OneDrive sync: everything you need to know

Microsoft OneDrive is a cloud storage service that integrates seamlessly with Windows, but also works very well on Mac. With OneDrive you can sync files across all your devices, collaborate on documents and create backups automatically. In this complete guide, you'll learn how to set up OneDrive sync the best way.

What is OneDrive?

OneDrive is Microsoft's cloud storage solution, built into Windows 10 and Windows 11. The service offers:

  • 5 GB of free storage (100 GB with Microsoft 365 Basic, 1 TB with Microsoft 365 Personal/Family)
  • Automatic sync across devices
  • Integration with Microsoft Office apps
  • File sharing with others
  • Automatic backup of important folders

Setting up OneDrive on Windows

On Windows, OneDrive is usually already installed. Here's how to set it up:

Opening OneDrive

Click the cloud icon in the taskbar at the bottom right. If you don't see the icon, search for 'OneDrive' in the Start menu and open the app.

Signing in with your Microsoft account

Enter your Microsoft account email address and password. If you don't have a Microsoft account, you can create one for free. After you sign in, your OneDrive folder is created automatically.

Choosing the OneDrive folder location

By default, the OneDrive folder is placed in your user folder. You can choose a different location during setup if you want, for example another drive with more space.

Selecting folders to sync

You can choose which folders you want to sync to your computer. Click 'Choose folders' to select only specific folders. This is useful if your OneDrive contains many files but you have limited disk space.

Setting up OneDrive on Mac

OneDrive is also available for macOS:

Downloading OneDrive

Open the Mac App Store and search for 'OneDrive'. Click 'Get' to install the app. You can also download OneDrive from microsoft.com/onedrive.

Signing in

Open OneDrive from your Applications folder or Launchpad. Sign in with your Microsoft account. The OneDrive folder is created in your home folder.

Finder integration

After installation, OneDrive appears in the Finder sidebar. You can drag files to this folder to sync them with the cloud.

Setting up backup of important folders

One of OneDrive's most powerful features is the ability to back up your important folders automatically:

Which folders can you back up?

OneDrive can automatically sync the following folders:

  • Desktop
  • Documents
  • Pictures

Turning on backup

Click the OneDrive icon in the taskbar, go to Settings and select the 'Sync and backup' tab. Click 'Manage backup' and select which folders you want to back up. All files in these folders are automatically synced to OneDrive.

Benefits of folder backup

By turning on this feature, your important files are always safe in the cloud. If your computer breaks down or is stolen, you can access all your files right away from another device.

Using Files On-Demand

Files On-Demand is a smart feature that saves disk space:

How does Files On-Demand work?

With Files On-Demand, files are not downloaded to your computer by default. Instead, you see a placeholder that shows the file name and size. The file is only downloaded when you open it.

Recognizing file status

In File Explorer, you see different icons next to your files:

  • Cloud icon (blue): File is available online only
  • Check mark (green): File is downloaded and available offline
  • Solid check mark (green): File is always available offline

Making files always available offline

Right-click a file or folder and select 'Always keep on this device'. The file is downloaded and stays available, even without an internet connection.

Freeing up disk space

To free up space, right-click a file and select 'Free up space'. The file is removed from your computer but stays available in the cloud.

Sharing files through OneDrive

OneDrive makes it easy to share files:

Right-click a file or folder in your OneDrive folder and select 'Share'. You can choose who can view or edit the file and generate a link to share.

Setting permissions

Decide whether recipients can only view the file or can also edit it. You can also set a password or an expiration date for the sharing link.

Stopping sharing

Go to onedrive.com, find the shared file and click 'Manage access' to see who has access and to stop sharing.

OneDrive Personal Vault

For extra sensitive files, OneDrive offers the Personal Vault:

What is Personal Vault?

Personal Vault is a protected folder within OneDrive that requires extra verification to open. This is ideal for identity documents, financial documents or other sensitive files.

Turning on Personal Vault

Open OneDrive in your web browser or File Explorer and click 'Personal Vault'. Go through the verification steps to unlock the vault. The vault locks automatically after 20 minutes of inactivity.

Fixing sync problems

Having problems with OneDrive? Here are some solutions:

Sync is paused

Check whether OneDrive is running (cloud icon in the taskbar). Click it and check that sync is not paused. You can resume sync by clicking 'Resume syncing'.

Files are not syncing

Check your internet connection. Click the OneDrive icon and see whether there are any conflicts. Files with problems are marked with a red cross.

Conflicting files

If the same file was changed in multiple places, OneDrive creates a conflicting copy. Open both versions, decide which one you want to keep and delete the other.

Resetting OneDrive

If nothing works, you can reset OneDrive. Press Windows+R, type 'wsreset.exe' and press Enter. This resets the OneDrive cache without deleting your files.

OneDrive and Microsoft 365

OneDrive works seamlessly with Microsoft 365:

AutoSave

When you save a Word, Excel or PowerPoint file in OneDrive, changes are saved automatically. You never have to click 'Save' manually again.

Version history

OneDrive automatically keeps previous versions of your files. Right-click a file and select 'Version history' to view or restore older versions.

Real-time collaboration

Share a document with others and work on it at the same time. You see the changes others make right away, which makes collaboration much more efficient.

Conclusion

OneDrive is a powerful cloud storage service that integrates seamlessly with Windows and works very well on Mac. With features such as Files On-Demand, automatic backups and Personal Vault, OneDrive offers everything you need for secure and convenient file syncing. By following the steps in this guide, you'll have OneDrive set up quickly and can enjoy access to your files from any device.

Frequently asked questions

How much free storage do I get with OneDrive?

With a free Microsoft account, you get 5 GB of storage. With Microsoft 365 Basic you get 100 GB, and with Microsoft 365 Personal or Family you get 1 TB per person. Students and employees often get extra storage through their organization.

What is the difference between Files On-Demand and making files available offline?

With Files On-Demand, files are only downloaded when you open them, which saves disk space. If you set a file to 'Always keep on this device', it is downloaded completely and stays available without an internet connection.

Can I pause OneDrive sync temporarily?

Yes, click the OneDrive icon in the taskbar, click the gear icon and select 'Pause syncing'. You can choose 2 hours, 8 hours or 24 hours. Sync resumes automatically after the chosen period.

What happens if I delete a file from OneDrive?

If you delete a file from your OneDrive folder, it is also deleted from the cloud and from all your other devices. Deleted files are kept for 30 days in the OneDrive Recycle bin on onedrive.com, where you can restore them.

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