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What is OneDrive?
OneDrive for Business is a secure cloud storage service provided by Microsoft through Office 365. It is the only approved cloud storage for Downstate employees and students and is HIPAA compliant.
You can use OneDrive to:
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Automatically back up and sync your files between your computer and the cloud.
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Share files securely with others for collaboration.
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Access your files through a web browser (such as Chrome or Edge) or the OneDrive app installed on your computer.
For a quick introduction, watch Microsoft’s official video tutorials
Accessing OneDrive Off Campus
OneDrive is a safe way to store work-related files, including those containing sensitive information like PII (Personally Identifiable Information), PHI (Personal Health Information), or financial data.
When using OneDrive off campus:
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Never save or download OneDrive files onto a public or shared computer.
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Always log out after accessing your OneDrive account.
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Turn on two-factor authentication if available to protect your account.
How OneDrive Helps with Backup and Recovery
When the OneDrive app is installed on your work computer, it can automatically back up files saved in your Documents and Desktop folders.
If your computer fails, the files stored in OneDrive can be restored to a replacement computer. To make sure your files are backed up:
Files outside the Documents or Desktop folders are not automatically backed up. If you need to save other files, copy them into the Documents folder or manually upload them to OneDrive.
OneDrive should not be set up on shared-use computers, such as those in clinical areas or student labs, because they cannot handle multiple users' data.
Mac users must manually save files to their OneDrive folder; automatic backup for folders like Documents is not available on Macs.
Common Questions
How do I log in to OneDrive?
Go to https://portal.office.com and select the OneDrive app.
How do I use OneDrive on a Downstate PC?
You can use the browser or open the OneDrive app installed on your PC.
Why am I asked to sign in when I log onto a Downstate computer?
If this is your main work PC, sign in with your Downstate email and password to set up file backup. If it’s not your computer, you can simply close the window.
How do I back up my Documents folder?
Follow this short video to set up automatic backups.
Can I choose which folders to sync to my PC?
Yes. Since your OneDrive cloud storage (1 TB) may be much larger than your local hard drive (usually 500 GB), you can select specific folders to sync.
Read instructions about folder syncing