This content is viewable by Everyone
News
OneDrive Sync rollout for file backup begins Monday, Oct. 27
Save
-
Author: Michael Marmon
- Date:
Starting Monday, Oct. 27, UCSF IT will enable OneDrive Sync on your computer for seamless backup and instant access to your files, in the event of a system failure. Effective this date, you may receive BigFix prompts to enable this feature. Designated folders on your device will be automatically synced to Microsoft OneDrive, ensuring your important work remains safe and accessible from any device, anywhere. With this update, you can be confident that your critical files are continuously protected and available.
Please note: Effective Dec. 17, UCSF IT will no longer support CrashPlan, the current backup solution for IT-managed computers.
How OneDrive Sync works
Every computer has standard folders such as Desktop, Documents, and Pictures that you probably use but might not be currently incorporated into your OneDrive. By syncing these folders to your OneDrive using OneDrive Sync, their contents are protected and available across all your devices. This allows you to enjoy:
- Automatic file backup. Files saved to a workstation’s Desktop, Documents, and Pictures folders will automatically be updated, protecting critical work.
- Seamless access to files. With your files synced to OneDrive, you can access your files from anywhere on the web as well as workstations and mobile devices.
What is required to use OneDrive Sync?
- You must have a UCSF Microsoft Office 365 account for OneDrive Sync to be enabled. All UCSF staff are provided with an Office 365 account.
- You must have OneDrive installed and be logged in to OneDrive on your device.
How/when can I begin using OneDrive Sync?
- If you have Microsoft OneDrive installed, you can simply log in to OneDrive and begin using OneDrive Sync today to back up your important files.
- Beginning Monday, Oct. 27 and continuing through November 2025, users who are not logged into OneDrive will receive a BigFix notification prompting them to log in and enable OneDrive Sync. If you are already logged into OneDrive, syncing will be automatically enabled.
- Once you have enabled OneDrive Sync, the designated folders (Desktop, Documents, and Pictures for Windows; Desktop and Documents for Mac) will automatically be redirected to – and synced with – OneDrive. This means your files will be saved to the cloud and available to you anytime, across devices.
On Windows computers, Desktop, Documents, and Pictures folders will be redirected to OneDrive per the following file paths:
| FOLDER | BEFORE | AFTER |
|---|---|---|
| Desktop | C:\Users\XXXXX\Desktop | C:\Users\XXXXX\UCSF - OneDrive\Desktop |
| Documents | C:\Users\XXXXX\Documents | C:\Users\XXXXX\UCSF - OneDrive\Documents |
| Pictures | C:\Users\XXXXX\Pictures | C:\Users\XXXXX\UCSF - OneDrive\Pictures |
On Mac computers, Desktop and Documents folders will be redirected to OneDrive per the following file paths:
| FOLDER | BEFORE | AFTER |
|---|---|---|
| Desktop | /Users/XXXXX/Desktop | /Users/XXXXX/Library/CloudStorage/OneDrive-UCSF/Desktop |
| Documents | /Users/XXXXX/Documents | /Users/XXXXX/Library/CloudStorage/OneDrive-UCSF/Documents |
Prepare to use OneDrive Sync
Move files and folders as needed: Be sure to move any files or folders you want synced to OneDrive to the designated folders (Desktop, Documents, and Pictures for Windows; Desktop and Documents for Mac) prior to enabling OneDrive Sync via the BigFix notification. This step ensures the files you need are redirected to their new location in OneDrive and begin automatically saving to the cloud.
NOTE: Files synced from designated folders will count toward your OneDrive storage limit (e.g., 5TB limit).
- Update shortcuts as needed: You may be someone who likes to create shortcuts on your desktop for easy access to your files. If so, when OneDrive Sync is enabled, your shortcuts will break. You will need to update any shortcuts to the new location of your files and folders in OneDrive.
- Get more information: Learn how OneDrive Sync works and get familiar with new file-saving processes.
- Remember: OneDrive Sync will not redirect any items in your Downloads folder or any location that isn’t one of the designated folders (Desktop, Documents, and Pictures for Windows; Desktop and Documents for Mac). If you want to have backed up/synced Downloads files, you will need to move them to one of the designated folders prior to enabling OneDrive Sync or move them manually before the current backup solution (CrashPlan) is retired mid-December 2025.