How to Sync Files Between Your Computer and OneDrive
You can sync files between your computer and OneDrive with the OneDrive sync app. This tool works on Windows and Mac. When you use it, your files stay updated everywhere. Many people like these benefits:
Get to your files from any device, anywhere
Works easily with Microsoft Office 365
Files update right away and you can work together
Studies show that people who sync files with OneDrive find their documents fast and get work done quicker.
Key Takeaways
OneDrive updates your files on all your devices by itself. This keeps your files safe and current.
You can pick which folders to sync. This helps you save space and keep files neat. OneDrive has strong security to keep your data safe.
You can still get your files from anywhere.
You can pause syncing if you need to.
You can also free up space and fix sync problems. The OneDrive app has easy steps for this.
Setting up OneDrive on Windows or Mac is simple. It helps you work faster. You always have the newest files.
What is File Syncing?
How Sync Works
File syncing means your files stay the same on all devices. When you use a cloud service like OneDrive, syncing happens by itself. If you change a file on your computer, OneDrive updates it in the cloud. Every device with your OneDrive account gets the newest file.
Tip: The OneDrive sync folder puts the latest files on all your devices. You do not have to move files yourself.
OneDrive uses smart tools to make syncing quick and safe:
It uses Windows Push Notification Services (WNS) for real-time updates. You see changes right away.
Big files upload in parts, so you do not wait for the whole file.
Small files use safe HTTPS connections.
Office files sync with Office apps, so you can work with others.
OneDrive keeps your files safe in Azure with strong locks. Each file part has its own key, and a master key protects all the keys.
Files On-Demand lets you see all your files without using up space on your computer.
Benefits
Syncing files with OneDrive gives you many good things for home and work.
Access your files anywhere: You can open your files on any device. Use your phone, tablet, or another computer. You do not need to carry a laptop.
Work better and faster: Syncing helps you keep working, even if you switch places. You always have the newest files, so you do not waste time.
No need for slow VPNs: OneDrive lets you get your files fast, even if your team is in different places.
OneDrive also keeps your data safe with strong security. You get two-factor login, end-to-end locks, and malware checks. This keeps your files safe when you share and work with others.
Sync Files on Windows
Syncing your files with OneDrive on Windows helps you keep your documents safe and easy to reach. You can set up OneDrive, choose which folders to sync, back up important folders, and check if everything is working. Follow these steps to get started.
Set Up OneDrive
You need a Windows computer and a Microsoft account to use OneDrive. Most Windows 10 and Windows 11 computers come with the OneDrive sync app already installed. If you do not see it, you can download it from the official Microsoft website.
Supported Windows versions include Windows 7, 8, 8.1, 10, and 11.
Your computer should have a 1.6 GHz or faster processor, at least 1 GB of RAM, and a screen resolution of 1024 × 576 pixels or higher.
OneDrive works best with NTFS, HFS+, or APFS file systems.
To set up OneDrive:
Open the Start menu and search for "OneDrive."
Click the OneDrive app to open it.
When the setup window appears, sign in with your Microsoft account.
Choose the default folder location or pick a new one for your OneDrive files.
Review the Files On-Demand feature. This lets you see all your files without using up space on your computer.
After setup, you will see a OneDrive folder in File Explorer.
Tip: If you want to add another account, right-click the OneDrive cloud icon in the taskbar, select "Settings," then go to "Account" and choose "Add an account."
Select Folders
You do not have to sync every folder with OneDrive. You can pick which folders you want to keep in sync. This helps you save space and keeps things organized.
To select folders:
Click the OneDrive cloud icon in the taskbar.
Select "Help & Settings," then choose "Settings."
Go to the "Account" tab and click "Choose folders."
Check the folders you want to sync. Uncheck any folders you do not want to sync.
Keep in mind, OneDrive can sync up to 300,000 files per user. If you try to sync too many files, the app may slow down or stop working well. For best results, only sync the folders you need.
Note: If you stop syncing a folder, it will no longer update in OneDrive. The files stay safe in the cloud, but changes on your computer will not sync.
Enable Folder Backup
OneDrive can back up your Desktop, Documents, and Pictures folders. This means your most important files are always safe and available on any device.
To enable folder backup:
Select "Help & Settings," then "Settings."
Go to the "Sync and backup" or "Backup" tab.
Click "Manage backup."
Toggle the switches for Desktop, Documents, and Pictures to turn on backup.
Click "Save changes" or "Start Backup."
When you turn on backup, OneDrive moves your files from these folders into the OneDrive folder. You can now access them from any device. If you use more than one PC, your Desktop files will appear on all of them.
Tip: With a Microsoft 365 subscription, you can back up up to 1 TB of files.
Check Sync Status
You can check if your files are syncing by looking at the OneDrive icon in the taskbar.
A blue cloud means OneDrive is working.
A red circle with a white cross means there is a sync error.
A grayed-out icon means you are not signed in or setup is not complete.
If you see a problem, open the OneDrive app and follow the prompts to fix it.
You can also check your files in File Explorer. Files with a cloud icon are online-only. Files with a green checkmark are available offline. If you want to keep a file on your device, right-click it and select "Always keep on this device." To free up space, choose "Free up space" instead.
Note: You can move, copy, or delete files in your OneDrive folder using File Explorer. Any changes you make will sync to the cloud and your other devices.
Sync Files with OneDrive on Windows to keep your documents safe, organized, and easy to reach. You can manage your folders, back up important files, and always know if your files are up to date.
Sync Files on Mac
Syncing your files between your Mac and OneDrive helps you keep your documents safe and easy to reach. You can set up OneDrive, pick which folders to sync, and check if everything works. Follow these steps to get started.
Install OneDrive
You need to install the OneDrive app before you can sync files on your Mac. The app is free and easy to find.
Open the Mac App Store or visit the Microsoft OneDrive download page.
Download the OneDrive app to your computer.
Find the installer file (OneDrive.pkg) in your Downloads folder.
Double-click the installer and follow the prompts to finish the installation.
After installation, open the OneDrive app from your Applications folder.
Tip: The OneDrive app will add a cloud icon to your menu bar at the top of your screen. This icon helps you manage your sync and settings.
Sign In and Set Up
After installing OneDrive, you need to sign in and set up your local OneDrive folder. This folder will hold all the files you want to sync.
Open the OneDrive app. You will see a welcome screen.
Enter your email address and select "Sign In."
If you use a work or school account, choose "Work or school" when asked.
Sign in with your Microsoft 365 account. You may need to enter your username and password, and sometimes a second-factor code.
Choose where you want the OneDrive folder on your Mac. You can use the default location or pick a new one.
Confirm your choice and click "Next."
The setup assistant will show you some tips. Click "Next" to continue.
On the last screen, you can choose to open your OneDrive folder right away.
The OneDrive folder will now appear in your Finder sidebar. You can drag files into this folder to sync them with the cloud.
Choose Folders
You do not have to sync every folder in your OneDrive. You can pick which folders you want to keep on your Mac. This helps you save space and stay organized.
Open the OneDrive app and go to Preferences from the menu bar icon.
In the Account tab, select "Choose Folders."
Check the folders you want to sync to your Mac. Uncheck any folders you do not need.
Note: On a Mac, you can only sync folders you created in your own OneDrive. You cannot sync folders that others shared with you. Shared folders show up in the web version of OneDrive, but not in your local folder. This is a known limit for Mac users.
If you need to work with shared folders, use the OneDrive web interface. This lets you access all your files, even those you cannot sync locally.
Verify Sync
You can check if your files are syncing by looking at the OneDrive icons in Finder and the menu bar.
A blue cloud icon means the file is online-only. It does not take up space on your Mac.
A green checkmark shows the file is available offline. You can open it anytime.
Rotating arrows mean the file is syncing right now.
A red X or a black circle with a white cross means there is a sync problem. Click the OneDrive menu bar icon to see more details and fix the issue.
Tip: If you see a sync error, open the OneDrive app from the menu bar. The app will show you what went wrong and how to fix it.
For schools and businesses, IT admins can use the OneDrive Sync Admin Reports in the Microsoft 365 Apps admin center. These reports show the sync health of all Macs in the organization. They list devices with errors, OneDrive versions, and give tips for fixing problems. This helps keep your sync reliable and up to date.
Sync Files on your Mac to keep your documents safe, organized, and always available. You can manage your folders, check sync status, and solve problems quickly using the OneDrive app.
Manage Sync Settings
Selective Sync
You can control which folders OneDrive keeps on your computer. This feature is called selective sync. It helps you save space and keep your files organized. When you set up selective sync, you choose only the folders you need. The rest stay safe in the cloud.
Open the OneDrive app and go to Settings.
In the Account tab, select "Choose folders."
Uncheck folders you do not want on your device.
Save your changes.
Tip: Files you stop syncing do not get deleted. You can still find them in OneDrive online or on your mobile device.
Selective sync works well if you have limited storage. OneDrive’s Files On-Demand feature also helps. It keeps small placeholder files on your computer. The full file downloads only when you open it. This way, you use less space and still see all your files in File Explorer or Finder.
Free Up Space
If your computer runs low on storage, you can free up space using OneDrive. The "Free up space" option makes files online-only. These files stay in the cloud and do not take up room on your device.
To free up space:
Open your OneDrive folder in File Explorer (Windows) or Finder (Mac).
Right-click a file or folder.
Select "Free up space."
OneDrive will remove the local copy but keep the file in the cloud. You can open it anytime when you have internet access.
Note: Turn on Files On-Demand in OneDrive settings to use this feature. This option helps you manage storage without losing access to your files.
Pause or Resume
Sometimes, you may want to pause syncing. For example, you might have a slow internet connection or want to save data. You can pause OneDrive for 2, 8, or 24 hours.
Click the OneDrive icon in the taskbar or menu bar.
Select the gear icon for Help & Settings.
Choose "Pause syncing" and pick a time.
When you want to start syncing again, select "Resume syncing." OneDrive also pauses automatically if your device enters battery saver mode or connects to a metered network.
Tip: Pausing sync can help if OneDrive gets stuck or uses too much bandwidth.
Troubleshoot Sync Issues
Fix Errors
You might have problems when you try to sync files with OneDrive. Many people see some common errors. The table below lists these errors and how to fix them:
If you get a sync error, try the OneDrive Repair tool. This tool disconnects and reconnects your libraries. It downloads the newest files from the server. It also saves any changes that did not sync. If you do not see the Repair option, update your OneDrive app. Always check for bad file names or old apps.
Tip: If your files are not syncing, make sure they are inside your OneDrive folder.
Check Settings
You can fix many sync problems by checking your OneDrive settings. Follow these steps:
Make sure the OneDrive app is running. Look for the cloud icon in your taskbar (Windows) or menu bar (Mac).
Restart OneDrive. Quit the app and open it again.
Update OneDrive to the newest version.
On Mac, open Preferences from the menu bar icon. Unlink your account if needed, then sign in again.
Clear saved sign-in details using Keychain Access on Mac.
Pause syncing, move files out of sync folders, then resume syncing to clear stuck icons.
Reset OneDrive if problems keep happening. This will not delete your files.
Firewalls and antivirus programs can block OneDrive. Add OneDrive apps (like OneDrive.exe) to your antivirus safe list. Make sure your firewall lets traffic through ports 80 and 443. In Windows Defender Firewall, add OneDrive as an allowed app.
Reliable Sync Tips
You can keep your files syncing well by following these tips:
Keep OneDrive and Office apps up to date.
Use simple file names and short folder paths.
Split big libraries into smaller ones.
Use Files On-Demand for files you do not need offline.
Watch your storage space on both your device and OneDrive.
Respond to sync alerts right away.
Use version history to get back old files if needed.
Try Microsoft’s Support and Recovery Assistant for help.
Check Event Viewer logs for more error details.
Note: If you still have problems, reinstall OneDrive or contact Microsoft Support.
To sync files between your computer and OneDrive, do these steps: 1. Open the OneDrive app. 2. Sign in using your Microsoft account. 3. Put files or folders into your OneDrive folder. 4. Look at the sync icons to make sure your files are updated.
You get safe storage, can work with others at the same time, and reach your files from any device. OneDrive keeps your data safe with strong locks and backs up your files by itself. You can use your files without internet, get back old versions, and keep your files neat. Start syncing now to get more done and feel calm knowing your files are safe.
FAQ
How do you stop syncing a folder with OneDrive?
You can stop syncing a folder by opening the OneDrive app, going to Settings, and clicking "Choose folders." Uncheck the folder you want to stop syncing. The folder stays in the cloud, but it will not update on your computer.
Can you sync files without using the internet?
No, you need an internet connection to sync files between your computer and OneDrive. You can work offline, but OneDrive will only update your files when you reconnect to the internet.
What happens if you delete a file from your OneDrive folder?
When you delete a file from your OneDrive folder, OneDrive moves it to the Recycle Bin in the cloud. You can restore it within 30 days. After that, OneDrive deletes it permanently.
How do you check if your files are syncing correctly?
Look for the OneDrive icon in your taskbar (Windows) or menu bar (Mac).
Green checkmarks mean files are synced.
Blue clouds mean files are online-only.
Red X means there is a problem.
Check the app for more details.