What Is OneDrive?
OneDrive is a folder on your computer that automatically saves copies of your files to the internet (the cloud). This means your documents, photos, and other files are backed up automatically and accessible from any device — your phone, a tablet, or another computer.
- Files saved to OneDrive are stored both on your computer and in the cloud
- If your computer is lost, stolen, or breaks down, your files are still safe online
- You can access your files from any device by signing in at OneDrive.com
- Every Microsoft account includes 5 GB of free storage — Microsoft 365 subscribers get 1 TB
Tip: OneDrive is not the same as a regular folder. Files in OneDrive are synced to the cloud automatically — you do not need to do anything extra to back them up.
How to Find and Use OneDrive on Your Computer
OneDrive appears as a folder in File Explorer, just like Documents or Downloads. Here is how to get started.
- 1Open File Explorer (the folder icon on your taskbar)
- 2Look for OneDrive in the left sidebar — it may show your name or say "OneDrive - Personal"
- 3Drag files into the OneDrive folder to start syncing them to the cloud
- 4A green checkmark on a file means it is synced; a blue cloud icon means it is online-only
- 5To access OneDrive from your phone, download the free OneDrive app from the App Store or Google Play
Online-Only vs. Always Available Files
OneDrive has a feature called Files On-Demand. This lets you see all your files in the folder without them taking up space on your hard drive — they only download when you open them.
- Blue cloud icon: the file exists in the cloud but is not downloaded to your computer yet
- Green checkmark: the file is downloaded and available even without internet
- White checkmark in green circle: the file is always kept on your device
- Right-click any file and choose "Always keep on this device" to make it permanently available offline
Warning: If you open a file with a blue cloud icon and you have no internet connection, it will not open. Right-click important files and choose "Always keep on this device" if you need them offline.
Sharing Files with OneDrive
OneDrive makes it easy to share files or folders with family members without emailing attachments.
- 1Right-click the file or folder you want to share
- 2Click "Share" from the menu
- 3Enter the email address of the person you want to share with
- 4Choose whether they can edit the file or only view it
- 5Click Send — they will receive an email with a link
Tip: You can also copy a shareable link and paste it into a text message or email. Click "Copy link" in the share window.
Common OneDrive Problems and Fixes
A few issues come up regularly with OneDrive.
- OneDrive is full: You have used all 5 GB of free storage. Delete old files or purchase more storage.
- Files not syncing: Check that OneDrive is running — look for the cloud icon in the system tray (bottom-right corner). Right-click it and choose "Resume syncing" if it is paused.
- OneDrive keeps asking you to sign in: Your Microsoft account password may have changed. Click the OneDrive icon and sign in again.
- Accidentally deleted a file: Go to OneDrive.com, click the Recycle Bin on the left, and restore it. Files stay in the recycle bin for 30 days.