OneDrive File Issues

How to Make OneDrive Online-Only Files Available Offline

Maira Mehtab Sep 27, 2026 869 views

Question details

The user needs to change OneDrive online-only files, shared folders, or internet shortcuts into locally saved files that can be accessed without an internet connection.

Microsoft 365 desktop offline editing then OneDrive SharePoint sync when reconnected

Product: OneDrive
Device & OS: not provided
Scenario: Attempting to access cloud-stored files or shared folders while offline or preventing files from functioning merely as internet shortcuts.
Observed behavior: Files and shared folders are appearing as internet shortcuts or online-only items, requiring an active internet connection to open.

Before you start

Ensure your device has an active and stable internet connection before beginning, as OneDrive will need to download the online-only files to your local drive to make them available offline.

Solution 1Recommended

Use the 'Always keep on this device' Option

This is the primary method to force OneDrive to download files and shared folders to your local drive, ensuring continuous offline access.

By default, Windows uses a feature called Files On-Demand to save storage space. To keep a local copy permanently, you need to manually designate the specific folders or files.

Open File Explorer

Launch File Explorer on your computer and navigate to your OneDrive directory from the left-hand navigation pane.

Locate the Target Files or Folders

Find the specific shared folders, files, or internet shortcuts that you wish to download to your local machine.

Enable Offline Access

Right-click the selected files or folders and click 'Always keep on this device' from the context menu. The sync icon will change to a solid green circle with a white checkmark once the download completes.

Dealing with Persistent Sync Issues: If shared folder shortcuts fail to convert to local files, it may be a temporary sync issue. Try reviewing Microsoft's instructions for syncing shared folders. If the problem persists, use the OneDrive feedback option to report the issue with detailed steps and screenshots.

Free Microsoft Office alternative

Manage and Edit Your Offline Documents Seamlessly with WPS Office

If you are experiencing ongoing sync issues with Microsoft services, consider using WPS Office. It is a fast, lightweight, and user-friendly office suite that lets you effortlessly manage, edit, and save your documents directly to your local drive or alternative cloud storage.

1. Download the Software: Visit the WPS official website and download the free WPS Office installer.
2. Install and Launch: Follow the on-screen instructions to install the suite, then open WPS Office.
3. Open Local Documents: Click 'Open' and select your locally stored documents to start editing immediately without relying on an internet connection.

Fully compatible with all Microsoft Office formats (Word, Excel, PowerPoint).Easily save and access your files locally, bypassing complex sync issues.Includes 20GB of free WPS Cloud storage as a reliable backup alternative.Lightweight application that won't slow down your computer's performance.

microsoft office alternative - wps office

Frequently Asked Questions

Why are my OneDrive files showing up as internet shortcuts?

This happens when OneDrive's 'Files On-Demand' feature is enabled. It saves local hard drive space by keeping the actual files in the cloud and leaving a shortcut on your computer until you double-click to open them.

How can I revert a file back to being online-only to save space?

Right-click the local file or folder in File Explorer and select 'Free up space'. This will remove the locally downloaded copy from your device while keeping it safely stored in your OneDrive cloud.

What do the different OneDrive status icons mean?

A blue cloud icon means the file is online-only. A green checkmark with a white background means the file was downloaded temporarily upon opening. A solid green circle with a white checkmark means you have explicitly marked the file to 'Always keep on this device'.

Document & File Issues