- How to set up OneDrive sync on Windows
- How to set up OneDrive sync on a Mac
- How to choose which folders sync
- What the OneDrive icons mean
- The catch: sync works both ways, including deletes
- A few folders you can't untick
- How to tell if OneDrive is syncing
- Syncing on your phone
- Pausing sync when you need to
- My verdict
- Frequently asked questions
To sync OneDrive on Windows, open OneDrive from the Start menu (it's built into Windows 11), sign in and accept or change your OneDrive folder location. Anything you put in that folder syncs to the cloud and your other devices. Use Settings, Account, Choose folders to pick which folders sync to each computer.
Syncing OneDrive means your files live in one place, the OneDrive folder, and stay the same on your computer, on OneDrive.com and on your phone. Change a file on your laptop and the new version is there on your desktop PC. Delete it on one device and it's gone from the rest. That two-way link is what makes OneDrive useful, and also what catches people out.
How to set up OneDrive sync on Windows
- Open OneDrive from the Start menu. On Windows 11 it's already installed. On older versions, download the OneDrive app from Microsoft.
- Sign in with your personal Microsoft account or your work or school account.
- On the This is your OneDrive folder screen, accept the default location or select Change location. Microsoft says this is the best moment to change it.
- On the Files On-Demand screen, click Next.
- Choose whether to back up your Desktop, Documents and Pictures folders.
- Look for the OneDrive cloud icon on the taskbar. When it's clear, everything's in sync.
How to set up OneDrive sync on a Mac
- Install OneDrive from Microsoft.
- Press Cmd + Space, type OneDrive and open it.
- Sign in and choose your OneDrive folder location.
- Pick the folders you want on this Mac.
How to choose which folders sync
You don't have to sync everything to every computer. On a small laptop, sync only the folders you work on:
- Click the OneDrive cloud icon, then the Help and Settings icon, then Settings.
- Open the Account tab.
- Select Choose folders.
- Untick folders you don't need on this computer and click OK.
Microsoft notes that these choices are separate for each computer and each account, so your desktop can hold everything while your laptop holds just the essentials.
What the OneDrive icons mean
| Icon | What it means | Takes space on your computer? |
|---|---|---|
| Blue cloud | Online-only file, downloads when you open it | No |
| Green tick in a white circle | Downloaded after you opened it | Yes, until you free it up |
| Solid green circle | Set to Always keep on this device | Yes |
This is Files On-Demand, and Microsoft has switched it on by default for everyone. It means you see all your files in File Explorer without them filling your hard drive. The trade-off is that online-only files can't be opened without an internet connection. Before a flight, right-click the folders you'll need and choose Always keep on this device.
The catch: sync works both ways, including deletes
Sync isn't backup. If you delete a file from your OneDrive folder on your computer, it's deleted from OneDrive.com and every other synced device too. Microsoft spells it out: add, change or delete a file in your OneDrive folder and the same happens on the website, and the other way round. If you only want something gone from one computer, don't delete it. Untick its folder in Choose folders, which removes it from that computer but leaves it online, or right-click and choose Free up space.
Deleted something by mistake? It goes to the OneDrive recycle bin, where you can usually restore it.
A few folders you can't untick
If you've turned on folder backup, Microsoft won't let you untick Documents, Desktop or Pictures in Choose folders, because they're important to the PC. Your Personal Vault can't be unticked either. To change those, adjust the folder backup settings rather than the sync selection.
How to tell if OneDrive is syncing
- Click the cloud icon on the taskbar. It shows recent activity and any problems.
- Arrows on the icon mean sync is in progress.
- A red cross or warning means something needs your attention, like a file that can't sync or a sign-in issue.
- Check OneDrive.com to confirm a new file has arrived in the cloud.
Syncing on your phone
The OneDrive app on your phone always shows every folder. It doesn't download everything, though. Files open from the cloud, and you can mark individual files to keep offline. For photos, turn on camera upload in the app if you want your phone's pictures saved to OneDrive automatically.
If your phone photos aren't appearing on your PC at all, my guide to iPhone photos not showing up on a PC covers the usual causes.
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Pausing sync when you need to
If you're on a slow connection, tethered to your phone or about to present over video, you can pause OneDrive for a while. Click the cloud icon, open the Help and Settings menu and choose to pause syncing for a set time. It resumes automatically. Don't forget about it on a laptop, though, or you'll be working on files that aren't backed up.
My verdict
Syncing OneDrive is mostly a sign-in job on Windows 11: open OneDrive, sign in, decide on the folder location, and let it run. Use Choose folders to keep small laptops light, and Files On-Demand so you see everything without storing it all. Above all, remember that deleting in a synced folder deletes everywhere, so use Free up space when you only want to clear room on one machine. If you're comparing cloud storage services, see my guide to Dropbox alternatives.
Frequently asked questions
Can I pause OneDrive syncing?
Yes. Click the cloud icon, open Help and Settings and choose to pause syncing for a set time.
How do I sync OneDrive with my computer?
Open OneDrive from the Start menu, sign in and accept the OneDrive folder location. Files in that folder sync automatically.
How do I choose which OneDrive folders sync?
Click the cloud icon, open Settings, go to the Account tab and select Choose folders.
If I delete a file in my OneDrive folder, is it deleted everywhere?
Yes. Sync works both ways, so deletions apply to OneDrive.com and other devices too. Use Free up space to remove it from one computer only.
Why can't I open some OneDrive files offline?
They're online-only. Right-click them and choose Always keep on this device before you go offline.
Is OneDrive already on Windows 11?
Yes. Microsoft says OneDrive is already installed on Windows 11 PCs.
