Sync OneDrive Files to Your Local Device


Overview

Follow these steps to synchronize your OneDrive files with your computer or mobile device. Once you synchronize your files with your computer or mobile device, you can access your content via your local file system instead of a Web browser. You can also access your files when you are offline. Offline edits will automatically sync with OneDrive for Business the next time you connect. Note: You only need to go through this process once.

On this page: 

Critical Concepts

Steps to Take

Sync on a Mac

  1. Install the OneDrive application from this link.
    • If you require admin privileges to download on a UCSD-issued device, you may email servicedesk@ucsd.edu to submit a ticket for Field Support to assist with the installation.
  2. At the top of your device, there will be a OneDrive cloud icon. Clicking on it will show you all synced files.

    Screenshot: OneDrive contents

    • If prompted to sign in
      1. Enter your UCSD email address and click Sign In 

        Screenshot: OneDrive Sign in page

      2. Under Your OneDrive Sync Client Folder, click Next

        Screenshot: OneDrive Folder Setup Prompt

      3. Click Next on the following prompt: 

        Screenshot: OneDrive intro prompt page

      4. Click Next on the following prompt:

        Screenshot: Share file and folders prompt

      5. Click Next on the following prompt:

        Screenshot: Plan Offline Informational prompt

      6. Click Later on the following prompt about downloading the Mobile App:

        Screenshot: "Get Mobile App" Prompt
      7. Click "Open OneDrive Folder" 

        Screenshot: OneDrive Ready Prompt

  3. See this link for description of the different icons next to files in OneDrive application

Sync on a Windows

  1. Open File Explorer (Start > Windows System > File Explorer) 
  2. On the left side of the window, look for an icon labeled OneDrive Screenshot: OneDrive Client Icon 
    • If you do not have this icon please download and install OneDrive from this link 
      • You may also email servicedesk@ucsd.edu to submit a ticket for Field Support to assist with the installation 
  3. If you are prompted to sign in:
    1. Enter your UCSD email address and click Sign In 
    2. Click Next to confirm your OneDrive folder location
    3. Verify that Desktop, Documents and Pictures are checked under Back up your Folders then click Continue 

      Screenshot: Back Up Folders Prompt

    4. If you do not want any of these folders to sync to OneDrive Sync Client just click the icon to remove the checkbox 
    5. Click Next on the following prompt:

      Screenshot: "Get to know your OneDrive" prompt

    6. Click Next on the following prompt: 

      Screenshot: "Share files and folders" prompt

    7. Click Next on the following prompt: 

      Screenshot: On-Demand Files informational prompt

    8. Click Later on the following prompt:

      Screenshot: "Get Mobile App" Prompt

    9. Click Open my OneDrive folder 

      Screenshot: OneDrive Ready Prompt
  4. If you are not prompted to sign in and the contents of your OneDrive are there client setup is complete 
  5. See this link for description of the different icons next to files in OneDrive 

Sync via Browser

  1. Access OneDrive on your browser
    1. Go to the sign-in page: onedrive.ucsd.edu
    2. Log in with your AD username and password. (use the format username@ucsd.edu)
  2. Click on Settings gear icon in top right
  3. Select Sync this OneDrive. This will sync OneDrive - UC San Diego to your local OneDrive app
    • This will prompt you to install the OneDrive app if you do not have it already.

Connecting OneDrive Sync Client to Your Department Share

  1. Open this link to find the link to your department’s OneDrive Sync Client 
    • Links are sorted by department 
    • Each unit has its own tab at the bottom of the screen 
  2. Click the link to your department’s OneDrive Sync Client 
    • If prompted, sign in with your UCSD email address and password 
  3. Your department’s OneDrive Sync Client should now open 

Optional: Add a shortcut to your department’s drive into your personal drive.  This will allow you to connect to the OneDrive Sync Client without having to log in twice. It also adds your department drive to your sync client. 

  • If after logging in you see a folder named “YOURDEPARTMENT Shared Files” 
    1. Hover over this and then click the checkbox to the left of the folder 
    2. Click Add Shortcut to My Files
  • If after logging in you see the contents of your shared drive
    • Click Add Shortcut to My Files 
      • This will create a shortcut folder in your personal OneDrive Sync Client labeled “My Files” 
      • To rename the shortcut, find the folder in your OneDrive Sync Client folder on your computer and right click: Rename to change the folder name. 
        • This only changes the shortcut name; it does not change it anywhere else 

Connecting to an Additional OneDrive Account

Windows

  1. Click the OneDrive icon Screenshot: OneDrive icon on the taskbar near your date and time (usually lower right corner of the screen)
  2. Click the Gear icon 
  3. Click Settings 
  4. Click the Account tab 
  5. Click Add an Account 
  6. Follow steps to sign in with the email address and password of the OneDrive you would like to add 

MacOS

  1. Click the OneDrive icon on the menu bar in the top right area of the screen (cloud icon)
  2. Click the Gear Icon
  3. Click Preferences 
  4. Click Account 
  5. Click Add an Account 
  6. Follow steps to sign in with the email address and password of the OneDrive you would like to add 

If you still have questions or need additional assistance, please contact the ITS Service Desk. You can call us at (858) 246-4357, email us at support@ucsd.edu, or submit a ticket at support.ucsd.edu.