it's entirety. You may be able to add some of the sub folders that are not too large.

One Drive too large select sync

At the bottom of the window the client details how much space the folder you wish to sync will take up on your computer.

Using EndNote with OneDrive.

The company that makes EndNote recommends not using EndNote files stored in OneDrive (or any other cloud service).

They suggest copying the EndNote files to the local computer and then opening and using them from there.

Once finished and saved by EndNote, copying them back to OneDrive for safe keeping.

Reference:

https://researchsoftware.com/how-work-or-share-or-transfer-endnote-library-cloud-based-storage-service%3F

Note: Windows 10 computers come with OneDrive built in. You only need to connect Windows 10 to your OneDrive.

ITMS

Contact information

W: logit.cdu.edu.au

Location
IT Kiosk, Red 1, Casuarina campus
Office hours: 8am - 4pm, Mon- Fri (CST)

Telephone
08 8946 6600 (ext 6600)
Phone hours: 7:30am - 6pm (Mon - Thu)
7.30am - 5.30pm (Fri)

News

ADAPT Technologies


The ADAPT technologies make it easier to access your work across a variety of devices.

Find out more about how ITMS are making the transition to ADAPT.

Related links