OneDrive: syncing, sharing and getting space back
What the cloud and tick icons mean, how to share a file safely, and how to free up disk space without deleting anything.
OneDrive keeps a copy of your files online and on your PC. Understanding the little icons in File Explorer removes most of the confusion.
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Learn the three icons
A blue cloud means the file is online only and downloads when opened. A white tick on green means it is downloaded and available offline. A solid green tick means you have pinned it to always stay on the PC.
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Free up disk space
Right-click a folder you rarely use and choose Free up space. The files stay in the cloud and reappear when you open them, but stop taking room on the hard disk.
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Keep essential files offline
Right-click and choose Always keep on this device for anything you need when the internet is down — job sheets, price lists, anything you take to site.
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Share a file the right way
Right-click, choose Share, then click the settings cog on the link. Set it to "People you specify" for anything confidential, tick "Can view" rather than edit unless they need to change it, and set an expiry date for external customers.
Tip: A link set to "Anyone with the link" can be forwarded to the world. Only use it for genuinely public material.
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Recover an earlier version or deleted file
Right-click a file and choose Version History to roll back a bad edit. Deleted files sit in the OneDrive online Recycle Bin for 30 days, even if you emptied the Windows bin.
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Fix a stuck sync
Click the OneDrive cloud icon by the clock. If it shows an error, sign out and back in from Settings, Account. Files with a red X usually have an illegal character in the name such as : or * — rename them.
Common questions
Is OneDrive a backup?
Partly. It protects you from a failed hard disk and from bad edits, but a deletion syncs everywhere within seconds. Keep a separate backup for anything critical.