Backing Up Files


Please note there are three steps you need to be sure to do: backing up files, checking your email, and saving signature file.  Instructions for all three are below.

If you have personal documents, pictures, etc., on your MacBook Air, those need to be saved to a personal flash drive or personal cloud storage (Google Drive, etc.)

Backing Up Files (Documents, Pictures, etc.)

You have several options for backing up files saved on your current MacBook Air.  First, you can save your files to a flash drive or other external source (e.g, external hard drive).  For cloud storage of work files, you can use either One Drive or Google Drive.  We recommend that you use OneDrive, as it provides more storage capacity than Google Drive.  However, we are providing instructions for both.


Please note that Microsoft Windows DOES NOT read or restore from Time Machine backups.  Time Machine is not an option when moving to a windows device.


Backing up Files to a Flash Drive/Other External Source

Using a flash drive or other external source is also a viable option.  However if the documents will need accessed from either a windows or a mac the drive must be specifically formatted for both. Once the device is connected to your computer you can drag/drop the files/folders to the external device.  Here is a link to apple support explaining this.


Backing Up Files to OneDrive

Depending on the web browser you use, you can upload files up to 250GB in size. (This limit is per file, not total.) 

  1. Go to and login with your school email and password ( 
  2. Select the One Drive - Cloud  mceclip0.png icon on the left menu screen. Click to open the One Drive App
  3. Select Upload from the menu. You can choose Files individually or a Folder - Once you select one then the list of files and folders will open on your computer. 


Select the files or folder you want to upload, and then select Upload. 

You can also drag files or folders from File Explorer or Mac Finder straight to your files on the OneDrive website. 

If you have the One Drive application installed 

To move a file using Mac Finder, drag files from the file list in the right pane to OneDrive in the left pane (if you have OneDrive listed there under Favorites). After a moment, Finder will switch to show your existing OneDrive files and folders in the right pane, and you can drag the file into the sub-folder of your choice. 


You can copy or move files between folders within OneDrive, or from other folders on your computer. (When you move files from other folders on your computer into a OneDrive folder, you're removing them from your computer and adding them to OneDrive.) 

If you want to copy the item rather than move it, right-click the file or folder and select Copy, then open the OneDrive folder (or sub-folder) and right-click > Paste a copy of the item to OneDrive. 


Note: For transferring large files or lots of files, we recommend adding the files to the OneDrive desktop app rather than using the Upload button on the website.  


Backing Up Files to Google Drive

On your computer open a web browser and go to

 Sign in with your SJSD email and password. At the top left, click New  -mceclip3.pngmceclip4.png


Choose to either upload a single file or an entire folder.  Unless you are only wanting a few specific files it is best to choose the entire folder.  Choosing a folder will get all files and sub folders within that folder. 

Next choose the files or folders from your mac and select Upload from the lower right side. 


This will take you back to the browser window.  When asked choose upload to confirm. 



In the lower right of your browser window you will see the progress of the file transfer mceclip8.png

Common folders to choose would be your Documents and Desktop – if you save files and folders onto your desktop.  Repeat this process until you have all your files and folders backed up. 

Alternatively, you can simply drag and drop files onto your Google Drive.  Click the Finder icon in your dock, and from the top menu on your MAC – choose Go, Computer, Users and choose the folder you wish to drag to Google Drive.  Open the browser window (tip: resize the windows so that you can see both), then simply drag the folder or file to the Google Drive- My Drive. 



Checking That Email is Synced

You’ll need to check to make sure that all of your emails are syncing to “the cloud” and that you don’t have email folders saved directly to your Mac. Most users don’t need to worry about this, and it only applies if you use the Outlook application on your Mac. If you have only used the browser version of Outlook, this shouldn’t be an issue. The options below are ways to check if you have any emails saved to your Mac:  

If you use the Outlook application on your Mac, and you’re using the “Old Outlook” view (if it’s Old, it will show that New Outlook is Off), there’s a folder called “On My Computer”



Check the Inbox and other folders under “On My Computer” to see if anything is there. If so, just drag those folders to your current inbox that shows your name (see image below). They will then be synced to the cloud.  



Another way to check what’s syncing is to change from “Old Outlook” to “New Outlook” (switch is on now) and see if anything is missing. “New Outlook” only shows what’s saved to the cloud, not things saved to your computer. 



 In a browser, go to and log into your email. This shows everything that is synced to the cloud so you can check to make sure all of your Inbox folders show there.


You can compare what shows in the browser to what you see in the Outlook application.  

If you have trouble doing any of these steps or if something seems “off” but doesn’t seem to be related to the “On My Computer” files, contact your building tech or the help desk and we can take a look to make sure everything gets saved to the cloud so it’s available on your new device.  

Email Signature

If you currently using the email signature that was created this year and you haven’t already, backed it up, please make sure to save it, too. 

To do that, open a new email message, right click on the signature and select “Save as Picture” 


Save as type PNG and save it to one of your cloud drives such as Google Drive or One Drive

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