Microsoft OneDrive (Windows)

Summary

Microsoft OneDrive is available to all Faculty and Staff. OneDrive Auto Save will sync your Desktop, Documents, and Pictures folders as well as all files in the OneDrive - GCC folder on a Windows 10/11 computer. 

Before You Start

What they need to know or have access to:

  • These instructions are specific to the Windows 10/11 operating system. 
  • Microsoft OneDrive for Business is available to all current Faculty/Staff. 
  • You can access your files on iOS or Android using the OneDrive mobile app or via the web.

Steps 

If your Windows computer is not yet signed into OneDrive, follow these steps:

  1. Locate the OneDrive Icon

    1. On the taskbar at the bottom right, click the Show hidden icons arrow (^) if you don’t see OneDrive.

    2.  Look for the OneDrive cloud icon (Blue for personal, Gray for Work/School accounts).

  2. Sign In to OneDrive

    1. Click the OneDrive icon, then click Sign in.

    2. Enter your NetID@genesee.edu (not your email alias).

    3. Choose Work or School Account when prompted.

    4. Enter your Genesee password, and follow the Duo 2FA prompt if applicable.

  3. Set Up Your OneDrive

    1. When prompted to back up folders, accept the defaults (Desktop, Documents, Pictures).

    2. Click through the tutorial screens by selecting Next on each screen.

    3. Select "Later" if prompted to install the mobile app.

    4. When setup completes, click Open my OneDrive folder to finish.

💾 Keeping Files Available on Your Computer

By default, OneDrive uses Files On-Demand, which stores files in the cloud and downloads them as needed. To ensure your critical folders are always available offline:

Open File Explorer

  • Click the Folder icon on the taskbar, or press Windows + E.

Right-Click Key Folders

  • In the left pane under Quick Access, right-click the Desktop, Documents, and Pictures folders (these now show a cloud icon if synced).

  • Select “Always keep on this device” for each one.

    • ✅ This ensures files in those folders are downloaded and available even without internet.

⚠️ Note: On any secondary (non-primary) college device, do not select "Always keep on this device" - this will help conserve space. Files will still be accessible via Internet.

🌐 Accessing Your OneDrive from Anywhere

You can access your OneDrive files from any device using the web or mobile apps:

Web Access:

Mobile App:

🔄 How to Tell if Your Files Are Syncing

  • Check the Taskbar Icon

    • A solid blue or gray cloud = Synced.
    • A cloud with a red “X” = Sign-in or sync issue.
    • A syncing circle icon = Files are currently syncing.
    • Click the icon for sync details or error messages.

  • What the Icons Mean In File Explorer, look for these icons:

    • ✅ Green checkmark = File is available offline
    • ☁️ Cloud icon = File is in the cloud only
    • 🔁 Syncing arrows = File is syncing

🔎 You can right-click any file/folder and select:

  • "Free up space" to remove local copy
  • "Always keep on this device" to download it permanently

🖥️ What Changed on the C: Drive?

Windows 11 now uses OneDrive shortcuts and symbolic links:

  • Your “Documents,” “Desktop,” and “Pictures” folders may now appear under the path:
    C:\Users\[YourUserName]\OneDrive - GCC

But don't worry: shortcuts and pinned items will still open the correct folders.

🗃 Need More Storage?

Faculty and staff receive 1TB of default storage on OneDrive. Need more?

  • You can request up to 5TB

Print Article