Charles Sturt University
Charles Sturt University

OneDrive for Business at CSU

OneDrive for Business is your own private and secure storage area to permanently store your personal or private files and documents in the cloud.

We envisage that one drive will eventually replace your staff P:\ drive.

One Drive can also be used as a temporary storage area for work related files that you wish to collaborate on with colleagues or to share with colleagues outside of CSU. Once the collaboratively developed documents are in their final state, they should be moved back to the relevant document repository area such as 'S' drive, HP Records Manager etc.

OneDrive for Business is a place where you can temporarily store, sync, and share your work files. As part of Office 365, OneDrive for Business lets you update and share your files from anywhere and work on Office documents with others simultaneously.

Access OneDrive for Business

  1. Go to https://portal.office.com (Enter your email address as your login)
  2. You will be redirected to CSU Login Page. (Use your normal username and password)
  3. Click the web app launcher button at the top left.
  4. Choose 'OneDrive'.

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Install and set up OneDrive for Business

WARNING: READ BEFORE YOU PROCEED

At 1 TB, the size of your OneDrive for Business exceeds the size of your laptop's or desktops hard drive. Currently, Microsoft does not offer selective folder and file synchronization with its OneDrive for Business service. If the files stored in your OneDrive for Business occupy more space than is available on your laptop's or desktops hard drive, the synchronization process will fill it up and then fail.

Install the client application

  1. If you are using a CSU provided machine.
    • Use Install Software and select "OneDrive for Business"
  2. Or if you are using your own machine.
  3. Install OneDrive for Business on other devices

Start OneDrive Setup

Method 1: If you have no accounts signed in to OneDrive

If you don't currently have an account signed in to OneDrive, start OneDrive sign in with CSU email account.

  1. Select the Start button, search for "OneDrive", and then open it:
    • In Windows 10, select the OneDrive desktop app.
    • In Windows 7, under Programs, select Microsoft OneDrive.
  1. When OneDrive Setup starts, enter your CSU email address, and then select Sign in to set up your account.

Method 2: If you already have a personal account signed in to OneDrive

If you already have a personal account signed in to OneDrive, you'll want to use OneDrive Settings to add a work or school account.

  1. In the taskbar navigation area, right-click the white OneDrive cloud icon and select Settings.

(You might need to click the Show hidden icons arrow next to the notification area to see the OneDrive icon. If the icon doesn't appear in the notification area, OneDrive might not be running. Click Start, type OneDrive in the search box, and then click OneDrive in the search results.)

  1. In Settings, select Account, and then select Add an account.
  2. When OneDrive Setup starts, enter your CSU email account, and then select Sign in to set up your account.

Key points in OneDrive Setup

There are two screens in OneDrive Setup that are helpful to watch for:

  • On the This is your OneDrive folder screen, select Next to accept the default folder location for your OneDrive files. If you want to change the folder location, select Change location - this is the best time to make this change.
  • On the Sync files from your OneDrive screen, choose the folders you want to sync, and select Next. This helps control the amount of space OneDrive files take on your computer and conserves bandwidth during sync processes. You can change this later in Settings, but this is a good opportunity as well.

Note: If you were already syncing OneDrive for Business to your computer (using the previous sync client) and you've just installed the new OneDrive sync client, you won't see the This is your OneDrive folder or the Sync files from your OneDrive screen during OneDrive Setup. The new OneDrive sync client automatically takes over syncing in the same folder location you were using before. To choose which folders you're syncing, right-click the blue cloud icon in the taskbar notification area, and select Settings > Account > Choose folders.

You're all set. Your OneDrive for Business files will also appear in File Explorer window in the OneDrive – Charles Sturt University folder.

You now have a new blue cloud icon in your notification area and your work files are synced to your computer. Your blue cloud icon will appear as OneDrive – Charles Sturt University when you hover over the icon.

Any time you want to change the folders you sync on your computer, right-click that blue cloud icon in the taskbar notification area, and select Settings > Account > Choose folders. Find other information about your account and change other OneDrive settings from here.

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Frequently Asked Questions

What is the difference between OneDrive and OneDrive for Business?

Microsoft offers another storage service called OneDrive. You may already be using OneDrive to store documents and other content in the cloud. This service is different from OneDrive for Business:

OneDrive is online personal storage that you get with either a Microsoft account or Outlook.com. Use OneDrive to save documents, photos, and other files in the cloud, share them with friends, and even collaborate on content. You're free to decide how you want to use it.

OneDrive for Business is online storage intended for business purposes. Your OneDrive for Business is managed by your organization and lets you share and collaborate on work documents with co-workers. Site collection administrators in your organization control what you can do in the library.

Although you can't connect your personal OneDrive to your Office 365 business account, you can copy or move files between them.

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Can I have my OneDrive account and my OneDrive for Business account on the same machine?

Yes. When you login to OneDrive you will be asked if you want to use OneDrive Personal or OneDrive of Business. Your OneDrive for Business folder will be named OneDrive – Charles Sturt University and your personal account will be named OneDrive – Personal.

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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 CSU credentials which means that you will only need to remember the login details of your CSU 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 20GB you are currently provided (approximately 50x 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.

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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.

  1. At the disk encryption level, BitLocker is used to secure data
  2. 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.

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Where is my data stored?

Office 365 is a Microsoft cloud based service. It is delivered from Data Centres in the APAC region out of Singapore and Hong Kong.

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What should I store in OneDrive for Business?

Your OneDrive for Business should be thought of as your 'personal drive' and used to store your own data or a working area for unreleased CSU data. 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 CSU business data.

EndNote and OneDrive are currently incompatible. Using OneDrive to store your EndNote library and Word documents with EndNote cite-while-you-write (CWYW) references will result in a corrupted library and documents. We strongly recommend that you store EndNote libraries and Word documents with EndNote field codes on your computer’s local drive. For more information - please contact your local faculty liaison team.

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What is this Shared with Everyone Folder

When a new account is created in Office 365, they receive their own OneDrive for Business library for storing and sharing documents. In that library is a "Shared with Everyone" folder that is shared with the entire organization except for outside users.

To the user, it's like a public folder that everyone in the organization can see. It looks like this in OneDrive for Business.

This is no longer a standard for accounts created after August 2015.

Create a "Shared with Everyone" Folder

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

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Managing Document versions

OneDrive for Business maintains versioned files so that you can easily return to earlier ones should you accidentally overwrite them with incorrect data.

Restore previous document versions

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Recovering deleted or missing files or folders

Equally, the service allows you to recover any documents you may inadvertently have deleted or which you can't find. Please note, however, that OneDrive for Business automatically empties files and folders from the recycle bin if they've been there for 60 days. You can recover a file yourself within the first 60 days.

If you want to keep a file that's in your recycle bin, make sure to restore it within 60 days.

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What happens to my OneDrive for Business when I leave the University?

The Microsoft Office 365 subscription will end when you leave the University. Please ensure any files you wish to keep are transferred to a personal OneDrive account or an alternative storage solution before you leave.

I am leaving the University and need to pass on ownership of a shared OneDrive folder to another user?

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I am on a shared machine. How do I access my files?

If you are using a shared access machine like in a lecture theatre, a Video Conference room or a library or student access machine you should access your files by using the web client rather than setting up the sync client. Go to portal.office.com.

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Troubleshooting issues with OneDrive for Business

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