Have you been using CSCU
OneDrive for Business
as a CCC
student or were you piloting
faculty/staff OneDrive for
Business before it was deployed
to all faculty/staff on July
11th, 2017? Some things have
changed now that it's deployed
to everyone so checking out the
info about sharing and syncing
would be beneficial. The
section about syncing
includes information about
renaming your local PC's folder
from 'Board of Regents System
Office' to 'CSCU'.
New to using OneDrive for
and want to know what
you need to know about sharing
and syncing first? Check out the following
frequently asked questions when
using One Drive for Business. Before
you share or sync for the first
time, read the information
CSCU refers to all 4
Universities (CSUs), all 12 Community
Colleges(CCCs), Charter Oak State
College (COSC) and System Office
- What do I need to know about OneDrive for Business?
- OneDrive for Business is different than a personal
- The Microsoft OneDrive client is the software used to
sync your OneDrive for Business files with your PC or Mac.
- CSCU Faculty/Staff/Students will use their
CSCU college or university provided Office365 accounts
to login to OneDrive for Business (or when accessing a
document shared with them) and not a personal
Microsoft Account. CCC Faculty/Staff and Students can refer
Online Help Desk for support of their Office365
usage needs to
comply with the
data in OneDrive
DCL3 data accessed by
unauthorized entities could cause personal or institutional
financial loss or constitute a violation of a statue, act or
- All Microsoft features are connected, so your
OneDrive for Business is built on top of SharePoint.
SharePoint, Groups and Team files are all stored in your
OneDrive for Business share. So, many things you can do to
your OneDrive for Business documents, apply to your Group
and Team files as well (share, sync, etc.)
- Do not store personal files in your OneDrive for
Business share. It is meant for work related documents. When
you leave CSCU, your OneDrive for Business files will be
inaccessible and you will not have access to these
- Files deleted from OneDrive for Business are
not recoverable after 60 days.
- There are two views into OneDrive for
Business (regular and Classic). Each
accomplishes the same thing - access to your
OneDrive for Business files - but they look and
feel very different. If you are in the regular
OneDrive for Business view, click on the "Return
to classic OneDrive" in the lower left corner of
the browser window to use the Classic OneDrive
view. If you are in the Classic OneDrive view
and want to return to the regular OneDrive for
Business view, click the Apps (in upper left
corner of window) and select the OneDrive tile
from the App selection. Note that the
OneDrive for Business icon in the systray
currently uses the Classic OneDrive for Business
view. Use the information above to change your
OneDrive for Business view if you prefer one
view over the other.
- If you want to maintain a file’s Last Modified date, sync your OneDrive for Business files to your PC using the
Microsoft OneDrive client and add files/folders using your File Browser. If you use the Upload feature when in OneDrive for Business, the Last Modified date becomes the date you uploaded the file.
- Previous versions of files are kept and can
be restored using
OneDrive for Business's Version History feature.
- Why is Microsoft OneDrive asking me for my password?
Once you have configured the Microsoft OneDrive client, it
will automatically startup when you logon to your PC and start
syncing your files. When you change your NetID password,
Microsoft OneDrive will continue to work for a bit of time but
at some point, you'll see the following pop-up after you logon
as you will need to enter your new password in order to continue
to keep Microsoft OneDrive running and syncing your files:
NOTE: If you close the window and do not enter your password,
the Microsoft OneDrive client will close and will not sync your
files. You will need to launch Microsoft OneDrive from the Start
Menu and enter your password.
- What do I need to know about sharing?
- Anonymous sharing of files/folders is not allowed. You,
as the owner of the document, specify exactly who you are
allowing to access your document and what type
of access you are providing (edit or view):
- Currently, you can share a file to a Community College
or System Office Faculty/Staff or Student that is not a
member of your group. You cannot share a file to an external
guest without making them a member of your group.
- When someone has Edit
capabilities, they have the ability to delete that file from
your OneDrive for Business and you are not notified that it
was deleted! You cannot at this time share a document with someone only
to edit the document, it automatically gives them the permission to delete
the document from your OneDrive for Business site.
Therefore, we highly recommend that you regularly check your Recycle bin
for files that others may have deleted not knowing they were
deleting the original shared document, not a copy of it.
- A person with Edit capabilities does not have the
ability to rename your file or to share your file with
- We recommend that you regularly check your document's
sharing permissions. NOTE: There currently is not a central
location you can go to see all the files you are sharing and
who you are sharing them with, you need to check each folder
or file's permissions. When access is no longer needed,
remove their access by going to the file or folder's Manage
Access section and as long as you have Edit capabilities -
you can click under their info "Can Edit" or "Can View" and
change to "Stop Sharing"
- There are two groups of users you can share files with in OneDrive for Business: Those who
have a CSCU Faculty/Staff/Students account and those that do
not. Those that do not have a CSCU Faculty/Staff/Student
account are known as External Guests and will access using
their own personal Microsoft Account. If the person you are
sharing the document with is a CSCU Faculty/Staff/Student,
when you share the document, use that person's college or university provided
- When you share a document to someone, you are providing
a link to access the document. When the user accesses your document,
if they are not logged in already to Office365, they will be prompted to
- There are several situations where someone may see this:
If you shared a document with someone and
they logged on with a different account to
access your document. They can request
access if they want and enter a message. You
will receive an email with their request
that you can approve or deny.
- The very first time an External Guest
accesses any file on our site, after they
have logged in with their personal Microsoft
Account, they will get this warning until
their External Guest account is created on
our site. They may have to wait a period of
time (could be as short as a few minutes),
but they can just click the link again and
they will have access. This situation is
confusing as they get the "Sorry, you don't
have access to this page" but do have access
and just need to wait and try again later.
- If you have removed access to the
document or someone is attempting access
that does not have access to the document.
- Expect some delay when working in OneDrive for Business.
For example: if a
file is deleted from your OneDrive for Business
account. It is not immediately deleted and my
exist for a bit of time in a synced location
(i.e. your PC) and
could also be accessible to someone that you shared it to.
- When someone shares a file with you, keep the emails
containing links to shared documents handy or bookmark the
links to the shared documents as there does not seem to be a
way to see all documents that anyone has shared with you.
If those emails are lost, the person who sent you the shared
invitation can resend a link.
- Be aware that if a user's account is deleted that
had made changes to one of your documents, that their
actions in the Version History of a file will no longer be
listed once the account has been removed (i.e.
Their name will no longer be listed in the Version History that they
made any changes).
- You can see what files others have shared
with you by going to OneDrive and clicking on
the "Shared with Me" link in the left hand menu.
The list of files displayed are in other
locations and you have been provided access to
it. To see the original location of the
document, open the document in Office Online and
in the upper left side you'll see the path to
the document (i.e. an Office365 group, another
user's OneDrive, etc.)
- What do I need to know about syncing?
The Microsoft OneDrive client is the software used to sync your OneDrive
for Business files to your PC. Once the Microsoft OneDrive client has been deployed to your workstation,
you can configure the client to sync your One Drive for Business files to your
using Microsoft OneDrive client
by logging into OWA
Here's what you need to know about syncing:
- When you sync your One Drive for Business share to a PC
or phone, you need to make sure that device is secured (is
up-to-date and running latest software, is regularly
patched, running anti-virus software, etc.)
- Errors may
occur when you try to sync files with
illegal characters in
the name, blocked file types, large files (larger than 15 Gb), malware or infected files,
long path names (i.e. too many folders or large folder/file
will need to locate and resolve any sync errors. Use
the OneDrive for Business icon in your systray to see sync
errors and refer to
- To see what files are syncing to your Windows PC, use
the OneDrive for Business icon in the systray and click on
the Settings tab. This will show you what locations you are
syncing and can change the folders that are syncing, stop
syncing or unlink the PC from your One Drive for Business
- When you change your Office365 password,
OneDrive for Business will eventually need your
new credentials to continue to sync your files
(it is not immediate). When you notice that
OneDrive for Business needs your credentials,
enter your new password in when it prompts you
to login. If you do not, OneDrive for
Business will close and will not sync your files
until you login. You will know this because the
blue cloud icon will no longer be displayed in
the systray. Simply launch OneDrive for Business
and enter your new credentials.
- If you used OneDrive for Business prior
to July 14th, 2017, your local PC folder may
still be using the old name 'Board of
Regents System Office' vs the new name 'CSCU'.
this procedure will properly rename it to
the new location.
- How do I sync Office365 Group or Microsoft Team files to my PC?
Just as you can sync your own One Drive for Business files to
your PC, you also can
sync group files to your PC
using this procedure. Your One Drive for Business files will be
in the "OneDrive - CSCU" folder and any Office365 Group files
and Microsoft Team files will be in the "CSCU" folder:
How do I fix sync issues?
When you change your Office365 password, OneDrive for Business will eventually need your new credentials to continue to sync your files (it is not immediate). When you notice that OneDrive for Business needs your credentials, enter your new password in when it prompts you to login. If you do not, OneDrive for Business will close and will not sync your files until you login. You will know this because the blue cloud icon will no longer be displayed in the systray. Simply launch OneDrive for Business and enter your new credentials.
You may experience other issues with files syncing using the Microsoft
Microsoft provides some basic help and more information for
addressing sync issues. The most common, are the following:
- File size (no larger than 15 Gb)
- File path length (make sure the file path is shorter than 255
- Illegal characters in file or folder name
- File permissions are wrong
- File name conflict
- Not enough disk space