Keep your important files on a network drive or in OneDrive (PC)

Important! Faculty and staff are responsible for backing up the files on their campus computer. Prior to receiving a replacement computer, please make sure you follow the steps outlined in this article to move your files to a network drive or OneDrive.

We strongly advise against storing your important files on your computer’s hard drive. Since the items saved in your DocumentsDesktopPictures and Music folders are not backed up by Vol State IT, you risk losing these files if your hard drive suddenly crashes.

Instead, keeping your files on a network drive or even better in OneDrive is a much safer solution because items saved here are automatically backed up. The summary below outlines the Pros and Cons of each storage option.

Network Drive (U:\ Drive)

OneDrive

Good for:

  • Files containing personally identifiable information (PII) 
  • PII includes data such as student names, dates of birth, Banner IDs or grades

Good for:

  • Files containing personally identifiable information (PII) 
  • PII includes data such as student names, dates of birth, Banner IDs or grades

Pros:

  • Files are automatically backed up

 

Pros:

  • Files are automatically backed up
  • Tons of storage - 1 Terabyte (TB)
  • Easily accessible from on or off campus
  • Easy to share/collaborate with colleagues

Cons:

  • Limited storage - only 1 Gigabyte (GB)
  • Not easily accessible from off campus

Cons:

  • None

Please Note: For more information, please review the VII 01 04 Cloud Use document which provides a practical reference for explaining why OneDrive/OneDrive for Business is the only Vol State sanctioned cloud-storage application for the storage of various types of PII (personally identifiable information) data.

Setup the OneDrive sync client on your PC

If you are new to OneDrive and would like to start using it, we strongly recommend following the instructions below to setup the OneDrive sync client on your PC. This will place a OneDrive folder on your computer and make it easier to manage the files you store in OneDrive.

Setup the OneDrive sync client on your PC

Save new files to a network drive or OneDrive

Use the Save As command to save a single file to a network drive or OneDrive:

1) With the file open, select Save As from the File menu. 

A. To save the file on a network drive, select Browse This PC and locate the drive under Network locations:

File Explorer showing network drives

B. To save the file in OneDrive, select OneDrive - Volunteer State Community College and locate the desired folder:

One Drive - File - Save As - Dialog Box

2) Enter a name for the file in the File name box, and click Save

Move existing files or folders to your network drive or OneDrive

You can use the Copy and Paste commands to copy your files/folders from your computer to network drive or OneDrive. Once your files/folder have been successfully copied, they can be deleted from the original (source) location.

1) Open File Explorer and navigate to the folder where the files are stored:

Windows File Explorer Icon

2) Select the files or folders that you want to move. To select all files and folders within a folder, click Select all on the Home tab (or press Ctrl+A):

File or Folder Selection - Select All button

Tip! To select a number of sequential files or folders, click the first item, press and hold down the Shift key, and then click the last item. To select a number of non-sequential  files or folders, click the first item, press and hold down the Control key while you click on the items that you want to select.

3) With the items selected, click Copy on the Home tab:

File Explorer - Copy Selection

4) Use the left navigation pane to locate the desired network drive or OneDrive folder:

Network or OneDrive Selection - Navigation Pane

5) Click Paste on the Home tab:

File Explorer - Paste - Clipboard Option

Details

Article ID: 62058
Created
Sun 9/9/18 9:26 AM
Modified
Wed 2/5/20 11:44 AM