Synchronisation of files between a laptop, desktop or mobile device and Microsoft OneDrive provides a seamless and efficient way to ensure that your files are always up-to-date and accessible across several devices. OneDrive integrates with the Windows operating system, allowing users to synchronise their local files with their OneDrive cloud storage.

When file synchronisation is enabled:

  • Changes made to files or folders on the local device or on OneDrive are automatically reflected in the other locations;
  • The state of each file’s synchronisation is displayed within Windows by way of an additional icon that appears on the file icon or in the File Explorer Status column – see File Synchronisation States below;
  • Files that are stored on OneDrive are not automatically downloaded to local devices – laptops, desktops or mobiles – until they are either:
  1. Opened on a local device – this causes the file to be downloaded
      or
  2. Marked to be Always Available on the local device by right clicking and choosing Always keep on this device.

File Synchronisation States


 Online Only icon
Online-only file 
Online-only files do not take up space on your computer as they are only saved in OneDrive online. A cloud icon is displayed for these files in Windows File Explorer. These files do not download to your device until you open them. To open these files, your device must be connected to the internet. 
 Locally-available file icon
Locally-available file
When you open an Online-only file, it downloads to your device and becomes a locally available file. Locally available files can be opened from your device at any time and do not require internet access. However, locally available files may use limited space on your local device. To free up space, locally available files may be changed to Online-only files by right clicking the item and selecting Free up space.
 Always keep on device icon
Always keep on this device
Always available files are updated and synchronised to your device so that they are always available locally. Similar to Locally available files, may use limited space on your local device.

Changing Online File State

On a Windows operating system device such as a laptop or desktop, Online-only file types may be downloaded by opening the file. Ensure that the device has an active internet connection for this to work.

Alternatively, through Windows File Manager, a file may be set to Always keep on this device by right clicking on the file and, from the context menu presented, choosing Always Keep on this device, as indicated below:

File Explorer right-click context menu showing Always keep on this device

Where a file displays a Locally-available or Always keep on this device state in Windows File Manager, device space may be freed up by moving the file to OneDrive storage. To do this, right click on the file and select the Free up space option on the context menu.

Using Microsoft Storage Sense

Storage Sense is a Microsoft Windows feature that can automatically free-up space on your device by deleting temporary files and moving infrequently used files to OneDrive cloud storage.

If Storage Sense is activated and configured with the Content will become online-only if not opened for more than: when you specify a period of time, Locally-available files will be made Online-only files after the specified period of time. By default, files are made Online-only if not opened on the local device for more than 30 days.

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