This service is for faculty and staff.
Every year, ITS replaces approximately one-fourth of the University's leased computers. Replacements usually start in June and are completed before the end of August, assuming computer hardware is received on time from suppliers.
It is important for all faculty and staff to ensure their data is actively backed up to university-managed services like Microsoft OneDrive. Not only does this allow you to get up-and-running on your new computer more quickly, but it protects you from situations where your computer becomes lost, stolen, or unusable.
The process below allows for faster computer replacements, greater flexibility, and long-term user benefits. We ask all faculty and staff members to follow these recommendations to ensure a successful and safe computer replacement. We appreciate your cooperation!
Process Overview and Best Case Scenario
Microsoft's OneDrive file-syncing software allows for the Desktop, Documents, and Pictures folders on your Windows device to automatically sync to your personal OneDrive folder in Office 365.
Syncing your files to OneDrive allows you to access them from any device with an Internet connection. These devices include classroom computers, mobile devices, and loaner laptops (should you ever need to have your device repaired, etc.).
In addition, OneDrive's Files On-Demand feature allows you to immediately see your OneDrive content from a new device without having to download it. If desired, you may choose to download all of your files from OneDrive to your new computer, or you may download content as you go (on-demand).
When you sync your files to OneDrive before ITS arrives with your new computer, we do not need to spend extra time transferring content from the old computer to the new one.
The best-case scenario for a computer replacement looks like this:
Before the replacement
Week of the replacement
- ITS prepares your new computer and applies our standard software configuration.
- ITS installs any additional, pre-approved, licensed software applications on your new computer.
Day of the replacement
- Your computer is delivered to your office and set up. If you do not currently have an on-campus office, we will meet you at a predetermined location.
- ITS assesses your old computer, checking for any data that did not sync to OneDrive ahead of time.
- ITS will transfer any remaining files and settings from your old device to the new one if necessary.
- You log in on your new device to verify that your files are accessible and everything works as expected.
- ITS will install any remaining pre-approved software applications needing your assistance.
- ITS assists with any final steps or questions.
- ITS returns your old computer to storage.
After the replacement
- Your computer is stored for one week before it's securely erased and shipped away.
Use OneDrive to Sync Your Files
As mentioned above, OneDrive can automatically sync your Desktop, Documents, and Pictures folders from your Windows device to your personal OneDrive folder in Office 365. Once enabled on your device, these folders will appear inside the OneDrive - University of St. Thomas folder on your computer.
ITS is currently working to enable the OneDrive Backup feature on all primary-use St. Thomas Windows PCs. In the meantime, you can turn this feature on yourself, as instructed in our knowledge base article or this video from Microsoft:
Please move any other files or folders to Desktop, Documents, Pictures, or OneDrive - University of St. Thomas to ensure they sync to your OneDrive folder in Office 365.
Note: The following folders do NOT automatically sync to OneDrive:
The OneDrive file syncing status, including any errors that may occur with unsupported characters or invalid file names, will appear in your computer's taskbar. It is crucial to verify your files have successfully synced and watch for notifications indicating an action is required to resolve issues.
Additional information about OneDrive is available in our OneDrive: Getting Started knowledge base article.
Save Internet Browser Favorites and Passwords
If you wish to keep any Internet browser bookmarks, favorites, or saved passwords that are currently on your device, we recommend the following:
- The Microsoft Edge browser allows you to sign in with your St. Thomas account to sync bookmarks, favorites, and passwords. You can then log in to Microsoft Edge on your new computer to access your saved browser data. Edge is also available for macOS and mobile devices.
- LastPass is a secure password manager that stores your usernames and passwords. With LastPass, you only have to remember one password, your Master Password. With your Master Password, you can unlock your LastPass Vault to view and auto-fill your login info for your frequently used websites.
Questions?
If you have any questions about your Windows replacement, please open a ticket using the Windows OS and Software Support form in our Service Catalog.
To report a problem or receive additional troubleshooting, please contact the
Tech Desk.