Changes to OneDrive for University Windows computers

The University has completed rolling out a configuration change to the OneDrive application that is already on University-owned Windows computers. This includes lab computers and staff computers. It will provide you with easy access to cloud file storage provided within OneDrive for Business.

Staff (and dedicated) computers

This change was implemented in stages from 6 June 2022. When you experience this change will be dependent on several factors, including the ones listed below.

• How often and for how long you are connected to the VPN or connect to the University network
• When your computer retrieves the update from the server
• How often you reboot your computer

Student lab (and shared) computers

The change occurred at the start of Semester 2, 2022. This change is critical to allow students to more easily use OneDrive as an alternative to Google Drive, which we must reduce our usage of.

This occurred in the majority of labs around the University and also at all Information Commons computers. 

Once configured, OneDrive will start and log you in automatically. You will also notice the blue OneDrive icon appear in your Windows taskbar and “OneDrive – The University of Auckland” appear in your file explorer. It will also automatically sync the following local folders on your computer to OneDrive:

• Documents
• Pictures
• Desktop

If you already have OneDrive setup, it is unlikely you will see any changes, other than OneDrive automatically syncing your files from the local Documents, Pictures, and Desktop folders (if you have not set this up previously).

If you are using an Apple Mac, please follow these instructions on how to setup OneDrive. If you are getting sync errors due to files with invalid names check how to fix Mac synchronisation issues.

Within OneDrive there are various icons that indicate the sync state of each file. You can find out more about what each mean here.

When you start as a student or staff member at the University you will automatically be allocated your own personal One Drive.

To access it:

1. Go to https://onedrive.live.com/about/en-us/signin/
2. Sign in with your usual University username (this is the same username you use to login to your University computer) but add @uoa.auckland.ac.nz e.g. username@uoa.auckland.ac.nz
3. Enter your usual University password

• Getting Started with Microsoft OneDrive
• How to use Microsoft OneDrive
• OneDrive quick start
• Share and collaborate with OneDrive

Can I delay the removal of access to OneDrive when I leave the University?

Unfortunately this isn't possible. Due to the large number of people joining and leaving the University this is an automated process. Before you leave the University you must make sure that any files on OneDrive are moved onto other storage locations (e.g. shared files moved to UniFiles Shared). 

Where are my files kept?

They will be stored in Microsoft's secure datacenters in Australia.

How private are files on my OneDrive?

The Connect Collaboration Services team administers the University's OneDrive and have access to your files. Like all IT administration staff in the University they are covered by strict policies and guidelines around accessing files. Microsoft as an American company is covered by the US Patriot Act, which does require it to respond to formal requests for access once strict legal processes have been followed, wherever the data is located. As at June 2022 there have been no instances for data hosted in Australia (where our data is held) where Microsoft OneDrive data has been supplied as part of a request.

Are my files backed up?

You can easily recover any files you delete within 30 days. You can also restore your whole OneDrive back to a point in time within the last 30 days. If it has been between 31 and 93 days since you deleted the file then you can contact SSC to arrange for the file to be restored. If it is more than 93 days then the file will have been automatically removed by Microsoft.  There are also previous versions of files you can roll back to. These instructions cover using previous versions:

Restore a previous version of a document in OneDrive

Restore your complete OneDrive to a specific date within the last 30 days