Public documentation

Public documentation of the service

Migrating from SWITCHdrive to OneDrive

SWITCHdrive will no longer be available at UNIL after June 30, 2024. This documentation aims to guide you step-by-step in migrating your data to OneDrive. If you desire more information on the reasons for discontinuation of this service, you can refer to this article (in french) on the Ci blog.

SWITCHdrive will no longer be available at UNIL. A large number of institutions continue to use it.

1. Identify Shared Folders

First and foremost, you need to identify which folders are shared with you and which folders you have shared with others. To do this, visit the SWITCHdrive web page. On the left column, you should see these two menus:

PartageSWITCHdrive.png

Take note of the folders shared with you and those you share with others; this will be important for the subsequent steps.

2. Install OneDrive

If OneDrive is not yet installed on your computer, you can install it by following the instructions available on this page.

3. Transfer Your Data

3.1 macOS

If you are not using the SWITCHdrive desktop application but only the website, you can follow the recommendations on this page to download your data before importing it into OneDrive.

  1. Open your SWITCHdrive synchronization folder
    1. Click on the SWITCHdrive icon in the top bar and select Open the local 'SWITCHdrive' folder (or the chosen folder name).
      dossierLocalSWITCHdriveMac.png

  2. Open your OneDrive synchronization folder
    1. Click on the cloud-shaped OneDrive icon in the top bar and select Open Folder.

      Capture d’écran 2023-06-21 à 12.06.04.png

  3. Move the folders and files to synchronize from your SWITCHdrive sharing folder to your OneDrive folder. If you have a substantial amount of data on SWITCHdrive, consider transferring folders one by one; this may take time and could be problematic if the process is interrupted.

    Transfer only the folders you have shared with others; you can recreate the shares by following the instructions on this page.
    Keep a copy of the folders shared with you on your computer, and inform those who share them to recreate these shares via OneDrive if possible.

  4. Once the folders are moved, synchronization starts automatically.

3.1.2 Filename Issues

OneDrive on macOS prohibits the use of the following characters (« * : < > ? / \ |) in file and folder names. Therefore, we recommend using our renaming tool:

Download the renaming tool

Those who have already moved their folders to OneDrive can use this assistant to correct character issues in their OneDrive folder.

Example of synchronization issues

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3.2 Windows

If you are not using the SWITCHdrive desktop application but only the website, you can follow the recommendations on this page to download your data before importing it into OneDrive.

  1. Open your SWITCHdrive synchronization folder
    1. Right-click on the SWITCHdrive icon and select Open the local 'SWITCHdrive' folder (or the chosen folder name)
      image-1635327983314.png

      image-1635328058509.png


  2. Open your OneDrive synchronization folder

    1. Right-click on the OneDrive icon and select Open your OneDrive folder - University of Lausanne
      image-1635328249512.png
      image-1635328258617.png

    2. Move the folders and files to synchronize from your SWITCHdrive sharing folder to your OneDrive folder. If you have a substantial amount of data on SWITCHdrive, consider transferring folders one by one; this may take time and could be problematic if the process is interrupted.

      Transfer only the folders you have shared with others; you can recreate the shares by following the instructions on this page.
      Keep a copy of the folders shared with you on your computer, and inform those who share them to recreate these shares via OneDrive if possible. 

    3. Once the folders are moved, synchronization starts automatically.

4. Project Folder and Voucher

If you need a service similar to project folders or seek to collaborate with external parties on OneDrive, we recommend using a Teams workspace. In addition to having more storage, you will have a practical collaborative workspace seamlessly integrated with OneDrive. Comprehensive documentation is available here: Manage a Team (in french).

If you encounter any issues setting up a Teams workspace, feel free to contact the help desk.

For more information on the comparison between SWITCHdrive and OneDrive regarding security, data protection, and research data cases, please consult this page.

Data Protection

Data Security


 SWITCHdrive
 OneDrive
Storage Location
 Switzerland
 Switzerland
Encryption
 ❌ ✅
Dedicated Instance data storage
 ❌ ✅
Data replication across multiple sites
 ❌ ✅
Long-Term Storage (research, archives, etc.)
 ❌ ❌

Conditions of Use

The conditions of use are currently being modified, and one should expect this section to evolve soon.

The conditions of use for OneDrive are the same as those for SWITCHdrive. For more information on the terms of use for Office products, refer to this page: Conditions of Use.


 SWITCHdrive
 OneDrive
Public Data

✅

 ✅
Internal Data
 ✅ ✅
Inter-Service Data
 ✅ ✅
Confidential Data
 ✅ ✅
Sensitive Data
 ❌ ❌

Public (public data, article, webpage, etc.)
Internal (reserved for internal university use, not available on public websites)
Inter-Service (same as above, reserved for a specific department or faculty)
Confidential (document from management, HR, Finance, etc.)

Research Data

Research data stored on OneDrive/Teams for collaborative work must be subsequently moved to institutional resources. It must then be deleted from OneDrive/Teams.

UNIL recommends the use of institutional resources provided by the Division of Computing and Research Support (DCSR) for long-term storage of research data (see Article 8 of Directive 4.5 (in french)).

Server Storage

DCSR provides storage for each Principal Investigator (PI) in research projects. The service is free for storage up to 1 TB per PI.

Research Resource Request

Data transfer

DCSR also offers a service if you need to send data to external collaborators.

File Transfer

Help and Information

If you need assistance or additional information, you can contact the support personnel within your faculty:

For more information on research data storage, you can visit this page.

FAQ - Migrating from SWITCHdrive to OneDrive

Page under construction

Why is UNIL abandoning SWITCHdrive in favor of OneDrive?

The university already has a contract with Microsoft, allowing the UNIL community to use Teams, Microsoft 365 suite, and Outlook. This contract also grants the right to use OneDrive. In addition to offering the same features as SWITCHdrive, OneDrive facilitates easier collaboration when using Microsoft tools like Word or Teams.

The use of SWITCHdrive is also declining. The trend of the last 12 months indicates a -10% usage, while at the same time there is a 25% increase in OneDrive users. Ultimately, having two data synchronization services can create collaboration difficulties within the UNIL community.

Isn't Microsoft a company based in the United States? I thought UNIL-related data had to stay in Switzerland.

While Microsoft is indeed a U.S. company, the data you deposit on OneDrive at UNIL is stored on servers based in Switzerland (one in Geneva and another in Zurich for redundancy). This data is also encrypted and backed up, which is not the case with SWITCHdrive. For more information, you can find a comparison of OneDrive/SWITCHdrive in terms of data usage below.

  SWITCHdrive OneDrive
User Capacity 100 GB 1 TB
Collaborative Capacity Projects folders (on request, 100 GB – 1 TB) 1 TB per Teams team (independently)
Storage Location Switzerland Switzerland
Cloud Computing Yes Yes
Encryption No With a UNIL key
Backup No Yes
Long-Term Storage (research, archives...) No No

Can Microsoft access my data?

Microsoft has a master key that can decrypt the data. However, the contract UNIL has with them expressly states that any human access to UNIL data must be logged in an access journal, and this access must be requested through the Swiss legal system.

I have a SWITCHdrive folder shared with people outside UNIL; what will happen?

As of June 30, 2024, you will no longer be able to use SWITCHdrive. That's why we recommend identifying shared folders in our migration documentation.

If you are the administrator of a shared folder, you will need to migrate it to OneDrive or another data storage solution and reassign access rights to your external colleagues (see the procedure below).

Folders shared by colleagues external to UNIL (e.g., colleagues from the University of Geneva) will no longer be accessible by you. Therefore, the sharing must be recreated by one of these colleagues via a public link.

I am unsure about the nature of my research data (sensitive or not) and the service to use for storage; who can I contact for information?

Regarding research data in particular, you can get more information by contacting the Research Data Specialist (Data Steward) or the research engineer in your faculty.

Installation

Windows 10 and 11

Installation:

On Windows 10 and Windows 11, OneDrive is usually installed by default. If you can't find it, you can download the application here: https://www.microsoft.com/en-us/microsoft-365/onedrive/download.

Configuration:

  1. Launch the application by clicking on the icon in your taskbar
    image-1620129804087.png

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  2. Click on the Sign In button

    image-1620129875730.png

  3. Enter your @unil.ch email address.
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  4. On the page that opens, enter your UNIL credentials (email address @unil.ch and UNIL password).

    image-1620131791738.png

  5. If asked to choose the account type, select Work or school.

    image-1620132694735.png

  6. By default, OneDrive syncs a OneDrive-Université de Lausanne folder in your user folder. You can modify it if you wish. Never sync an entire user folder or a folder from another synchronization application (SWITCHdrive, Dropbox, etc.).
    image-1620133199607.png

  7. By default, the folders Desktop, Documents, and Pictures are synced to OneDrive. You can deselect a folder if you do not want it to be added to OneDrive. Then click Continue.

    image-1620133232885.png

  8. Several explanation screens will appear. Skip them by clicking Next.

  9. The final screen allows you to open your synchronization folder and start depositing files. If you chose to sync the Desktop, Documents, and/or Pictures folders, the data loading will start immediately.

    image-1620133474520.png

  10. You can check that your account is configured correctly if the OneDrive icon in the taskbar turns blue.

    image-1620133529265.png

macOS

Method 1: App Store

OneDrive can be installed from the Apple App Store: https://apps.apple.com/ch/app/onedrive/id823766827?l=fr&mt=12

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Method 2: Download

  1. Download the installation file here: OneDrive macOS
  2. Double-click on the installation file.
  3. Click Next

    image-1635250620571.12.56.png

  4. Click Install

    image-1635250653160.13.13.png

  5. Enter your computer password and click Install Software

    image-1635250691996.13.45.png

  6. Once the installation is complete, click Close
    image-1635250753559.14.07.png
  7. Launch the application from the Applications folder.

Configuration

  1. Enter your UNIL email address

    image-1620655662718.png

  2. If asked, choose Work or school

    image-1620655754073.png

  3. You will then be redirected to the UNIL login page. Enter your UNIL password and click Sign In.

    image-1620655794964.png

  4. By default, OneDrive syncs a OneDrive folder in your user folder. You can modify it if you wish. Never sync an entire user folder or a folder from another synchronization application (SWITCHdrive, Dropbox, etc.).

    image-1620655840911.png


    image-1620655855190.png

  5. Several explanation screens will appear. Skip them by clicking Next
  6. The final screen allows you to open your synchronization folder and start depositing files. If you chose to sync the Desktop, Documents, and/or Pictures folders, the data loading will start immediately.

image-1620656053940.png

Linux

There is no official OneDrive client for Linux. It is recommended to use the OneDrive web interface.

You can use an unofficial command-line client for synchronization. For more information, read this https://askubuntu.com/questions/804301/how-to-sync-onedrive-business-office-365-on-linux, and the link to the project can be found here https://github.com/abraunegg/onedrive/blob/master/docs/INSTALL.md

Some Linux distributions seem to offer OneDrive through their package manager, but this version is often not up-to-date. It is advisable to follow the instructions in the GitHub repository below!

Ubuntu 20.04

The simplest solution seems to be Insync, but it is a paid service!

Add the OneDrive repository to your APT sources:

sudo vim /etc/apt/sources.list

Add the following line at the end of the file:

deb https://download.opensuse.org/repositories/home:/npreining:/debian-ubuntu-onedrive/xUbuntu_20.04/ ./

Close Vim (if you don't know how to close Vim, switch to macOS or Windows :))

Download the key for the repo and add it:

wget https://download.opensuse.org/repositories/home:/npreining:/debian-ubuntu-onedrive/xUbuntu_20.04/Release.key
sudo apt-key add ./Release.key
Update APT and install the OneDrive client:

sudo apt update
sudo apt install onedrive

Launch the client to configure it:

onedrive

This will give you:

Configuring Global Azure AD Endpoints
Authorize this app visiting:

https://login.microsoftonline.com/common/oauth2/v2.0/authorize?client_id=xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx&scope=Files.ReadWrite%20Files.ReadWrite.all%20Sites.Read.All%20Sites.ReadWrite.All%20offline_access&response_type=code&redirect_uri=https://login.microsoftonline.com/common/oauth2/nativeclient

Enter the response uri

Click on the URL starting with http://login.microsoftonline.com. This will open your browser (or copy/paste it if clicking doesn't work) and log you into your Microsoft M365 account, leading you to a blank page. Copy/paste the URL of this blank page into the terminal and press Enter:

bash

Enter the response uri: https://login.microsoftonline.com/common/oauth2/nativeclient?code=[.........]

The application has been successfully authorized; however, no additional command switches were provided.

Please use --help for further assistance regarding running this application.

Start syncing with the following command (the --verbose switch can be omitted), and your OneDrive files will be synchronized to the ~/OneDrive directory:

bash

onedrive --synchronize --verbose

There is a graphical interface based on this OneDrive version called OneDriveGUI: https://github.com/bpozdena/OneDriveGUI

Mobile Phone and Tablet

iOS and iPadOS

  1. Go to the App Store and install the OneDrive application.
  2. Enter your UNIL email address.

    image-1635424149862.jpg

  3. You will be redirected to the UNIL login screen. Enter your UNIL credentials (email and password) and click Sign In

    image-1635424288845.jpg

  4. You will then have access to your OneDrive

    image-1635424394453.jpg

Android

  1. Go to the Google Play Store and install the Microsoft OneDrive application.
  2. Launch the application and select Sign in
    image-1620135101871.jpg
  3. Enter your @unil.ch email address and continue
    image-1620135110660.jpg
  4. Select Sign in to OneDrive For Business if prompted
    image-1620135129552.jpg
  5. Enter your @unil.ch email address and your UNIL password, then click Sign In
    image-1620135196765.jpg
  6. The final screen after installation
    image-1620135338493.jpg
  7. Click on "Home" to see an overview of your account
    image-1620135420658.jpg

Sharing Files and Folders

With OneDrive, you can share files or folders with other people, groups, or via a link. Sharing folders with specific individuals is useful for collaboration with internal or external individuals or groups at the University of Lausanne. The option to share via a link is preferable for sharing with a large number of people whom you may not personally know.

Sharing Folders or Files with Specific Individuals or Groups

To grant access to your OneDrive data to another person or group, you can use the web interface by logging in to onedrive.com. Then click on the three dots (1) and "Share" (2).

image.png

You can also do this directly from your computer:

On macOS, right-click and choose "Share":

image.png

On Windows, right-click on the folder or file, then select "OneDrive" and "Share":

image.png

Sharing Procedure

Regardless of the method you use for sharing, you should encounter a window similar to the one below:

image.png

  1. You can add specific people or groups with whom to share the document.
  2. Modify the access type of individuals by clicking on the small pencil.
  3. Add a message that will be sent to the specified people or groups.
  4. Finally, you can click on "Anyone with the link can edit the content" to fine-tune the sharing. You will see the following window:

image.png

By default, the sharing scope is set to "People at the University of Lausanne" only; don't forget to change this setting if you want to share a document with external people.

  1. Choose who can access the document or folder.
  2. Specify again whether people can edit or only view what you are sharing.
  3. Set an end date for sharing.
  4. Set a password to access it.
  5. Finally, remember to save the changes by clicking the "Apply" button.

You will then return to the previous page and can click "Send" to send a message with the sharing link to the specified people or groups.

Sharing folders or files with people outside UNIL

The procedure to follow is the same as indicated above. You won't be able to search for the person in the directory because they are not part of UNIL. A warning message will indicate that you are sharing data outside UNIL.

Capture d'écran 2024-05-01 140535.pngCapture d'écran 2024-05-01 140600.png

Limitations

When you share data with external individuals, certain features are restricted because the data belongs to UNIL from OneDrive's perspective.

Key limitations:

If the person you are working with want to use these features, you must use a team in Microsoft Teams:

If someone from another institution shares data with you from their OneDrive, the limitations will be the same.

To share items via a link, simply follow the previous procedure without specifying anyone in the recipient field and click the "Copy link" button. This option is preferred for sending to a large number of people who can modify or view the files you send them based on your settings.

However, they cannot add or delete files in a shared folder by default.

Adding/Removing Ownership of a Shared Folder

  1. Click on the three dots (1) of the file or folder you want to share and select "Manage access" in the menu (2).

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  1. Click on "..." (1) and then "Advanced settings" (2).

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  1. Select the new/old owner (1) and click on "Edit permissions" (2).
    003.png
  2. Check/uncheck "Full control" at the top of the permissions list.

    004.png

How to Find Shared Items

You can find files shared with you (2) and files shared by you (3) in the Shared tab of the web version of OneDrive.

OneDrive_Partage_1.png

Files and folders shared with you do not automatically appear in your OneDrive folder. To add them:

  1. Go to the Shared with you page.
  2. Once the file or folder you want to add to your OneDrive folder is selected, click on Add shortcut to My files in the top bar (1) or by clicking on the three dots (2).

    image.png

  3. You can see the folder in your OneDrive folder (1). You can distinguish it from a folder shared by you (2 and 3) or a folder to which only you have access (4). Folders and files added to "My files" are also synchronized in your OneDrive folder if you have installed the client on your computer.

    image.png

OneDrive Online - Web App

Web app

  1. Open a browser and go to https://unils-my.sharepoint.com
  2. Log in using your UNIL credentials

Synchronize Teams/SharePoint Files

As the UNIL has a Microsoft 365 Business subscription, you can sync your Microsoft SharePoint and Teams files with a folder on your computer. This allows you to work directly in File Explorer and access files, even in offline mode. When you reconnect, changes made to these files are automatically synchronized.

To sync your Teams files

  1. Prerequisites: Set up OneDrive on your computer.

  2. Select the channel in the Teams (1-2). Open the "Files" tab and click "Sync."

    image-1635340036002.png

  3. In the window that opens, select the folders you want to sync. Click Start sync

    image-1635340170383.png

  4. You will then find the synchronized folder in a folder named "Université de Lausanne" in your user folder. A new tab will also be added on the left side of your Windows File Explorer or macOS Finder window.

    image-1635340845842.png

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Modify or Remove Sync

You can modify the list of folders you want to sync with your OneDrive account. To do this, open the software preferences and click on the Account tab.

Windows

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macOS

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File or Folder Management and Recovery in OneDrive

If you delete a folder or file in your OneDrive folder, you can likely recover it from the OneDrive recycle bin. The recycle bin is only available on the web version of OneDrive.

Access the Recycle Bin:

  1. Log in to https://unils-my.sharepoint.com/.

  2. On the left menu, select Recycle Bin

    image-1635406914857.png

     

  3. You will have access to the list of folders and files that have been deleted from your OneDrive folder.

    image-1635408025130.png

     

  4. If you don't find the files you're looking for, they may be in the secondary recycle bin. To access it, click on the link at the end of the list of files in the recycle bin.

    image-1635408184254.png

     

Restore Data:

In the recycle bin, select the files and/or folders to restore. A blue checkmark will appear to the left of the selected data (1). Click Restore (2). The data will be placed back to its original location (3).

image-1635408368439.png

 

Permanently Delete Data:

In the recycle bin, select the files and/or folders to delete permanently. A blue checkmark will appear to the left of the selected data (1). Click Delete (2).

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Version Management in OneDrive

OneDrive incorporates a version management system. With version history, you can view and restore previous versions of your files stored in OneDrive.

It is not possible to restore entire folders.

Version History from an Office 365 Application:

  1. Open the file with a desktop application (Word, Excel, PowerPoint, etc.). In the following steps, we use Word as an example.

  2. At the top of the page, click on the document name (1). The latest modification is indicated there. Then, click on Version History (2).

    image-1635414517156.png

     

  3. In the tab on the right, click on the version you want to view. It will open in a new window of the application.

    image-1635414924652.png

     

  4. In this new window, you can see the version (1). If necessary, you can compare the two versions (2). If the version is suitable, you can restore it (3) instead of the current version.

    image-1635415042768.png

     

Restore a Version from the OneDrive Application:

The procedure is the same on both Windows and macOS

  1. Right-click on the file and click on Version History

    image-1635423739974.19.37.png

     

  2. In the opened window, choose the version and click on the three dots (1). You can either directly restore the version (2) or download it (3).

    image-1635423935697.20.36.png

     

Restore a Version from OneDrive Online:

  1. Click on the three dots on the line of the relevant file. From the menu, select Version History

    image-1635423222823.png

     

  2. In the menu that opens on the right, click on the three dots (1) of the version you want to view. In the context menu, you have the choice to either directly restore (2) the version or open the file (3).

    image-1635423464942.png

     

  3. If it is a file from an Office software, you can see the version (1). If necessary, you can compare the two versions (2) and, if the version is suitable, restore it (3) instead of the current version.

    image-1635415042768.png

     

Getting Started with OneDrive

Terms of Use

OneDrive is a service that is part of Microsoft's Office 365, the cloud solution. Therefore, you can refer to Microsoft's Cloud Solutions Terms of Use (in french).

In summary, work data can be stored on OneDrive, but it is prohibited to store sensitive data.

Service Description

OneDrive is a Microsoft cloud solution that allows you to store, synchronize, and share files. In particular:

  • Synchronize files between multiple computers.
  • Share files.
  • Collaborate on shared files as a group.

OneDrive is not a data backup solution. For this purpose, use our workstation backup service.

OneDrive is not an archiving solution. This service does not replace Document Management Systems (GED), NAS, etc. Refer to the rules of your service, institute, or faculty.

OneDrive is not a solution to synchronize your entire work environment. We strongly advise against syncing your entire user folder across multiple devices because, in addition to your data, this folder contains system-specific files. Syncing them will undoubtedly cause system failures, rendering your computer unusable.

OneDrive is not a lifelong solution. To access OneDrive, you must have a UNIL computer account. The closure of the UNIL account also results in the withdrawal of access to Microsoft's cloud solutions and, therefore, to OneDrive.

Management Tools (Access, Synchronization)

OneDrive allows you to access your files at any time from any device. For this, you have various solutions:

  • Use the web interface to view, add, and share your files.
  • Install a client program directly on the device (Mac, Windows, Linux). This program will synchronize your files.
  • Install an app on your mobile devices (Android, iOS) to view and download files (offline mode).

Synchronization works on the following principle: if you modify or add a file from one computer, the addition or modification will first be reflected on OneDrive and then, in a second step, on all your devices.

Available Space

Each user has 1TB of space.

Folders shared with you and folders synchronized from Teams or SharePoint are not counted in the calculation of used space.

Conflict Management

When OneDrive is used for teamwork, there is a real risk that a file may be simultaneously modified by multiple people. This kind of problem is called a "conflict".

If a file is opened only through Microsoft tools (Office software, Teams, or Office Online), there will be no conflict. People who have opened the file can edit it simultaneously. The presence of another person is indicated at the top of the page and in the text.

However, if the file is opened in another software (e.g., LibreOffice), OneDrive will not be able to manage collaboration. A mechanism is provided to handle such cases: if two people simultaneously edit a file, OneDrive will detect this and automatically create a copy of the file. Thus, the first person will work on the original file, while the second will work on the copy (named FileName-UserNameMachine). Both files will be saved in the system.

Downloading Data from the Website

Make sure to observe the total size of the data you are about to download (3). The download time can be quite long, and interrupting the process may cause issues. Try to break down the download by selecting only a portion of the folders.

downloadSWITCHdrive.png

File On Demand Functionality

By default, the "File on Demand" function is enabled. This means that data is downloaded only when you try to access it. This can be problematic if you are disconnected from the network and want to access your files offline.

macOS

To download everything, you can either do this:

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Or in the app configuration:

MicrosoftTeams-image (1).png

Windows

To download all files on Windows:

  1. Click on the OneDrive icon in the bottom right and choose Help & Settings.

    OneDrive_fod1.png

  2. In Sync and Backup, click on Advanced settings, and click on Download all files.

    OneDrive_fod2.png