Backing up your computer to Microsoft OneDrive

Overview
Setting up OneDrive to back up your Windows PC
Setting up OneDrive to back up your Mac
Accessing your computer backup from another device

Overview

Follow this guide to set up OneDrive to automatically back up your computer's Desktop, Documents, and Pictures folders. This initial setup typically takes fewer than 10 minutes, and from that point on, an up-to-date copy of your computer files is automatically saved and accessible online.

Note that the storage limit for OneDrive is 250 GB: if your computer files exceed this limit, email ts@dornsife.usc.edu and we can help you explore other options for backing up your computer.

What to know before you begin

Do not turn off automatic backup once you set it up

Once you set up OneDrive for backup, avoid turning it off. Microsoft redirects your computer folders to OneDrive, so even if you turn off automatic backups, your computer folders will still be directed to OneDrive. (It's fine to pause automatic backups for as long as you need, just don't turn them off entirely.)

Backing up multiple devices or computers

If you are backing up multiple devices to OneDrive, be aware that OneDrive's default setup will unify contents across devices. What this means is that if you have two computers both backing up folders to OneDrive, then files from one computer will also appear on the other computer.

Setting up OneDrive to back up your Windows PC

You can set up OneDrive to automatically back up the following folders on a Windows PC:

Desktop
Documents
Pictures

Any files you edit or add to these folders will be added to OneDrive, backed up, and available on your other devices even if you lose access to your computer.

Step 1: Sign into OneDrive and back up important folders

OneDrive is already installed on your Windows PC. To sign in:

Quick guide

Look for and open Microsoft OneDrive:
- Windows 11: Click the Windows Start icon. In the search bar, type OneDrive.
- Windows 10: In the Windows Start menu search bar, type OneDrive.
Type your @usc.edu email address and click Sign in.
The Shibboleth login page displays. Log in using your USC NetID and passphrase.
The Duo screen displays. Follow the prompt to complete authentication.
Click Next.
For each folder you want to back up to OneDrive, click the toggle beside it. We recommend keeping all folders selected: Documents, Pictures, and Desktop. Click Start backup.
Click Next on each prompt. When the "Get the mobile app" prompt displays, click Later.
Click Open my OneDrive folder.
OneDrive begins backing up your computer folders, and will continue to automatically back them up when your computer is connected to the Internet.

Detailed guide (with screenshots)

Look for and open Microsoft OneDrive:
- Windows 11: Click the Windows Start icon. In the search bar, type OneDrive.
- Windows 10: In the Windows Start menu search bar, type OneDrive.
OneDrive opens. Type your @usc.edu email address and click Sign in.
The Shibboleth login page displays. Log in using your USC NetID and passphrase.
The Duo screen displays. Follow the prompt to complete authentication.
Click Next.
For each folder you want to back up to OneDrive, click the toggle beside it. We recommend keeping all folders selected: Documents, Pictures, and Desktop. Click Start backup.
Click Next on each prompt. When the "Get the mobile app" prompt displays, click Later.
Click Open my OneDrive folder.
OneDrive begins backing up your computer folders, and will continue to automatically back them up when your computer is connected to the Internet.

Step 2: Keep files available offline

By default, OneDrive uses a feature called Files On-Demand: files are saved to the cloud (online) and are not downloaded to your computer until you attempt to access them.

To ensure you can access your backed up computer folders without an Internet connection, we strongly recommend turning off this feature:

Quick guide

Click the OneDrive icon in your System Tray (bottom right corner of your desktop). If you do not see it, click the Expand icon, then select the OneDrive icon in the expanded tray.
Click the Gear icon. Select Settings from the dropdown.
In the left menu, click Sync and backup.
Click Advanced settings.
Click Download all files.
Click Continue.

Detailed guide (with screenshots)

Click the OneDrive icon in your System Tray (bottom right corner of your desktop). If you do not see it, click the Expand icon, then select the OneDrive icon in the expanded tray.
Click the Gear icon. Select Settings from the dropdown.
In the left menu, click Sync and backup.
Click Advanced settings.
Click Download all files.
Click Continue.

Setting up OneDrive to back up your Mac

You can set up OneDrive to automatically back up the following folders on a Mac:

Desktop
Documents

Files you edit or add to these folders will be added to OneDrive, backed up, and available on your other devices even if you lose access to your computer.

OneDrive cannot back up the Pictures folder or the Photos Library on Macs. In general, avoid backing up Apple/iCloud applications such as Notes and Photos to OneDrive or other cloud storage solutions.

Step 1: Install OneDrive

Quick guide

First, check whether OneDrive is installed on your computer:

Open Finder. Go to your Applications folder and look for OneDrive.

If OneDrive is present: You can skip past these installation steps to the next section, "Step 2: Sign into OneDrive."
If OneDrive is not present: Look for Company Portal in the same Applications folder.

If Company Portal is present, open it and install OneDrive:

Double click Company Portal.
Click Sign in.
- If you have signed into Company Portal before: You are automatically signed in.
- If you are not automatically signed in: Follow our instructions, "First time signing into Company Portal for Mac."
Once you are signed in, click Apps.
Click Microsoft OneDrive.
Click Install.

If Company Portal is not present, download OneDrive from Microsoft instead:

Go to https://www.microsoft.com/en-us/microsoft-365/onedrive/download .
Click Download.
If prompted, click Allow.
Open Finder. Go to your Downloads folder and double click OneDrive.pkg.
The installer opens. Follow the prompts to install OneDrive.

Detailed guide (with screenshots)

First, check whether OneDrive is installed on your computer:

Open Finder. Go to your Applications folder and look for OneDrive.

If OneDrive is present: You can skip past these installation steps to the section, "Step 2: Sign into OneDrive."
If OneDrive is not present: Look for Company Portal in the same Applications folder.

If Company Portal is present, open it and install OneDrive:

Double click Company Portal.
Click Sign in.
- If you have signed into Company Portal before: You are automatically signed in.
- If you are not automatically signed in: Follow our instructions, "First time signing into Company Portal for Mac."
Once you are signed in, click Apps.
Click Microsoft OneDrive.
Click Install.

If Company Portal is not present, download OneDrive from Microsoft:

Go to https://www.microsoft.com/en-us/microsoft-365/onedrive/download.
Click Download.
If prompted, click Allow. The installer downloads.
Open Finder. Go to your Downloads folder and double click OneDrive.pkg.
The installer opens. Follow the prompts to install OneDrive.

Step 2: Sign into OneDrive

Quick guide

Open OneDrive.
- To find OneDrive: Open Finder, go to your Applications folder, and double click OneDrive.
Type your @usc.edu email address and click Sign In.
The Shibboleth login page displays. Log in using your USC NetID and passphrase.
The Duo screen displays. Follow the prompt to complete authentication.
If OneDrive prompts you for permission to start syncing, click Next.
Click Next on each prompt. When the "Get the mobile app" prompt displays, click Later.
Click Open OneDrive Folder.

Detailed guide (with screenshots)

Open OneDrive.
- To find OneDrive: Open Finder, go to your Applications folder, and double click OneDrive.
OneDrive opens. Type your @usc.edu email address and click Sign In.
The Shibboleth login page displays. Log in using your USC NetID and passphrase.
The Duo screen displays. Follow the prompt to complete authentication.
Click Next.
Click Next.
If OneDrive prompts you for permission to start syncing, click Next.
Click Next on each prompt. When the "Get the mobile app" prompt displays, click Later.
Click Open OneDrive Folder.

Step 3: Back up important computer folders

OneDrive allows you to automatically back up the Documents and Desktop folders on your Mac.

Quick guide

Click the OneDrive icon in your menu bar (top right on desktop).
Click the Gear icon. Select Preferences from the dropdown.
Click the Backup tab.
Click Manage Backup.
OneDrive prompts you for permission. Click System Preferences / System Settings.
Select OneDrive:
- macOS Ventura and later: The System Settings window opens to Privacy & Security > Full Disk Access. Click the toggle for OneDrive.
- macOS Monterey: The System Preferences window opens to Security & Privacy > Full Disk Access. Select the checkbox for OneDrive.
Use your Touch ID or click Use Password… and type the password you use to log into your computer (may not be the same as your USC NetID passphrase).
Click Quit & Reopen.
Return to OneDrive's Backup tab:
1. Click the OneDrive icon in your menu bar (top right on desktop).
2. Click the Gear icon. Select Preferences from the dropdown.
3. Click the Backup tab.
4. Click Manage Backup.
OneDrive begins scanning the files in your Desktop and Documents folders. Once scanning is complete, OneDrive automatically selects both the Desktop and Documents folders, indicated by a blue checkmark. Click Start Backup.
- To deselect a folder so that OneDrive does not back it up, click the folder.
OneDrive begins backing up your computer folders, and will continue to automatically back them up continuously when your computer is connected to the Internet. You can now close the window.

Detailed guide (with screenshots)

Click the OneDrive icon in your menu bar (top right on desktop).
Click the Gear icon. Select Preferences from the dropdown.
Click the Backup tab.
Click Manage Backup.
OneDrive prompts you for permission. Click System Preferences / System Settings.
Select OneDrive:
- macOS Ventura and later: The System Settings window opens to Privacy & Security > Full Disk Access. Click the toggle for OneDrive.
- macOS Monterey: The System Preferences window opens to Security & Privacy > Full Disk Access. Select the checkbox for OneDrive.
Use your Touch ID or click Use Password… and type the password you use to log into your computer (may not be the same as your USC NetID passphrase).
Click Quit & Reopen.
Return to OneDrive's Backup tab:
1. Click the OneDrive icon in your menu bar (top right on desktop).
2. Click the Gear icon. Select Preferences from the dropdown.
3. Click the Backup tab.
4. Click Manage Backup.
OneDrive begins scanning the files in your Desktop and Documents folders. Once scanning is complete, OneDrive automatically selects both the Desktop and Documents folders, indicated by a blue checkmark. Click Start Backup.
- To deselect a folder so that OneDrive does not back it up, click the folder.
OneDrive begins backing up your computer folders, and will continue to automatically back them up continuously when your computer is connected to the Internet. You can now close the window.

Step 4: Keep files available offline

By default, OneDrive uses a feature called Files On-Demand: files are saved to the cloud (online) and are not downloaded to your computer until you attempt to access them.

To ensure you can access your backed up computer folders without an Internet connection, we strongly recommend turning off this feature:

Quick guide

Click the OneDrive icon in your menu bar (top right on desktop).
Click the Gear icon. Select Preferences from the dropdown.
Click Download all OneDrive files now.
Click OK.

Detailed guide (with screenshots)

Click the OneDrive icon in your menu bar (top right on desktop).
Click the Gear icon. Select Preferences from the dropdown.
Click Download all OneDrive files now.
Click OK.

Accessing your computer backup from another device

If you are away from your computer, you can access your backup from any device using your browser:

Quick guide

Go to https://usc.edu/onedrive.
Type your @usc.edu email address and click Next.
The Shibboleth login page displays. Log in using your USC NetID and passphrase.
The Duo screen displays. Follow the prompt to complete authentication.
The OneDrive homepage displays. Click My files in the left menu. Depending on which computer folders you selected for backup, your files appear in the following folders:
- Desktop
- Documents
- (Windows PC only) Pictures
You can download files from OneDrive to the device that you're using. If you make changes to the files, remember to upload the edited files to OneDrive. Otherwise, you will still see the old version of the file when you return to your computer.

Detailed guide (with screenshots)

Go to https://usc.edu/onedrive.
Type your @usc.edu email address and click Next.
The Shibboleth login page displays. Log in using your USC NetID and passphrase.
The Duo screen displays. Follow the prompt to complete authentication.
The OneDrive homepage displays. Click My files in the left menu. Depending on which computer folders you selected for backup, your files appear in the following folders:
- Desktop
- Documents
- (Windows PC only) Pictures
You can download files from OneDrive to the device that you're using. If you make changes to the files, remember to upload the edited files to OneDrive. Otherwise, you will still see the old version of the file when you return to your computer.