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Introduction

Although on mobile and low-storage devices you might save files directly to OneDrive, most users will be more interested in using it to sync their files. This guide explains how to configure your Windows PC to sync files using OneDrive for Business.

Windows: OneDrive client vs the OneDrive for Business Client

There is a discontinued and legacy sync client, called the OneDrive for Business client that is often included with Office 2013 and Office 2016 (although we have disabled it in our standard installations). Since December 2015, the OneDrive for Business service uses the same Microsoft OneDrive client that the Personal service uses.

To ensure you are using the correct client, please follow the instructions below for obtaining it. If you do have "OneDrive for Business" in your start menu, you can simply ignore it, or contact us to remove it for you.

Requirements to Configuring Syncing

  • Office 365 account as provided to University staff and students
  • Admin rights are required to install the client (or you can request the installation from our Service Desk)
  • Internet Connection for syncing
  • Sufficient disk space for files to be synced (OneDrive itself can store up to 1TB, but most computer hard disks are much smaller)
  • On Windows 7, 8 or 8.1 you will need to install the Sync Client
  • On Windows 10 has the client built into it and just needs to be configured.

Instructions for Installing and Configuring the OneDrive Client

If the OneDrive Client is already installed and running

If you already have OneDrive installed because either you have Windows 10 or are using it with a free Personal account, then you simply need to add a business account:

 Instructions for CSCS-supported PCs
  1. If the icon is already running in your system tray, then right click on the OneDrive icon.
  2. If not, then look in your start menu for Onedrive
  3. Click Settings
  4. Click Add a business account:
  5. Go to Client Configuration section below


Downloading the OneDrive Client

The client can be installed either from our Software Library (useful if you do not have administrator rights), or directly from Microsoft.

 Instructions for CSCS-supported PCs

  1. Log into the CSCS software library with your domain credentials: https://software.medschl.cam.ac.uk/
  2. Browse to the Downloads section
  3. Browse or search for OneDrive:
  4. Click on the item
  5. At the bottom of the page, click Install
  6. Setup files will be copied to your computer and installation will begin

If you have a Windows PC with administrator rights on your supported computer, you can also install the OneDrive client  directly from Microsoft: https://onedrive.live.com/about/en-gb/download/.

Mac users can download the client from: https://support.office.com/en-gb/article/Get-started-with-the-new-OneDrive-sync-client-on-Mac-OS-X-d11b9f29-00bb-4172-be39-997da46f913f


Client Configuration

This section explains how to link the sync client to your work account, configure the folder location and set up a selective sync if required.

 Instructions for Windows
  1. Once the installation has completed you will prompted to sign in with an email address.
  2. You must enter your work email address, in the same format as you use to sign into the Office 365 Portal. see Signing in to Office 365 Online if you are unsure. Note: If you use a personal email address, then you will only be able to access a free 5GB OneDrive Personal account, rather than a 1TB OneDrive for Business account.
  3. Click Sign In
  4. A new box will appear. Check the username is correct - it should be in the format (@medschl, @biosci or @slcu NOT @cam):
  5. Click in the password field, a credentials box will appear:
  6. What you need to enter here depends on your institution:
    1. School of Clinical Medicine users should enter just their domain username and password
    2. Zoology users should enter their username in the format biosci\username
    3. Sainsbury Lab users should enter their username as slcu\username

  7. You will now see :



You can now configure the sync folder name and location.  By default it is saved to your user profile with the name OneDrive - The Clinical School Computing Service.

Click Change Location if you wish, otherwise click Next.


Selective Syncing


  1. If you already have files in your OneDrive for Business, perhaps from syncing another computer, you now be given the option of what to sync to this computer:
  2. By default, all files and folders are selected.
  3. Ensure that you have enough space on the drive to sync your selection, then click Next.

Setup is now complete:


Saving to your OneDrive for Business Folder

 Instructions for Windows

The OneDrive for Business folder can be treated like any other folder. Any files you move into it will be synced.

As it is a special system folder, there are a number of ways of accessing it:

Via the Systemtray Icon

Look for this Icon in your System Tray:  . Double clicking this will open your folder. Note: OneDrive for Business icon has blue clouds. If you have an icon with white clouds, this is the 5GB Personal version.

Via the Windows Favourites side-bar:

In any open Window you should see a link in the favourites side bar:

Browse via My Computer

Open  Computer / This PC (depending on which version of Windows you are running)

Open C: > Users > Your Username > OneDrive for Business - Clinical School Computing Service

Saving files from an application such as Office:

Once you have configured the OneDrive client, you can save files to it from any program as you would to any other folder.

In Office products such as Word 2016, you would browse: File > Save As > Computer or This PC > Browse

In the address bar you should see a local address, like::

Files will be saved locally, then synced to your OneDrive.

Saving Directly to OneDrive

In Office, it is also possible to do it the other way around i,e, save directly to your OneDrive, with changes then synced down to your local computer. The value of this is debatable, as the process is noticably more sluggish, however it might be useful if you are not syncing all folders to your local PC:

In an Office application:

File > Save > OneDrive - Clinical School Computing Service > Browse

In the address bar you should see and address like:


Limitations of OneDrive for Business

OneDrive for Business has a number of limitations on what it is able to sync. See the list at Sync Restrictions and Problems

FAQ

Should I move all of my files into my OneDrive Folder?

Your storage provided by CSCS - your Home drive and Group drives - offers more reliable backup than OneDrive for Business, so you should not move everything in by default. We recommend using OneDrive only for files that you create or use offsite.

When I enter my credentials into the sync client, why do I get asked for my 'Microsoft Account'?

If you enter a personal, rather than academic email account, you will see the following credentials prompt:

You need to restart the process and enter your work email.