OneDrive sync: how it works and fixing common problems
Updated 10 November 2026 · How-to
What the OneDrive icons mean, why files say 'available when online', and what to do when sync gets stuck.
OneDrive keeps the files on your computer in step with your copy in the cloud. On many of the computers we manage, your Desktop and Documents folders are linked to OneDrive, so anything you save there is protected and also covered by our Microsoft 365 backup. Most of the time it works silently, but it helps to know what the icons mean.
The status icons
A blue cloud next to a file means it is stored online and downloaded only when you open it. That saves disk space and is normal. A green tick in a white circle means a copy is on your computer. A solid green circle with a white tick means you have set the file to always stay on this device. Two blue arrows going round mean it is syncing. A red circle with a cross means that file could not sync.
Working offline
If you are going somewhere without internet, right-click the folder you need and choose Always keep on this device while you are still online. Files marked this way open without a connection, and your changes sync when you are back online.
When sync is stuck
Click the OneDrive cloud icon near the clock (or in the menu bar on a Mac). It usually tells you what the problem is. The common causes are easy to fix. The file may be open in another program; close it. The file name may contain characters OneDrive does not accept, or the path may be very long; rename the file or move it up a level. The computer may be low on disk space. Or you may simply need to sign in again. If OneDrive is paused, click Resume syncing.
Two copies of the same file
If you see a file with your computer's name added to it, two versions were changed at the same time and OneDrive kept both rather than lose anything. Open both, keep the right one and delete the other.
Do not move things around in bulk
Moving or deleting large folders inside OneDrive affects every device and every person they are shared with. If you need to reorganize a lot of files, ask us first. And if you deleted something by mistake, see Recovering a deleted email or file yourself.
Still not working
Email hello@bitlogix.tech with a screenshot of the OneDrive message. Please do not reset or unlink OneDrive on your own, as that can leave files only on your computer where they are not backed up.
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