Most of the items in
this FAQ apply to any Microsoft
document library including
OneDrive for Business, O365
Group, Microsoft Team and
SharePoint Online document
Are you new to using
your CSCU OneDrive for
and want to know
more information about sharing
and syncing first? Check out the following
frequently asked questions. We highly encourage you
to read the information below before
you share or sync for the first
CSCU refers to all 4
Universities (CSUs), all 12 Community
Colleges(CCCs), Charter Oak State
College (COSC) and System Office
- What are my data recovery options?
OneDrive includes tools that will allow you to recover your data.
You can use the Recycle Bin, restore previous versions of a file or even
roll back OneDrive to an earlier time/date. We have documented the
process for you that describes each of these options and how to use
recover your OneDrive Data.
- What do I need to know when working
with Microsoft document libraries (OneDrive for Business, O365
Group, Microsoft Team or SharePoint Online)?
- OneDrive for Business is different than a personal
OneDrive. Microsoft provides additional information on
the difference between OneDrive
for Business and OneDrive.
- The Microsoft OneDrive sync client is the software used
to sync Microsoft document libraries to your workstation from
any of the following: OneDrive for Business, O365
Group, Microsoft Team or SharePoint Online document library.
- CSCU Faculty/Staff/Students will use their
CSCU college or university provided Office365 accounts
to login to Offie365 (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 any CSCU
Microsoft document library (their OneDrive for Business, O365 Group, Microsoft Team or SharePoint Online
DCL3 data accessed by
unauthorized entities could cause personal or institutional
financial loss or constitute a violation of a statute, act or
- Microsoft's O365 apps are integrated, so your
CSCU OneDrive for Business library is built on top of SharePoint
SharePoint Online, O365 Groups and Microsoft Team documents are all stored in OneDrive for Business
document libraries. So, many things you can do in your OneDrive for
Business library, also apply to SharePoint Online document
libraries, O365 Group
and Team files as well (share, sync, etc.)
- Do not store personal files in your CSCU OneDrive for
Business library. It is meant for work related documents. When
you leave CSCU, your OneDrive for Business library will be
inaccessible and you will not have access to those documents.
- Microsoft's document libraries (OneDrive for
Business, SharePoint Online, O365 Groups or
Microsoft Teams) have
two different views: regular and classic. Each
accomplishes the same thing - access to your
library folders/files - but they look and
feel very different. If you are in the regular
view, click on the "Return
to classic <product name>" in the lower left corner of
the browser window to use the classic view. If you are in the
and want to return to the regular view, click the Apps
selector (in upper left
corner of window) and select the appropriate tile
from the App selection. Currently the
OneDrive sync client "View online"
currently opens using the classic view. Use the information above to change your
view if you prefer.
- If you want to maintain a file's Last Modified date,
use the Microsoft OneDrive sync client and add files/folders using your
workstation's file browser. If you use the Upload feature when in
your document library, 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,
refer to the FAQ item, "What
are my data recover options?" for more
Checkout and Checkin features are supported
when accessing an O365 Group's Sharepoint site.
You currently will not see checkout and checkin
features from OneDrive and will have to go to
it's SharePoint site (when in OneDrive you'll
see in upper right corner "Go to site"). User's
OneDrive for Business libraries do not support
the checkout/checkin feature because they do not
have a SharePoint site.
- How do I use my OneDrive for Business library?
We've put together a document you can use that outlines
to use your OneDrive for Business library from your Windows workstation, the
O365 Portal and other devices. Use this document to quickly see how to
use your OneDrive for Business from Microsoft products (Word,
adding attachments in Outlook, Windows File Browser, etc.), a
web browser or from other devices (smartphones, Macs, etc.)
Topics covered include: How to attach or share a document
when using Outlook, accessing your library from a browser, using
the Microsoft OneDrive sync client and Files On-Demand.
- Why is the Microsoft OneDrive sync client asking me for my password?
Once you have configured the Microsoft OneDrive sync client, it
will automatically startup when you logon to your PC and start
syncing your files. When your NetID password has changed,
the sync client will continue to use the old password and will work for a bit of time but
at some point, you'll see the following pop-up after you logon
and you will need to enter your new password in order to continue
to keep the Microsoft OneDrive sync client running and syncing your files:
NOTE: If you close the window and do not enter your password,
the Microsoft OneDrive sync client will close and your
files will not be syncing. You will need to launch the Microsoft
OneDrive sync client from the Start
Menu and enter your password.
- What do I need to know about sharing?
- 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 may
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 files/folders with you,
we suggest you keep the emails
containing the links to the shared content handy or even bookmark the
links to the as there does not seem to be an easy
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 that you have been provided (edit or
view) 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.)
- Help! My file is showing as locked but it isn't!
This happens when a file is edited, or most often created,
using Office Online instead of the desktop applications (Word,
Excel, etc) and from what we've heard, there is so far no easy
fix except to wait (typically about 30 minutes). There isn't a
real lock on the file either, it just thinks there is - so there
is no way to "unlock" the file, you just need to wait for it to
realize there isn't a lock and it will clear.
Everything has been attempted to manually make it aware there
isn't a lock on the file, including logging off, clearing cache,
closing windows, checking in/out, etc. Nothing has worked so
far. When a solution is posted, we will show it here.
In the meantime, to avoid this situation, use your
workstation Office products to open documents from a document
library. Even if you open the document from the O365 portal, you
can still choose to use the desktop version of your Office
- What do I need to know about co-authoring documents with others?
You can co-author documents in both Office Online and in
Office products installed on your workstation. NOTE: You must be
using at least version 2016 to co-author documents and
co-authoring is only supported in apps that support co-authoring
(Word, PowerPoint, Excel) and only with modern file formats
(.docx, .pptx and .xlsx).
You can co-author documents in a
OneDrive for Business library (including O365 Groups) or a
SharePoint document library. Make sure you read our FAQ items on
what you need to know about sharing and
setting up alerts for when items are modified.
provides several resources for helping you co-author documents
We highly suggest using
Word's Track Changes feature when co-authoring documents as
we are aware that when OneDrive for Business saves versions of
the document to the file's Version History that all changes made
during co-authoring are saved as one version.
Microsoft has a video that shows you how this works.
- What do I need to know about syncing?
The Microsoft OneDrive sync client is the software used to
sync document libraries to your PC or Mac from your CSCU
OneDrive for Business library or any CSCU O365
Group/Team/SharePoint Online document library. Once the Microsoft
OneDrive sync client has been installed on your workstation,
you can configure the client to sync your library to your
Setup using Microsoft OneDrive sync
by logging into OWA
Here's what you need to know about syncing:
- When you sync your document library to a
workstation 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.)
- When you select your sync location, make
sure it is a local hard drive and not an
external hard drive or USB storage. We are aware
that issues preventing files syncing have
occurred when the sync location is not a local
- If you have folders shared with you and you
want to sync the shared folders to your
workstation using the OneDrive sync client, you
will need to go to the shared folder and then
you can click 'Sync' to sync the location to
your local workstation. NOTE: Only shared
folders can be synced, not shared files.
- Errors may occur when you try to sync files
or folders to your workstation. You
will need to locate and resolve any sync errors. Use
the Microsoft OneDrive sync client (in systray) to see any sync
errors and refer to the following
FAQ item to attempt to resolve your sync errors.
- To see what files are syncing to your Windows PC, use
the Microsoft OneDrive sync client (in the systray),
right-click and click on 'Settings'. This will show you what locations you are
syncing and you can change the locations and folders that
are syncing, stop syncing or unlink the PC.
- You can also
manage your OneDrive for Business storage
from the Microsoft OneDrive sync client (in the
systray) by right-clicking and click on 'Manage
- After you have changed your NetID password,
the Microsoft OneDrive sync client will eventually need your
new password to continue to sync your files, if
you do not enter your new password, it will stop
syncing your files until you provide your new
password. See the
FAQ item for more information.
- If you used the Microsoft sync client prior to July
14th, 2017, your workstation's sync 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
- NEW: If you are running Windows 10 Fall
Creators Update or later, you will now be able
to control how your OneDrive for Business files
are synced to your workstation. Files On-Demand
allows you to access your files in your OneDrive
for Business library without having to download
them and use storage space on your workstation.
All files, even files not downloaded to your
workstation, will be listed in the File Explorer.
Have a file you always want to store on your
workstation? Easy! Set it to 'Always keep on
this device' Check out this
FAQ item for more
information on Files On-Demand.
- How do I fix sync issues?
If you notice that you are no longer syncing files from your
workstation (the blue cloud icon is not showing in your
systray), the Microsoft OneDrive sync client may need your
refer to this FAQ item for more information.
You may experience other issues when syncing using the Microsoft
OneDrive sync client.
Microsoft provides some basic help and more information for
addressing sync issues. The most common, are the following:
- File size (files cannot be larger than 15 Gb)
- File path length (make sure the file path is shorter than 255
characters). NOTE: Users have reported that they have received various
errors such as "We couldn't register
this document" or "You won't be
able to create links from other documents to
this one." when opening or saving files
if the file path exceeds the limit.
- Illegal characters in file or folder name
- File permissions are wrong
- File name conflict
- Not enough disk space
on your workstation
- The File is open in an
application. Close any application where the
file is currently being used and then the file
- Refer to this for a
more detailed list of sync issues to check.
Refer to this for some
suggested fixes or workarounds for recent
- What is Files On-Demand and how do I use it?
If you are running Windows 10 Fall Creators Update (version
16299.15) or later, you will now be able to control how your OneDrive for Business files are synced to your workstation. Files On-Demand allows you to access your files in your OneDrive for Business library without having to download them and use storage space on your workstation. All files, even files not downloaded to your workstation,
will be listed in the File Explorer. Have a file you always want to store on your workstation? Easy! Set it to 'Always keep on this device'.
Here's how to enable Files On-Demand: If your workstation has
Windows 10 Fall Creators Edition or later and the latest Microsoft
OneDrive sync client installed, Microsoft OneDrive sync client will
have a setting for controlling Files On-Demand. Right-click the
Microsoft OneDrive sync client icon (in the systray) and click
Settings. Then on the settings tab, you'll see an option to 'Save
space and download files as you use them'. When this is checked,
Files On-Demand is enabled.
When Files On-Demand is first enabled,
it will change how your Microsoft document libraries that are
syncing to your workstation are stored (this could take a while to
change depending on how many files you had synced to your
workstation when it was enabled). You can see how files/folders are
stored by the icon displayed next to it in your file explorer:
NOTE: If you have been using the OneDrive sync client without Files On-Demand and then
enable Files On-Demand, some users have reported that they received
an error "OneDrive cannot connect to Windows" preventing them from
enabling Files On-Demand:
This is because the sync location being used is not the local hard
drive and instead is using either an external USB or hard drive
which cannot be used for the OneDrive sync location. You will need
to go to OneDrive sync client settings tab (from the sys tray), on
the Account tab unlink the PC from the account and then add the
account again but this time select the local hard drive as the sync
Learn more about Files On-Demand by referring to this Microsoft