Using OneDrive for your Windows 11 upgrade

OneDrive is a cloud-based, file storage service which is being rolled out to all Essex staff as part of the Windows 11 upgrade. It provides a seamless integration with Windows, Office 365, and other Microsoft services and gives you 1TB of secure cloud storage.  

By saving all your files to OneDrive, you can access them from any device whether you’re on campus or working remotely.  

When will I get OneDrive? 
OneDrive will be deployed to your device up to two weeks prior to your department’s upgrade to Windows 11. This will happen in the background and will not affect you using your device. 

You will know when you have OneDrive installed by the small cloud icon that will appear in the notification area on the right of your taskbar (near the clock). You may need to click the up arrow to view the icon.

Open

You should be signed in automatically and if you click on the icon, it will show the files are syncing. Look for the message “Your files are synced” to know the process is completed. If you hover over the icon, a message will also tell you it is up to date. 

Open

Why should I use OneDrive? 
You should use OneDrive to save all your university work and data, including documents, notes, photos, and videos. With the upcoming Windows 11 upgrade, it is vital your documents and data are saved to OneDrive to ensure they are backed up. We cannot guarantee there will be no data loss during your upgrade if your data is not saved to OneDrive or on Box. 

Where do I save my data/files to use with OneDrive? 
OneDrive will sync all files or data saved to the Desktop, Documents, and Pictures folders. Any files or data not saved under these directories will not be synced to the cloud and are therefore not backed up.

Video files must be saved to the Pictures directory. 

Files in your downloads folder will not be backed up, so if you have any files stored there that you need to keep, make sure to move them to your Documents folder.

Any files or data you have that sit outside of the Desktop, Documents and Pictures directories should be moved there. This includes files or data that reside on old or unused PCs/laptops as once you are moved to Windows 11, Windows 10 devices will no longer be allowed to connect to our network and you will not be able to access your files. 

What are the benefits of OneDrive? 
OneDrive integrates seamlessly with Windows, Office 365, and other Microsoft services and gives you 1TB of secure cloud storage. It also provides these useful features: 

• Access your files from Office.com, OneDrive.com, OneDrive app, and on Office 365 

• Share files and collaborate with other people 

• Automatically backups your files and syncs with other devices 

• Can be used on mobile devices and Macs 

I use Box – should I stop using it? 
No! Box is backed up, so you don’t need to worry about syncing your Box files with OneDrive. If you’re happy using Box, we’re happy for you to carry on using it. 

What do I do if OneDrive doesn’t work on my PC or laptop? 
Don’t panic!  We have a OneDrive back up tool that can be deployed that will take a copy of your data. This is only for devices where OneDrive doesn’t deploy. In this case, you will be asked to run the OneDrive back up tool manually the night before you upgrade to Windows 11. You should not make any changes to these files once you have run the back up tool until you are using your new Windows 11 device as your changes will not be saved. 

What do the different OneDrive symbols mean? 
You will spot that OneDrive will display status symbols on the icon. 

OneDrive is syncing your files, no action is required.

OneDrive is paused, open up the app and click the un-pause message. 

OneDrive is not signed in, reboot your device or click on the app for sign in option .

You will also find when your files/data are saved to OneDrive they will have small symbols either on the file icon or in the status column in File Explorer. 

Double arrow circle icon – your file is syncing to the cloud. 

A green tick - file is synced to the cloud and a copy is stored locally.

A cloud icon – your file is stored in the cloud and will be silently downloaded when opened. 

A Red cross – your file has a problem syncing, open the OneDrive app to resolve. 

No icon – your file is not in a location that is set to sync, move file to Documents to have the file synced. 

Where do I get help? 
The deployment to OneDrive should not cause any issues with your PC or laptop. If you are having trouble accessing your files once OneDrive has been installed, please contact our IT Helpdesk team.