OneDrive Campaign – FAQ

This video explains what OneDrive is. If you would like to know how to use it on your Windows computer, you can dive right into it here.

We are using OneDrive because it is safe, secure and allows better management. Personal files that are stored on your laptop are not backed up, while files on OneDrive are safely backed up. Also OneDrive is 100% personal but at the same time allows you to share files and folders with people you would like to share with. If you do not want to share, you don’t. But if you decide to share a file from OneDrive you are in complete control. Personal files on your laptop or personal H-drive cannot be shared and managed by the user. This migration is also a prerequisite of changing the file storage architecture that will be updated for future use. Last but not least we are using OneDrive to allow you to access your files from any device and location: if OneDrive is running on your device and you are properly and safely signed into your account, you can access your files anywhere at anytime (you could access your personal files from your phone without the need to log in to your laptop, notwerk of RDS).

No it won’t. We just want to make you aware of the fact that personal files on your C:\-drive are (and will never) be backed up. In the process of switching to OneDrive we would everyone to be aware of this fact and have them moved to OneDrive. Examples of local personal files on your C:\-drive are the ‘default’ folders Desktop, Documents and Pictures. Data in these folders is not backed up and you will lose them if your computer crashes, or needs to be wiped. If they sync to OneDrive, they actually are backed up and you can access them anywhere from any device that has OneDrive installed on it.

OneDrive will sync the folders Desktop, Document and Pictures by default. This means it’s a good idea to move your personal files on your computer to these folder. However: OneDrive also syncs Microsoft Teams chats and you might find “Files” folders that are shared in teams channels in your OneDrive as well. You are not limited to using just those folders: you can add your own folder structure in OneDrive, however we suggest you build your structure in the default Documents folder.

By default OneDrive will sync the folders Desktop, Document and Pictures. OneDrive also syncs Microsoft Teams chats and you might find “Files” folders that are shared in teams channels in your OneDrive as well. You are not limited to using just those folders: you can add your own folder structure in OneDrive, however we suggest you build your structure in the default Documents folder.

By Personal Data, we mean all files that are local to your computer and are personal/personal-work-related (for example: working documents, pictures, downloads such as leave of absence overview/images and so on) which you don’t want to accidentally lose if, for example, your laptop breaks down. For this, OneDrive is a more suitable place than your local C drive.

Because we have synced the Documents, Images and Desktop folders with the local machines, when you put your files on OneDrive inside one of these three folders, you can also access these files locally.

Of course, you can still store personal files on your local machine, but it is your own responsibility if you were to do so.

Sure, you can find an online training course with video’s here:
https://support.microsoft.com/en-us/office/onedrive-video-training

Yes. Your files in OneDrive are for your eyes only. If you decide to share a file or folder with other people, you are in control of the sharing process and you will see that a file or folder is shared in the file overview.

If you have personal and confidential information in folders, it will not be shared and it cannot be read by anyone but you. Also no one but you is able to access the data. No employees (also no ICT-employee) are able to read this data. It is actually more secure than the H:\-drive. It is technically impossible  for anybody but you to read your data when it has not been shared.

We suggest to move your personal data. And by personal data, we mean all files that are local to your computer and are personal/personal-work-related (for example: working documents, pictures, downloads such as leave of absence overview/images and so on) which you don’t want to accidentally lose if, for example, your laptop breaks down. For this, OneDrive is a more suitable place than your local C drive.

Because we have synced the Documents, Images and Desktop folders with the local machines, when you put your files on OneDrive inside one of these three folders, you can also access these files locally.

Of course, you can still store personal files on your local machine, but it is your own responsibility if you were to do so.

Any file or folder that is in your OneDrive and is marked to be synced. By default the Documents, Images and Desktop folders will be synced. If you put your files on OneDrive inside one of these three folders, you can also access these files locally.

A synced file is considered just one file. If you delete it, it will be deleted from OneDrive and from your local machine. Once syncing is set-up, you should look at it like there is just one file. One file that can be accessed from multiple locations, but it is just a regular file. Just like any file: if you delete it, it gets deleted.

Absolutely. OneDrive makes it possible to share files and you are in total control of the sharing process. Keep in mind: the files on your OneDrive are private until you share them.

1 terabyte. So how much is that? Think of 250,000 high-resolution photos, 125 hours of HD video, 30,000 songs or 3 million e-books.

If OneDrive let’s you know that there is not enough space on your OneDrive, please check if you are really exceeding 1TB of storage. Please navigate to: https://portal.office.com/onedrive On the bottom left of the page you can see how much storage you are currently using.

Please note that we are offering 1TB. Storage is not indefinite. If you are using more than 1TB, you might consider cleaning up. Please inspect the files that you are moving to OneDrive. Are these back-ups just being obsolete back-ups or do you really need all of those files in the future? Please investigate your files thoroughly. If you really need more than 1TB, please let us know and share your motivation.

Restrictions
There are some restrictions (filesize in .ZIP-files and the length of the name of a file for example). OneDrive might falsely show an error that there is not enough space. In stead it might be connected to one of these limitations.

Please find all limitations here:
https://support.microsoft.com/en-gb/office/restrictions-and-limitations-in-onedrive-and-sharepoint

We’re sorry that you’re having trouble syncing your OneDrive. To help get you syncing again, click the link below.
https://support.microsoft.com/en-us/office/fix-onedrive-sync-problems-0899b115-05f7-45ec-95b2-e4cc8c4670b2

You can see that OneDrive is running when the OneDive icon shows in the Windows taskbar (right bottom of the screen). Also if OneDrive is running there is either an small icon added to the left bottom of a file pictogram. In a list view an extra column Status shows an icon that indicates the sync-status of the file or folder.

For more information:
https://support.microsoft.com/en-us/office/fix-onedrive-sync-problems-0899b115-05f7-45ec-95b2-e4cc8c4670b2

You can see that OneDrive is running when the OneDive icon shows in the Windows taskbar (right bottom of the screen). Also if OneDrive is running there is either an small icon added to the left bottom of a file pictogram. In a list view an extra column Status shows an icon that indicates the sync-status of the file or folder.

For more information:
https://support.microsoft.com/en-us/office/fix-onedrive-sync-problems-0899b115-05f7-45ec-95b2-e4cc8c4670b2

By default OneDrive should run and you should be signed in. If you are not signed in, we ask you to sign in manually. You can open the OneDrive app by clicking the OneDrive-icon on the right bottom of your taskbar. Please sign in with the same credentials as those that you use to login to your computer or RDS.

The truth is out there. And it is here:
https://portal.office.com/onedrive

In this cloud view you will see what is synced and synchronizing. Looking at this online location avoids any interference with RDS profiles. So if you think you have syncing issues, please check https://portal.office.com/onedrive to see the truth.

Outlook Files (PST files) are not supported by OneDrive. So take a critical look at whether you really still need it and delete the PST files that you no longer need. You could import all the PST files that you would like to keep back into Outlook by taking the following steps:

1. Within Outlook, click “File” > “Open & Export” > “Import/Export” > Select the correct file
2. After the PST file has been imported, it will appear as a ‘separate’ mailbox.

You can now drag all emails that are under this separate mailbox to your own mailbox / the folders under your own mailbox. This ensures that the emails are preserved and backed up.

If you don’t need any back-ups for these, then it’s best not to put them on OneDrive. Especially when it’s ‘working’ documents that allow you to run specialty software, you can keep them where they are now.

Keep in mind: you should focus on files, documents and folders that you created during the time you have been at Eight Lakes. Don’t worry about files and folders created by systems and programs. We are not changing the location where programs are running, so if there’s a software folder on your C:\-drive for your specialty program, you can keep it there.

You should focus on files, documents and folders that you created during the time you have been at Eight Lakes. Don’t worry about files and folders created by systems and programs. We are not changing the location where programs are running, so if there’s a software folder on your C:\-drive for your specialty program, you can keep it there.

We suggest to move your personal data. And by personal data, we mean all files that are local to your computer and are personal/personal-work-related (for example: working documents, pictures, downloads such as leave of absence overview/images and so on) which you don’t want to accidentally lose if, for example, your laptop breaks down. For this, OneDrive is a more suitable place than your local C drive.

Because we have synced the Documents, Images and Desktop folders with the local machines, when you put your files on OneDrive inside one of these three folders, you can also access these files locally.

Of course, you can still store personal files on your local machine, but it is your own responsibility if you were to do so.

By personal data, we mean all files that are local to your computer and are personal/personal-work-related (for example: working documents, pictures, downloads such as leave of absence overview/images and so on) which you don’t want to accidentally lose if, for example, your laptop breaks down. For this, OneDrive is a more suitable place than your local C drive.

Because we have synced the Documents, Images and Desktop folders with the local machines, when you put your files on OneDrive inside one of these three folders, you can also access these files locally.

Of course, you can still store personal files on your local machine, but it is your own responsibility if you were to do so.

OneDrive will sync the folders Desktop, Document and Pictures by default. This means it’s a good idea to move your personal files on your computer to these folder. However: OneDrive also syncs Microsoft Teams chats and you might find “Files” folders that are shared in teams channels in your OneDrive as well. You are not limited to using just those folders: you can add your own folder structure in OneDrive, however we suggest you build your structure in the default Documents folder.

You should find your H:\-drive by navigation to This PC  > Documents – username (H:).

If you don’t see this drive, check whether you are on the company network. Make sure that you are connected to the Employee network. If you are not working from the office, make sure you are connected to the network by using Eight Lakes VPN.

Make sure that the files that you are moving or deleting are not in use. For example: you cannot delete a Word file that is currently open. If you cannot move or delete a file, also make sure it is not a system file. System files should not be deleted. If your problem cannot be fixed, please reach out to us.

You should focus on files, documents and folders that you created during the time you have been at Eight Lakes. Don’t worry about files and folders created by systems and programs. We are not changing the location where programs are running, so if there’s a software folder on your C:\-drive for your specialty program, you can keep it there.

By personal data, we mean all files that are local to your computer and are personal/personal-work-related (for example: working documents, pictures, downloads such as leave of absence overview/images and so on) which you don’t want to accidentally lose if, for example, your laptop breaks down. For this, OneDrive is a more suitable place than your local C drive.

Because we have synced the Documents, Images and Desktop folders with the local machines, when you put your files on OneDrive inside one of these three folders, you can also access these files locally.

Of course, you can still store personal files on your local machine, but it is your own responsibility if you were to do so.

Just they will be personal and they are not shared by default. Your files in OneDrive are for your eyes only.

If you decide to share a file or folder with other people, you are in control of the sharing process and you will see that a file or folder is shared in the file overview.

If you have personal and confidential information in folders, it will not be shared and it cannot be read by anyone but you. Also no one but you is able to access the data. No employees (also no ICT-employee) are able to read this data. It is actually more secure than the H:\-drive. It is technically impossible  for anybody but you to read your data when it has not been shared.

No.

Putting personal files on an external drive would make the data unsecure. By default there is no restriction on the USB-drive, so your data is open to everyone. In stead move your files to your safe and secure OneDrive.

If you have generic personal data that does not need to be secured, but does need to be backed up and cannot be added to OneDrive for some reason, then you might consider an external drive. Be advised: (confidential) work related data must never be stored on external drives!

Yes it is.

You can only access your OneDrive account with your network credentials. These are protected by two-factor-authentication. But I see my OneDrive in on my laptop as well? Correct, but you still needed to log into your laptop. From a data point of view it is actually more secure than the H:\-drive. It is technically impossible for anybody but you to read your data when it has not been shared. This set-up allows us to be up-to-speed with the latest security technology and actually securely manage the data.

Just you. Your files in OneDrive are for your eyes only.

If you decide to share a file or folder with other people, you are in control of the sharing process and you will see that a file or folder is shared in the file overview.

If you have personal and confidential information in folders, it will not be shared and it cannot be read by anyone but you. Also no one but you is able to access the data. No employees (also no ICT-employee) are able to read this data. It is actually more secure than the H:\-drive. It is technically impossible  for anybody but you to read your data when it has not been shared.

Please check whether you can find an answer to your question in this FAQ or in the mails that we have sent you.

Also: check out some of the great resources at Microsoft:
https://support.microsoft.com/en-gb/office/get-started-with-onedrive

If these resources cannot help you out, do not hesitate to contact us by sending your question to: workspace@8-lakes.com.
Let us then see if the Modern Digital Workspace team can help you. We are in close contact with the ICT department to answer the more technical quetsions you might have.

If there are more people with questions in your team, the Modern Digital Workspace team might join in on your departments weekstart meeting or on another scheduled meeting with your team.

After consulting all resources, the team and ICT-department there might still be questions.
We might then schedule a 1-on-1 session!

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This FAQ can be translated by following this link.