Step-by-Step Guide to Making OneDrive Files Available Offline
You can easily access OneDrive files offline by marking them for offline use. This feature allows you to open, edit, and save files without an internet connection. Many users rely on this to access OneDrive files while traveling or in areas with poor internet service. Recent studies show that offline access helps you keep working without delays. The OneDrive app syncs your changes once you reconnect, ensuring your files stay up to date.
Key Takeaways
Choose 'Always keep on this device' for files or folders to use them offline on Windows or Mac.
Look at OneDrive status icons to see if files are online-only, offline, or always ready.
Files On-Demand helps save space by only downloading files when you open them, but you can keep important files offline all the time.
You can edit files offline safely. OneDrive will sync your changes when you go back online.
On phones or tablets, use the OneDrive app's offline feature for single files. Syncing whole folders may need a subscription.
Access OneDrive Files Offline on Windows
Open OneDrive in File Explorer
To start, you need to open your OneDrive folder in File Explorer. Most Windows 10 and Windows 11 computers have the OneDrive sync app installed by default. You can find the OneDrive folder in the left sidebar of File Explorer. The folder usually has a blue or white cloud icon next to it.
Tip: If you do not see the OneDrive folder, make sure you are signed in to your Microsoft account and that the OneDrive app is running.
Mark Files or Folders for Offline Use
You can make any file or folder in your OneDrive available offline. This means you can open and edit these files even when you do not have internet access. Follow these steps:
Right-click the file or folder you want to keep offline in your OneDrive folder.
Select "Always keep on this device" from the menu.
When you choose this option, Windows downloads the file or folder to your computer. If you mark a folder, all new files added to that folder will also download automatically. This helps you Access OneDrive Files without worrying about your internet connection.
Note: Marking large folders for offline use can use a lot of disk space. For example, if you keep 120 GB of files offline, your computer will use about 120 GB of storage.
You can also make all your OneDrive files available offline:
Right-click the OneDrive cloud icon in the taskbar.
Select Settings.
Go to the Settings tab.
Check the box labeled "Make all files available even when this PC isn’t connected to the Internet."
Confirm Offline Status
After you mark files or folders for offline use, you should check their status. OneDrive uses icons to show if a file is online-only, available offline, or always available.
Blue cloud icon: The file is only in the cloud. You need internet to open it.
Green check icon: The file is on your device after you open it once. You can use it offline until you free up space.
Solid green circle with white check: The file is always on your device and ready to use offline.
Look for the solid green circle with a white check mark to confirm that your files are always available offline. This helps you Access OneDrive Files anytime, even without internet.
Tip: If you need to free up space, right-click a file and select "Free up space". This removes the local copy but keeps the file in the cloud.
How Files On-Demand Works
Files On-Demand lets you see all your OneDrive files in File Explorer without using up space on your computer. By default, files appear as online-only. When you open a file, Windows downloads it for you. If you want to keep a file offline all the time, use the "Always keep on this device" option.
To turn on Files On-Demand:
Right-click the OneDrive cloud icon in the taskbar.
Select Settings.
Go to the Settings tab.
Under Files On-Demand, check "Save space and download files as you use them."
Click OK.
This feature helps you manage your storage. You can Access OneDrive Files without filling up your hard drive.
Note: Files On-Demand works on Windows 10 Fall Creators Update or later. Make sure your system meets the minimum requirements.
Syncing Changes Made Offline
When you edit files offline, OneDrive saves your changes on your computer. The next time you connect to the internet, OneDrive syncs your changes to the cloud. If you and someone else edit the same file at the same time, OneDrive tries to merge the changes. For Word documents, OneDrive can often combine edits. If there is a conflict, you may need to choose which version to keep.
Tip: Always try to work on the latest version of your files to avoid conflicts.
Access OneDrive Files Offline on Mac
Use OneDrive in Finder
You can Access OneDrive Files on your Mac by using the Finder. First, make sure you have the OneDrive sync client installed. Open the OneDrive app and sign in with your Microsoft account. The app creates a OneDrive folder in Finder. This folder lets you see all your files and folders, just like any other folder on your Mac.
To enable Finder integration and see sync status icons, follow these steps:
Open System Preferences and select Extensions.
Turn on the OneDrive Finder Integration toggle.
Open your OneDrive folder in Finder. You will now see status icons on your files and folders.
Tip: If you want to sync SharePoint sites or folders, use the Microsoft 365 app launcher to open SharePoint. Find the folder you want, then select the Sync button.
Select Files for Offline Access
You can choose which files or folders you want to keep offline. This helps you work without internet and saves space on your Mac. Files On-Demand is enabled by default on most Macs with macOS 10.14 or later.
To make files always available offline:
Right-click the file or folder in your OneDrive folder.
Select Always keep on this device.
When you do this, OneDrive downloads the file or folder to your Mac. These files stay on your device and you can open them anytime, even without internet. If you only open a file once, it becomes available offline until you free up space.
Note: Files marked as "Always keep on this device" use local storage. If you need more space, you can right-click and choose Free up space to make them online-only again.
Check File Status
Finder shows different icons to help you check the status of your files. Here is a quick guide:
Sometimes, you may see a cloud icon even if you marked a file as always available. This happens because of how macOS handles files. To confirm offline access, look for the check mark icon. This means your file is ready to use offline.
Tip: You can move offline files within your OneDrive folder without downloading them again. If you move them outside the folder, they will download and leave OneDrive.
Access OneDrive Files Offline on Mobile and Web
Android App Steps
You can Access OneDrive Files offline on Android by using the "Keep offline" feature. This lets you open files when you do not have internet. Here is how you do it: Open the OneDrive app and sign in if you need to. Find the file you want to keep offline. Press and hold the file to pick it. Tap the Keep offline button. The app will download the file to your device. Now you can open it without internet. If you want a folder offline, long-press the folder and tap Make available offline. The Android app does not let you sync whole folders like Windows does. You need a Microsoft 365 subscription to use offline features on mobile.
Note: Offline files on Android are read-only. You cannot share them with Bluetooth or other apps. This is a security rule from Microsoft.
iOS App Steps
You can Access OneDrive Files offline on your iPhone or iPad too. The steps are easy: Open the OneDrive app on your iOS device. Find the file you want to use offline. Tap the three dots next to the file. Pick Make Available Offline. The app saves the file to your device. You can open and edit it without internet. To make a folder offline, you need a paid OneDrive or Microsoft 365 subscription. Changes you make offline will sync when you go online.
Tip: Not all users can use offline folders on iOS yet. Check your app for updates and your subscription.
Web Browser Offline Mode
You can use the "Make available offline" option in some web browsers like Chrome or Edge. This works for work or school Microsoft 365 accounts. When you turn it on, your browser downloads the files you pick. You can open, rename, move, or copy them without internet. All changes will sync to OneDrive when you are back online. This also helps you look at files faster because your browser saves file info.
Note: You need the newest OneDrive Sync app for this to work in your browser.
OneDrive Status Icons Explained
When you use OneDrive, you will see different icons. These icons are next to your files and folders. Each icon tells you if a file is online-only, available offline, or always available. If you know what the icons mean, you can manage your files better. You can also save space on your device.
Online-Only
A blue cloud icon means the file is online-only. This file is only in the cloud. It does not use space on your computer. You need the internet to open or change these files. Files On-Demand lets you see all your files. But it only downloads them when you open them. This helps you save space.
Tip: To save space, keep big files online-only. Right-click and pick Free up space to make a file online-only again.
Available Offline
A green checkmark icon means the file is available offline. OneDrive has downloaded this file to your device. You can open and change it without internet. If your device needs more space, OneDrive might remove these files. But you can always download them again.
Note: These files might be removed if you run out of space. But they are still safe in the cloud.
Always Available
A solid green circle with a white checkmark means the file is always available. You chose to keep this file or folder on your device. OneDrive will not remove it, even if you need space. This is good for important files you use a lot.
Reminder: Files marked as always available use your device’s storage. Make sure you have enough space before you mark big folders.
If you understand these icons, you can control your storage. You can also choose which files stay on your device and which stay in the cloud. This helps you work better and smarter.
Troubleshooting and Storage Tips
Fix Offline Access Issues
Sometimes you might have trouble opening your OneDrive files offline. Here are some common problems and how to fix them:
Sync problems can happen if your internet is not working well. Make sure your device is connected to the internet before you try to sync.
Account or permission mistakes can stop you from getting to your files. Always check you are signed in with the right Microsoft account and that you can see the files.
Mixing up SharePoint and OneDrive can make syncing not work. Do not try to sync SharePoint folders and add shortcuts to OneDrive at the same time.
Some files are too big or not the right type, so they will not sync. Large files or files OneDrive does not support can cause errors.
To fix these problems, try these steps:
Look for the OneDrive icon in your taskbar to see if OneDrive is running.
Make sure you have not used up all your storage space.
Unlink your OneDrive account and link it again to refresh the connection.
Update OneDrive so you have the newest version.
Use OneDrive’s tools to fix file conflicts if you see any.
Clear cached files from the Microsoft Office Upload Center.
Stop syncing any problem folders and start again.
If nothing works, ask Microsoft support for help.
Tip: Keep your OneDrive app updated to stop many problems before they start.
Manage Local Storage
You can choose how much space OneDrive uses on your device. Here are some ways to control your storage:
Only mark important files or folders as "Always keep on this device" to save space.
Use the "Free up space" option to make files online-only. This removes the copy from your device but keeps it in the cloud.
Change sync settings in the OneDrive app to pick which folders sync to your device.
You can also use Storage Sense in Windows:
Open Windows Settings and go to System, then Storage.
Pick how often Storage Sense runs, like every week or when your disk is almost full.
Choose how long files stay offline before they become online-only.
Note: Files marked as "Always keep on this device" will not be removed by Storage Sense.
Use Files On-Demand
Files On-Demand helps you save space and still get to your files. By default, OneDrive keeps your files in the cloud and shows them in File Explorer or Finder. You can:
Download files or folders for offline use by marking them as "Always keep on this device."
Free up space by making files online-only. These files show a blue cloud icon.
Open and edit offline files. OneDrive will sync your changes when you go back online.
This feature lets you keep your device storage free and still quickly get to the files you need most.
To Access OneDrive Files offline, do these things:
On Windows or Mac, right-click your files or folders. Pick "Always keep on this device."
On your phone, use the app’s offline feature for each file.
Look at the status icons to make sure your files are offline.
Offline access helps you work anywhere. It keeps your files updated. You can save space by picking which files to keep offline. For more info, check Microsoft’s official OneDrive documentation. Do you have questions or ideas? Tell us in the comments!
FAQ
How do you know if a OneDrive file is available offline?
Look for the icon next to your file.
A green checkmark means you can open it offline.
A blue cloud means you need internet.
Tip: Always check the icon before you travel.
Can you make all OneDrive files offline at once?
Yes, you can. Right-click your OneDrive folder in File Explorer or Finder. Select "Always keep on this device." All files and folders will download to your computer.
Be careful. This uses a lot of storage space.
What happens if you edit a file offline?
You can edit the file as usual. OneDrive saves your changes on your device. When you reconnect to the internet, OneDrive syncs your changes to the cloud.
You always keep your work safe.
Why can’t you see the “Always keep on this device” option?
You might not have the latest OneDrive app. Update your app first.
Check your account settings.
Make sure Files On-Demand is turned on.
If you still have problems, restart your computer.