 Welcome to Protected Trust, my name is Steve Goodman, training coordinator at Protected Trust. Joining me for the second time in our live stream is Steve Cornell, support manager, and my best friend. How you doing? How you doing? I'm doing great. Good. That's all true. Today's topic, we are going to be going back to another pillar, I believe it is the third pillar, but don't quote me on it, which is replace your file server. So what preempted, is that a word? Yeah, I don't think I'm using it right, anyway. The reason why, the focus on today's live stream is how to map folders to OneDrive, or mapping folders to OneDrive. And so the reason why we chose this topic is because just last week I had an issue with my laptop where we had to ship it off to Dell to be repaired and that left me hard drive-less. But it was okay, all I had to do was take a new computer and just sign into it and then all of a sudden stuff started sinking to that computer. And so the way we did that is what we're gonna show. Just to let them know, it's not default that way. Just because you have OneDrive doesn't mean that everything that you have is automatic. So there is some configuration that goes along with it and you do have to make some decisions on the types of things that you want to have synced and backed up over the course of however long. But yeah. So this is very similar to a video we did on this discussion where we threw a laptop off the building. That was entertaining. It was very entertaining. I don't know if you've ever seen that video. So if you haven't seen that video, I definitely recommend that you check that out on our YouTube channel. So we'll probably just link it up in this video after the live stream. So right, as you said, just because you have OneDrive, it doesn't mean that everything's being backed up automatically. So we came up with this idea of how to get it. So basically everything is being saved automatically. And so what we did is we came up with the four, probably the four most used file locations. You have your desktop, you have your pictures, you have your videos, and you have your documents. And some people do actually like to include their downloads folder. Which is what we're gonna do today. But yeah. It's not needed by any means, but that's kind of the chunk that everybody uses. If you're saving something outside of those folder's chances are, you probably don't care if it's backed up. So if you don't use this method that we're about to show you, what you would normally have to do is take whatever file you're working on and either drag it into OneDrive or click the upload button to place it into OneDrive or SharePoint. This method. Yeah, right. But this just makes it so if your default saving location and word is your desktop or in probably documents, it will not only be saved to your documents, but it will also automatically be backed up into OneDrive. So let's use the downloads as the example. And so what I'm going to do is I already have it highlighted here. I'm going to right click on downloads. And I'm going to go to the properties file. Or I'm going to call it a file. Properties. Option menu? Sure, sure. Let me pause you for just a second there. There is something, because we do this so much for our clients when we onboard them, when we set that up, we have noticed that if you're using Windows 10 Pro or Enterprise, Windows 10 kind of changed the way that these things operate when it comes to if you're using the shortcut. So you have to make sure that you're not using the shortcut to your desktop folder or else the location and option won't be there. So we've come across that before where one of the guys out there was mapping this and they're like, there's no locations option anymore. And what we ended up having to do was go to see users, the username, and then the desktop folder and that root desktop folder is what contained the location. So under quick access here, which is where I am, if I do it this way, it won't work. Well, the quick access should be fine. There was a couple instances on Windows 7 and a couple instances on Windows 10 where we found the location not to be there. And I think it was because the user had created a shortcut folder to their desktop somewhere. Oh, I see. And then that showed up under quick access. I got you. So, but just note that if the location option doesn't show up under properties for whatever folder you're wanting to map, it's probably because you're using a shortcut and you just need to go directly to the folder. So can I just go to this PC and downloads? Yes, you should be able to do that work, okay. So under this PC, I'm right clicking the downloads folder, going to properties and clicking location. And then I'm going to select move and I'm going to open OneDrive. And while I'm inside OneDrive, this is I think where it gets kind of tricky for some people is you have to create a new folder in here. Right. And then you have to name that folder, the folder that you're moving. Yeah, so what we've done in the past because we do all of these folders at the same time when we do these for our clients, we like to go into their OneDrive first and just create a desktop documents, a videos and a pictures folder ahead of time. And then when we come over here, we just map those folders real quick and we have somewhere to go instead of doing it one at a time. Now, if you've already set all these things up and there's a new folder that you want to do, then yeah, absolutely. The way that you're doing it is perfect for a one off. But if you're preparing to do multiple folders, you might as well go into OneDrive first, create them to match the same name and they honestly don't have to match the same name. It's just really convenient when you're naming them. I mean, desktop. Right, so if you name your documents in OneDrive something other than documents, you have to remember what the name of that folder is. Right, it's way easier just to name them the same thing. All right, so I'm going to continue by highlighting downloads and clicking select folder. Yeah, now you can click apply and it's gonna give you a message that basically tells you, all right, are you sure you want to move everything from here to here? And that's technically what it's doing. So it's going to move everything from the folder that you're selecting and it's going to make a copy of it inside of OneDrive and that's gonna be its main source. So what you're seeing is those documents are moving into OneDrive and then creating sort of a sync relationship with a temporary instance of the file on your hard drive. And depending on if you're using the files on demand feature that OneDrive came out with with the new Fall Creators update, you have the ability to have them completely in OneDrive and free of your hard drive space. Right, so thank you for bringing that up because I definitely want to touch upon that. So I'm gonna click yes. Yep. All right, and now I click, well once it finishes downloading everything. So that Fall Creators option is something that you want to do before you want to have that option checked before you do this. Chances are if you're on a Windows 10 machine and you haven't done the Fall Creators update yet, then I mean, maybe you don't have updates turned on at this point, but most people should have that already. Right, so to turn on your files on demand setting, you would click on your OneDrive cloud icon in your taskbar here and go to settings and settings once more. And so I already have it enabled. So I don't need to make any changes. So basically everything's gonna be freed up. And then you do, there's different icons, right? Like if you have, you now get a different array of icons when you turn on files on demand, right? It tells you if something's here, but not there and there and not here or something. Yeah, since I haven't, oh, let me go into my OneDrive and show things. All right, so the cloud icon means that it looks like your file is on your computer, but it's just basically an image saying that here's a placeholder of where your file is, right? So if you wanted to download that file or have access to the file, you simply double click on it and you'll see that it will download it first to your computer and then it will open it. Oh, okay. Right. Well, don't act like you don't know what I'm talking about. Well, I mean, you know. So then you'll get this green circle, I don't know how to describe it, a checkbox inside of a white circle surrounded by then a green circle. And then that means that the file is temporarily on your computer. But if you wanted there permanently, you would right click on it and select always keep on this device. And then that changes that white circle into a solid circle. And so that way the computer knows that if you haven't touched the file and for whatever long, it won't automatically just free up space. It will just always keep that on your computer. So you don't have to worry about re-downloading it, especially if it's a large file. So in my case, we do a lot of video work here. And the issue was that I would constantly be getting hit with this file is 15 gigs. So you can upload it. So there is a file size limit that you can ingest into OneDrive. Is there a folder size limit? Or is it strictly by file? I think it's also folder, I think it's just a limit, size limit in general. Per upload or something along those lines. Per upload, right. I mean, you have a terabyte of storage per person in your organization. So I don't know if that's a feature that they're gonna maybe look into. So if you were to go into OneDrive and try to upload one of those files, you get that error message in the web interface or clicking and dragging. So right, so because I primarily use OneDrive on my desktop, I get that error message in the taskbar where the cloud icon is. Because you're automatically, you're trying to save something to a mapped folder in OneDrive. Right, so it's automatically, yeah. Hey, this, this positive thing. Well, it'll reach, it'll try. And then once it reaches that limit, it'll X out and say, we got a problem with this folder, it's way too big. It's too bad. So that's one of those gotchas. But I don't think many people are dealing with 15 gig. Yeah, I mean, these are video files I'm dealing with. The only thing that I can think of in any of our clients or, you know, people that use OneDrive, for instance, is architectural drawings or, you know, giant files. But even then, 15 gigs, it's huge or something like that. Right, and that was, those video files were done in like the highest quality, and so they were just maximized to the possible, as big as they could possibly get. And they were also like 30 minutes long. So now at this point that you have that folder mapped, if you were to open up Word or Excel or anything like that and you go to save a file to that location and name it, you say that you're saving it to your desktop because that's what you're used to or your documents folder and that's what you've always done. But what's happening is in the background that file is being saved to a location and then uploaded into its equivalent folder in OneDrive. And like you experienced earlier, your computer has to get shipped off and your hard drive's in it and it's like, what do you do with all the things you've saved in your documents folder? Well, now you can sit down at anyone's computer, a loaner computer or anything, sign into OneDrive online and all those files are there. Right. And you could give- And not just Word. So like the reason why this was so important for me for this to really happen to me is because I'm actively working on video projects all the time. So they may not be, it's not just one gets done at one time. So multiple ones are being done all at the same time. So when my computer had this problem and had me shut down, the only thing I had to do on the new computer was download the editing software I was using and I was, all those files were automatically already being saved. You see, now that's also a good reason to map your downloads folder in that case. Right. Yeah, your downloads folder. That's the one thing I didn't do so I had to go back and get all those. Your downloads folder could have had that install for you. That's great, that's interesting. Yeah, I mean, when we also, my laptop actually had- Caught fire. Some smoking issues at some point and I had to send that back. I took the hard drive out of it before I sent it back but just because I didn't want to lose anything that was on it, this was pre files on demand, one drive mapping that we were doing before so I really didn't want to lose all those things so I kind of had to take everything apart to get to the hard drive so that they wouldn't wipe anything on it. And now it's like, take it. I mean, in my particular instance, there's nothing stored locally on the hard drive at all that I care about. It's all in the cloud. I can pull it up from my phone, I can pull it up from your computer, anyone's computer. But the good thing about it is, is what we've had with our clients as well that we've done the mapping for is we'd get a phone call or a ticket from them that just says, hey, our computer died and we got a new one and we need help setting it up. And it's like, great, so we remote in. We have them sign into the portal with their email address, portal.office. We download their office product that they have with us because they have the extra license to get the office products. Once everything's downloaded, one drive pops open and we just basically say, okay, hey, they say, where do you want to save all these things to? And we just select all and hit choose the default because you've done this before and then you just start seeing mass amounts of files start showing up on desktops and downloads and everything that they've saved on that other computer dumps down in minutes. Right. And they're literally back where they were a day ago. So if they were using a computer that didn't have as many gigs on it, for a hard drive space, once you activate files on demand, it's okay because those files, it just looks like they're being downloaded. Absolutely, yeah, they're essentially just ghosts. You click on it and it downloads it really fast. The file you need at that time. So you can really run off of, I don't know how small but they have some really small ones. But I mean, for tablets and things like that, it even comes in handy because the OneDrive app. So you can open up the OneDrive app on a tablet and get it from whatever app store that you're a part of. And you have all your files and everything's online. Excel's online, Word's online, PowerPoint's online, Outlook, all those things, you don't have to really install anything anymore. That's very true. I mean, you can do a lot of stuff mobile these days with all of the Office 365 products. Exactly, so when I'm out on a client side and I wanna show them something I've been working on, I don't have to take my entire laptop with them. And as long as I have my phone and it has OneDrive installed on it and you connect it to my profile, I could just go to, if it's saved on my desktop, I can go to the desktop folder, click on the video and it'll start playing from my phone. So you don't need a computer, just anything that connects to your OneDrive file. Right, absolutely. Folder, I should say. It's really convenient. Yeah, I'm definitely a fan of it, especially after that. It's become a really big hit with our clients, definitely. Yeah. People like it. Well, Steve, you've done it again. Well, hey, I hope I get another invite. Hey, for you, the table is always open. Absolutely. The door is always open. I'm sure one of those expressions. The table should always be here. The table is always open. Well, thank you all for joining us for this Thursday livestream. 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