Overview:


This guide will walk you through how to move files, but not applications or software, from your desktop/ background on your computer to OneDrive. We will then create shortcuts back to the files on the Desktop/ background so that we can have easy access while keeping your files safe and backed up. If you have not done so already, setup OneDrive using the tutorial here: Getting Started: OneDrive Setup


Moving Desktop Files to OneDrive

This will allow you to synchronize files with your OneDrive in the cloud and locally on your computer.


  1. Click on the START  button and type "OneDrive" when the menu comes up.
  2. At the START menu type "OneDrive" on the keyboard, this will search for the application. Once you see  click on the application.
  3. A new Windows Explorer window will open, with your OneDrive files and folders showing.
  4. In the new window right mouse click and click on NEW > FOLDER
  5. Name the new folder "Desktop"
  6. Move all of the files (PDF, XLSX, DOCX, XLS, DOC, txt, etc) to the new folder "Desktop" in your OneDrive
  7. Once all of the files have been moved Right Click on each one that you want to access from your Desktop/ background right click and choose SEND TO > DESKTOP (Create shortcut)
  8. A shortcut to each of the documents will be created on your Desktop/ background for easy access while all changes will be saved in OneDrive for backups and mobile access.

OneDrive Quick Tips & Troubleshooting

Quick Tips:

  • Only files stored in the OneDrive folder(s) will be copied to the cloud
  • No client files or data is to be stored in OneDrive as it is against Firm policy
  • Files with "#" or "%" in the name will not sync to the cloud and will show a RED X
  • No CaseWare files can be saved here or the files will become corrupt
  • Files will only be copied to the OneDrive online system if you are connected to the internet or on next internet connection
  • Files deleted on the computer will be deleted from the OneDrive Cloud and can not be recovered


What do all the symbols mean?:

One or more files or folders could not be uploaded to the cloud

The OneDrive folder on this computer and the one in the cloud both match


  • The top folder "BAD" with the red x mark is unable to be synced/ copied to the Microsoft OneDrive cloud and will not be available on other devices or computers
  • The "GOOD" folder with the green check mark is fully in sync and has been copied to the Microsoft OneDrive cloud. You can see all of the files from other devices or computers that are signed into your account.
  • The "SYNCING" folder with the double blue circular arrows is still uploading/downloading to/from the Microsoft OneDrive cloud and not all files are available until this task completes
I have a RED X Mark on my folder or OneDrive icon. What's wrong and how do I fix it?

Look for files or folders with "%" or "#" in the name. These two characters are not allowed to be uploaded/ synced to the Microsoft OneDrive cloud and so files or folders with those characters win them will be marked with a RED X mark. Also, files with names longer than 200 characters will also be blocked.

More assistance from Microsoft on OneDrive Sync Issues

If you have any questions, suggestions, or continue to have problems please contact the Smith & Howard Technical Systems group via email at [email protected], via the web at https://smith-howard.freshservice.com/support/tickets/new or for urgent matters by phone at 404.879.3434/ x3434