Export Data out of OneDrive

Owned by Dan Jakubiak
Last updated: Oct 23, 2024
5 min read

Users can download all of their data out of OneDrive and store it on their computer.

Ensure that you have enough storage available on your computer to hold this data. You may also export your data onto an external hard drive.

Your OneDrive data is deleted forever once you transition to an “inactive” status at the University, e.g. you are no longer a student or cease employment. You will receive a 60 day warning of deactivation.

Connect your computer to OneDrive

In order to download your files, you must use the OneDrive App.

Scenario 1) I wish to download the data to my computer

Scenario 2) I wish to download the data to an external storage drive

In both scenarios, you need the OneDrive app installed on your computer. In Scenario 2, if you already have OneDrive installed, you will need to unlink the app and reinstall it with certain settings. Please expand the instructions below to properly prepare your OneDrive app to use an external storage drive.

Firstly, you must unlink the OneDrive App if it’s currently installed on your computer. Doing so removes your personal OneDrive information from your computer. This is different than signing out of the app.

  1. Open the OneDrive menu.

    1. In Windows, click on the cloud icon in the taskbar.

      image-20241004-152242.png

    2. In macOS, click on the cloud icon in the top menu bar

  2. Click on the settings wheel and then click on Settings.

  3. In the Account tab, click on Unlink this PC.
    The unlinking process may take upwards of 15minutes as the app removes traces of your account from your computer. This is necessary because you wish to move the OneDrive directory.

  4. When the unlinking process is finished, a window will appear asking your to sign in. Sign in.

  5. In the Your OneDrive folder step, you must click on Change location.

    1. In the popup window, choose your external storage drive at the location. Click Select Folder when you’re at the appropriate location.

    2. If you receive a “A OneDrive folder already exists on this PC” message, be sure to use your new location.

    3. When asked if you wish to “Back up folders on this PC”, you may skip this step since you are looking to export your data from OneDrive.

  6. Continue through the installation normally.

  7. Follow the steps below in this guide.

  8. Once you have finished this guide, you may simply eject and unplug your drive.

  9. Test the drive on another computer before your OneDrive account is deleted by automated processes at the university.

Reach out to techsupport@uconn.edu if you have trouble with these external drive steps.

Create local copies of your files

Faculty and staff need to consider the regulations and policies that may apply to data when making data transfer decisions. Bulk transfer of data for which the university has responsibility under policy, law, regulation, or contractual obligation must be handled appropriately. Examples include, FERPA data, research data, business operations data, financial aid data, and personally identifiable data.

Faculty and staff should consult with their department head or supervisor regarding any data they wish to take with them upon separation.

Now that your OneDrive is connected to your computer,

  1. Open up File Explorer, or “Finder” in macOS, and navigate to your OneDrive folder.

  2. There should be a shortcut to your OneDrive in the left hand menu.

    image-20240425-192859.png

  3. On your keyboard, press Ctrl + A (or Command + A on macOS) to select all of your OneDrive items.
    Alternatively, you can select the first item in the list, hold the Shift key, and then select the last item to select all of the items.

  4. If you have any shortcuts to SharePoint sites, deselect them at this time.

    1. While holding Ctrl on your keyboard, click on Shortcuts to deselect them.

    2. Alternatively, if available, you can uncheck the boxes next to these items to deselect them.

    3. These items are marked with a chain link icon to remind you that they are simply links to another location.

  5. Right click on any of the highlighted files and choose Always keep on this device.

  6. OneDrive will now start to download all selected files and folders onto your computer.
    If your computer goes to sleep or is shutdown, this download task will resume once your computer is running again.

  7. Click on the OneDrive cloud icon to view the progress of your download.

    1. In Windows, find the blue OneDrive icon near your system clock.

    2. In macOS, the cloud icon will be in your top menu toolbar.

    3. When a folder/file is done downloading, it will have a solid green checkmark instead of a cloud icon or a hollow checkmark.

  8. Once the files have finished downloading, disconnect OneDrive.

    1. Again, click on the cloud icon and then click on the Settings gear. Click on the Account tab and then Unlink this PC. Be sure to click on “Unlink” and not “Quit OneDrive”. Simply quitting the app may result in data loss when the app is opened again.

    2. This will disconnect your computer from the cloud. Now, changes made to your account (such as new files created, or account deletion) will not affect your computer.

    3. Note: the sign out process may take upwards of 15 minutes as the app cleans up your OneDrive folder, removing all files that have not had the “Always keep on this device” label applied and files that have not been opened in the last 30 days. The time needed to sign out is heavily dependent on the number of files in your account.

    4. Wait for the sign out process to finish. When it does finish, you will receive a popup window asking you to sign in to OneDrive. Do not sign in.

  9. You may now move the files to another location on your computer or upload them into a cloud storage service.

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