SharePoint Document Issues

How to Make SharePoint Files Available Locally with OneDrive Sync

Tauseeq Magsi Oct 9, 2026 870 views

Question details

The user needs to keep synchronized SharePoint files accessible on the local drive without having to download them on demand.

How to Make SharePoint Files Available Locally with OneDrive Sync

Product: SharePoint and OneDrive
Device & OS: not provided
Scenario: Accessing large SharePoint files, such as MP4 videos, quickly from the local drive without waiting for them to download first.
Observed behavior: Files synchronized through OneDrive remain online-only and display cloud icons, requiring them to be downloaded each time they are opened because Files On-Demand is enabled.

Before you start

Verify that your computer has sufficient local disk space before making large SharePoint files or entire synchronized folders permanently available offline.

Solution 1Recommended

Make Specific Files or Folders Always Available Offline

This method is best for keeping only selected large or frequently used files locally, ensuring quick access without consuming your entire hard drive space.

By default, OneDrive uses Files On-Demand to keep files in the cloud until you open them. If you frequently use large files like videos or extensive presentations, marking them to stay on your device skips the downloading step and provides instant access.

Open File Explorer

Navigate to the OneDrive-synced SharePoint folder on your computer where the online-only files are currently located.

Select the target files

Right-click the specific files or folders (such as your large MP4 videos) that you want to keep available locally.

Enable local availability

Select 'Always keep on this device' from the context menu.

Make Specific Files or Folders Always Available Offline

Verification: The cloud icon next to the selected files will change to a solid green circle with a white checkmark, indicating they are permanently downloaded and available offline.

Solution 2

Disable Files On-Demand in OneDrive Settings

Ideal if you have ample disk space and prefer that all synced SharePoint content is automatically stored locally by default.

Free Microsoft Office alternative

Edit Your Local SharePoint Documents with WPS Office

Once your SharePoint files are synced locally, you need a reliable and fast office suite to view and edit them. WPS Office is a lightweight, completely free alternative to Microsoft Office that seamlessly handles your downloaded files.

1. Download and install: Download WPS Office for free from the official website and complete the quick installation process.
2. Open your local folder: Launch WPS Office, click on 'Open', and navigate to your OneDrive-synced SharePoint folder in File Explorer.
3. Start editing: Select your local document to open it instantly. Any edits you save will be automatically synced back to SharePoint by OneDrive.

Fully compatible with Microsoft Office formats (.docx, .xlsx, .pptx) downloaded from SharePoint.Lightweight installation ensures large documents open instantly directly from your local drive.Familiar, tabbed user interface makes it easy to switch without a learning curve.Completely free to use for your essential document, spreadsheet, and presentation editing needs.

microsoft office alternative - wps office

Frequently Asked Questions

What does the cloud icon mean next to my SharePoint files?

The cloud icon indicates that the file is stored online-only through OneDrive's Files On-Demand feature. It does not take up local disk space but requires an active internet connection to download and open.

Where are locally available files actually stored on my computer?

When you mark files as 'Always keep on this device' or disable Files On-Demand, the copies are downloaded and stored directly within the designated OneDrive-synced SharePoint folder on your computer's local hard drive.

Will changes made to local files sync back to SharePoint?

Yes. As long as the OneDrive application is running in the background and you are connected to the internet, any edits or saves made to your locally stored files will automatically sync back to the SharePoint cloud.

How can I free up local disk space if I no longer need a file offline?

Right-click the locally saved file or folder in File Explorer and select 'Free up space'. This will instantly remove the local copy from your hard drive and revert it back to an online-only file with a cloud icon.

Document & File Issues