How to migrate local user data to OneDrive for Business

Summary

This guide helps you troubleshoot and resolve: How to migrate local user data to OneDrive for Business. Follow the steps below to fix the issue.

Common Causes

Migrating your local user data to OneDrive for Business ensures that your critical business files are synchronised to the cloud, protected against hardware failure, and accessible from any device. By using the "Folder Backup" feature, you can automatically redirect your primary Windows user folders to your secure Microsoft 365 storage.

Quick Setup Steps

If you are already signed into OneDrive, you can enable backup in under a minute:

1. Right-click the OneDrive (cloud) icon in your system tray (bottom right of the taskbar).
2. Select Settings (the gear icon).
3. Navigate to the Sync and backup tab.
4. Click Manage backup.
5. Toggle the switches for Documents, Pictures, and Desktop to 'On'.
6. Click Start backup.

Detailed Migration Instructions

Step 1: Prepare Your Local Files

Before starting the migration, it is important to ensure your local data is organised to avoid sync errors.

• Remove any duplicate files or outdated temporary folders.
• Ensure you have a stable internet connection, as the initial upload may take several hours depending on your data volume.
• Check your available OneDrive storage quota via the Account tab in settings to ensure you have enough space for your local data.

Step 2: Configuring OneDrive Folder Backup

Microsoft uses a feature called "Known Folder Move" to redirect your local paths to the cloud.

1. Click the Start menu and type OneDrive to open the application if it isn't already running.
2. Sign in using your business email address and password provided by your organisation.
3. Once signed in, click the OneDrive cloud icon in the taskbar notification area.
4. Select the Settings gear icon and then click Settings again from the menu.
5. In the left-hand sidebar, select Sync and backup.
6. Click the Manage backup button. A window will appear listing the folders available for backup.
7. Select the checkboxes for:
   • Desktop: Syncs everything saved on your main screen.
   • Documents: Syncs all files in your user documents folder.
   • Pictures: Syncs all images and photos.
8. Click Start backup and wait for the confirmation message stating that your folders are now being backed up.

Step 3: Verifying the Migration

To ensure your files have successfully migrated to the cloud:

1. Open File Explorer.
2. Look for the OneDrive - [Organisation Name] folder in the left-hand navigation pane.
3. Check the status icons next to your files:
   • Blue cloud icon: The file is online-only (saves disk space).
   • Green tick: The file is stored both locally and in the cloud.
   • Circular arrows: The file is currently synchronising.

Troubleshooting Common Issues

Sync Errors or "File Too Large"

OneDrive has specific limitations regarding file names and sizes. If files are not syncing:

• Ensure no file names contain prohibited characters: " * : < > ? / \ |.
• Check that no individual file exceeds the maximum size limit (currently 250GB).
• Ensure the file is not open in another application while the initial sync is occurring.

OneDrive is not showing in the System Tray

If the cloud icon is missing, the application may not be running:

1. Press Ctrl + Shift + Esc to open Task Manager.
2. Check the Processes tab for Microsoft OneDrive.
3. If it is not running, press the Windows Key, type OneDrive, and press Enter.

Additional Storage Options

While OneDrive is ideal for business documents and active projects, it may not be the best place for massive archives of high-resolution media. For very large photo libraries, you may wish to backup photos to an external drive to keep your cloud storage lean and efficient.

If you encounter persistent sync errors or require assistance with a large-scale data migration, please Open a Ticket.

Still Having Issues?