Migrating Docs to OneDrive for Business

Owned by Karen Park
Last updated: May 31, 2023 by Josh KanehenVersion comment
6 min read

Overview

Due to the increase in ransomware attacks on higher education institutions, SPU is moving away from storing your Documents and Desktop files via Datasync (local server with folder redirection) to OneDrive for Business.  Some of you may already be using OneDrive for Business for your files, but even so, there are steps you need to take to ensure your files are not lost during this transition time.

The next time a user logs in to their computer on campus, any files remaining on SPU servers will be copied to their workstation as part of their login process. This process can take multiple hours for large numbers of files, and your device will be inaccessible during that time.

If you would like to avoid this long login, please follow the steps under "Moving your Files" below.

Syncing your Files to OneDrive

CIS has made a change to your device configuration to allow you to sync your key folders on your device (e.g.: Documents and Desktop) directly with OneDrive. This change will take place after you initiate a new login to your device while on-campus.

  • If you have already completed the Moving your Files steps below and removed your files from \\spu.local\users, please follow the steps for Apply New Configurations below.
  • If you did not complete the Moving your Files steps below and have not experienced a longer login (see step 2 of this section) you may still complete the Moving your Files steps below to avoid a potentially hours-long delay.
  • If you have already experienced a long-login on your device and that process completed without interruption, your files have already been moved to your device and you may follow the steps under Syncing Docs to OneDrive for Business below.
    • Note: If you have multiple devices and have already experienced a long-login, there are some additional steps that CIS can assist with to prevent file duplication or excessive wait times.

Apply New Configurations

  1. While on-campus, log entirely off of your machine, then log back in.
  2. During logon you should see "Applying Folder Redirection Policy" display on the screen.
    1. This should be very short if all your files have been removed from \\spu.local\users, but will be longer if any files remain.
  3. If you didn't see "Applying Folder Redirection Policy", please log off and back in one more time, then proceed to the next section.
    1. Sometimes the configurations don't apply immediately because of other changes taking precedence, so multiple logins are needed.
    2. If you run into difficulties in the next section, it may be worth trying an additional logoff/logon cycle to fix the issue.

Start Syncing to OneDrive

  1. Open OneDrive by either clicking the OneDrive icon in the task bar or, clicking Start → Search for OneDrive to open the application.
  2. Next, click  Settings → Sync & backup →  Manage backup.
  3. Change the toggle for the folders you want to start including in your sync and click Save Changes.
    1. We recommend syncing all locations with SPU-business content (usually Desktop and Documents).
    2. If for any reason, you receive an error when trying to toggle folders on, please contact the HelpDesk.
  4. Your files will begin syncing, if you have a lot of files, this may take a long time. 
    1. The sync will pause when network access is lost or the computer is off and will resume when access is restored or the computer is turned on.
    2. If you receive any errors, see the OneDrive for Business FAQ's or call the CIS HelpDesk for support.


Moving your Files (SPU Managed Windows Devices)

To make this process as easy as possible, we’ve created a script that will run on your computer and copy your files to OneDrive. As of 5/31/23 the migration will happen automatically upon logging in to your device while on-campus. If that hasn't happened for you yet, you may still run through the process below to save some time. 

If you have multiple computers, sync all your machines, and then follow the steps below on only one of the devices.
  1. Open Sync center and Sync Documents in the Sync Center , resolve any conflicts or issues with your files, and log into OneDrive for Business with your SPU Credentials.
    1. This is the blue cloud icon that is in the bottom taskbar–click on this and the Sign In button
      1. If you do not see this icon, ensure that OneDrive is running by search the application in the search bar and selecting it. 

  2. Open Software Center and when you're ready, run the "OneDrive for Business - Migrate myDocs to OneDrive"

    1. If you cannot find the script in Software Center, please call the CIS HelpDesk at (206) 281-2982 so we can help you repair Software Center and install the script.
      1. You can also submit a ticket but we would still need to set up a time to either remote into your device or have you bring it in-person. 
  3. When the script runs, it will ask you a series of questions in order to make sure your computer to make sure the files can transfer:
    1. Such as if step 1 has been completed. Type "Y" and press Enter.
    2. You will be prompted for your SPU Username: type the first part without the "@spu.edu" portion and press enter.
    3. The script will check if your computer has enough hard drive space and create a folder called SPU Migrated Documents in your OneDrive account.
      1. If your hard drive's available space is smaller than the size of your Documents folder at \\spu.local\users\yourusername, then the script will tell you do not have enough space for it to run. Please attempt to free up space by deleting any unnecessary files on your device or manually moving some files into OneDrive. Once you have enough space on your hard drive, you can run the script to move everything else.
        1. The easiest way to move files to OneDrive is in File Explorer by dragging and dropping folders/files directly from \\spu.local\users\yourusername into the OneDrive section, which is on the left hand side of the window. 
  4. If you meet all the requirements, and you are ready to move press Enter to begin the copy.  If not, press Ctrl + C to cancel the move.
  5. The script will begin moving files and you will see a list of files scroll, when everything finishes, you'll see a message that says "Your documents have been copied from the server to your OneDrive folder..."
    1. You will also see a report at the bottom that says how many files moved, if it missed any files, and how much time the move took.
    2.  If you see that any files were skipped or failed, a log file can be accessed on your computer to see which files had issues and the HelpDesk can assist you with making sure they move to your OneDrive folder.
  6. Open OneDrive and look for the SPU Migrated Documents folder and organize your files as desired. 
  7. Once you've confirmed your files are in OneDrive, Open File Explorer (Folder icon) on your computer and type \\spu.local\users\yourusername to view your files on the server.  Once you've checked that everything has moved, wait for OneDrive to finish syncing all your documents to the cloud (this may take awhile–check your OneDrive client for "Your files are synced" message).  
  8. Once all your documents are synced, you can safely delete the files from the server: \\spu.local\users\yourusername (and you must do so before the mass migration to avoid a long login and possible file-duplication)

    1. After the removal of your files from the server, items will not be on your Desktop anymore. These files will then only be located in your SPU Migrated Documents folder on OneDrive (or wherever you move them to). After the full migration on May 26th, you will be able to backup all folders from your machine to OneDrive, including your Desktop which will then start showing you those items again. 

  9. Reboot your computer when you've finished all the steps above.

Please plan on moving your docs to OneDrive before we mass-migrate users on May 26th.  If you have not moved your documents and removed the old files, the next time you log into your computer or restart it after that, a much slower migration will automatically begin (that may take hours to resolve) and you will be unable to use your computer until it does.

Going forward, make sure you save your files are saved in OneDrive.  If you continue to save new files you work on in your Documents, Desktop, or Pictures folder, these will only be saved locally on your computer if you Sync your Docs to OneDrive for Business.

Moving your Files (Macs)

If you are primarily using a mac, or are already using OneDrive for some of your files, we still recommend you check your users folder on the server to ensure your content has been moved and after checking, deleted from the server.

  1. On your Mac, open Finder → Go → Connect to Server.
  2. In the window that opens, type "smb://spu.local/users/yourusername" without the quotes and press Connect.
    1. If you're off campus, you will first need to connect to SPU VPN to connect to your users folder.
  3. Once you've connected, open another finder window and drag and drop files to your computer or to your OneDrive for Business folder on your computer.
    1. If you chose to move your files to your local Documents instead, then we strongly recommend you setup your OneDrive client to back up your Dekstop and Dcouments Folder on OneDrive.  See Syncing Docs to OneDrive for Business for more details.

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