Getting Started with Microsoft OneDrive

Both OneDrive and Box use state-of-the-art technology and industry best practices for data encryption during transit to and from the cloud, as well as while stored within each app. However, some types of data should not be stored on OneDrive and Box at all; refer to information specific to permissible data by type. For this reason, we recommend you use only the web interface (http://portal.office.com or http://pitt.box.com) or official apps to transfer data securely. If you use an app for Box or OneDrive that has been developed by a third party, you should take steps to ensure that the app transfers data using a secure method.

OneDrive and Box provide robust security for the data you store. However, due to federal ,state, and local laws and university policies and standards, please consult the University’s data classification and compliance site to determine the appropriate storage locations for different data types.

To and From OneDrive

If you are working from a PC or laptop, then you can use the Upload and Download links to move files to and from your computer. The Add new button appears at the top of the OneDrive webpage that displays your cloud file directory and allows you to upload files, upload or create new folders, and create new Office files. In order to download a file that is on the shared drive, click once on the file name, Then right click to bring up a secondary menu. For macOS clients, this may require you to hold down the Command key first if you only have one button on your mouse. Select the Download option that should appear.

If you will be moving files to and from OneDrive and have admin rights on your system, consider downloading and installing the OneDrive for Business application. This application will create a local copy of your OneDrive cloud folder and then sync the files with the cloud when the system is connected to the network. You can work directly with these local copies of the files and the OneDrive for Business application will make sure that they are stored on the cloud. Macintosh and Windows versions of the OneDrive for Business application are available for download at https://www.microsoft.com/en-us/microsoft-365/onedrive/download.

To and From Shared Folders, SharePoint or Teams Sites

To move data across different sites, you must have Editor or Member permissions to the data in question.  Data can be moved using the OneDrive web interface or the desktop app.  Please note that moving data will remove any sharing permissions currently applied to the data, and depending on the new location, new sharing permissions may be added or inherited.

Web interface

1. Log into OneDrive using your Pitt Passport credentials.
2. Find the data that needs to be moved.
3. Right-click the data and select Move to to open a popup window that shows the different locations you have access to.
4. Use the navigation menu on the left to select the location.  If you do not see the location that you have access to, you may need to click More places...
5. Select Move here to initiate the transfer.  Large data may take some time to transfer, and it is not recommended to close the browser window while the transfer is taking place.

OneDrive application

1. It is recommended to use the Add shortcut feature for easier access to shared locations.
2. Click and drag the data you want to move to the appropriate location.
3. Allow the OneDrive application to complete the data transfer.  Large data may take some time to transfer, and it is not recommended to shutoff your device or allow it to enter sleep mode.

Enterprise Data Transfer (Globus)

The Enterprise Data Transfer service (powered by Globus) allows for multiple to connections to different cloud services such as OneDrive and SharePoint and can be used to transfer data between these services.  This includes data from other institutions.  Details and instructions can be found here.

Between Cloud Services (Box and OneDrive)

The easiest way to move files between the cloud services is to use a PC or laptop that has both the Box Sync and OneDrive for Business applications installed. Open both from the system tray to create windows for both. From the windows you can move files using cut/copy and paste. If you are on a system where both utilities are not available, you will have to open up the web interfaces for both OneDrive and Box and use the upload/download functions using the PC's drive as an intermediary.

Moving files back and forth from a mobile/tablet platform is possible. It requires that both mobile app versions of Box Sync and OneDrive for Business are installed and running and configured to save files locally, in a location that both apps can access. In a case like this, it may be more efficient to use a PC system instead. Student Computing Lab PCs are accessible to anyone with a Pitt student, faculty, or staff account and have both apps installed.

Using FTP (Box)

The following is a summary of the steps to establish a secure connection to Pitt Box using an FTP client.

These instructions use FileZilla software as an example. All FTP clients will use the same server and port configurations.

Step One - Set up an External Box Password for Your Pitt Box Account

Single sign-on (SSO) using Pitt Passport is not supported, so you will not be able to log in to the FTP client with Active Directory or LDAP credentials.

Before using FTP with Box, you need to set up an external Box password for your Pitt Box Account. Take the following steps:

1. Log in to Box via myPitt (my.pitt.edu) using your University Computing account username and password.
2. Click your initials in the top right corner, then choose Account Settings.
3. On the Account tab, scroll down to the ‘Authentication’ section. Click Change Password.
4. Type the new password twice, then click Save.

Step Two - Download An FTP Client

Any FTP client can connect to Box's FTP server. The Box Team suggests using the FileZilla client>.

Note: There is no need to try to use the Pitt Box App link (via myPitt > Box > Your Name in the top right > Apps) to download ‘Box FTP Server’ because it says “Install the FTP client of your choice.”

Step Three - Configure Your FTP Client to Use Box

To establish a secure connection to Box with your FTP client use the following settings:

• File protocol: FTP
• Host name: ftp.box.com
• Encryption: TLS/SSL implicit encryption
• Port number: Port 990 is for secure SSL connection.
• User name: Your University of Pittsburgh Computing Account Username
• Password: the External Password that you created via Box to use with your FTP client.

Here is what the FileZilla Quickconnect window looks like:


Note: You can make a one-time connection to FileZilla.

Here is what the FileZilla window with a saved connection looks like:


Note: Most settings are saved. You will have to provide your password before you can connect

Recommendations & Tips

• FTP is a great option if you need to do a one-time migration of data into Box. 
• Box does not recommend using FTP as a two-way sync mechanism. You should use the Box Sync feature to sync files. Use the following method>.
• Box recommends that no more than 150,000 files or 250GB of total data should be included in each FTP batch.
• Based on Pitt IT's Customer and Application Support experience, sending smaller batches of files (approximately 50 GB) overnight provides an effective way for file transfers to be completed.

General

• Quick Start Guide: OneDrive for Business Essentials>
• Should I save my documents to OneDrive for Business or a team site?>
• OneDrive Videos>

   

Add and Manage Files

• Managing your files>
• Manage document versions>
• Manage your storage space>
• Revert your account to a previous state>

Share and Collaborate

• Sharing files with others>
• Work with others on the same document, at the same time>
• Organize and find documents>
• Follow documents to track them>
• Store and share documents>
• Allow others to only upload files to folders using the File Request feature>

Sync

• Sync OneDrive for Business or site libraries to your computer>
• Troubleshooting guide for common sync issues>

Mobile Devices

• iPhone or iPad>
• Android phones and tablets>
• Windows Phone>

Get Started

• Supported Browsers and Operating Systems
• Log in

Support

• https://support.box.com

Useful Apps Developed by Box

• Box Edit
  Edit content directly on Box using native applications installed on your computer
• Box for Office
  Edit and share Microsoft Office without leaving your Office programs
• Box FTP (see the "Moving Files" section on this page)
  • Establish a secure connection to Box via FTP for batch file transfers
• View all official Box apps