How to Understand OneDrive Files On-Demand Icons and Storage
Question details
The user needs to understand the meaning of various OneDrive sync icons (blue cloud, green check, solid green circle) and how keeping a file on the device impacts cloud storage.
- Product
- Microsoft OneDrive
- Device & OS
- not provided
- Scenario
- Managing file storage, syncing, and automatic backups to OneDrive after a computer upgrade.
- Observed behavior
- Files display different status icons (blue cloud, green check, solid green circle) indicating their local or cloud storage state, and documents automatically save to OneDrive.
Ensure you are signed into your OneDrive account and that your internet connection is active so you can view the most up-to-date sync status of your files.
Interpret and Manage OneDrive Status Icons
Learn the meaning behind the blue cloud, green check, and solid green circle icons to manage your local storage effectively.
OneDrive Files On-Demand helps you access all your files without having to download them and use storage space on your device. Understanding the icons helps you know exactly where your files live.
A blue cloud icon indicates that the file is only available online. It does not take up any space on your local computer until you open it.
A white circle with a green checkmark means you have opened an online-only file, downloading it to your device. You can access these files offline.
A solid green circle with a white checkmark means you have right-clicked the file and selected 'Always keep on this device'. The file is downloaded and permanently takes up local disk space.
To remove the local copy of a file without deleting it from OneDrive, right-click the file or folder and select 'Free up space'. It will revert to a blue cloud icon.
Change Automatic Folder Backup and Save Locations
Stop documents from saving to OneDrive automatically by adjusting folder backup settings.
Manage Your Documents Seamlessly with WPS Office
If managing OneDrive sync settings and default save locations in Microsoft Office feels overwhelming, try WPS Office. It provides straightforward local saving, highly compatible document editing, and its own integrated cloud solution for a hassle-free experience.
- 1. Download WPS Office: Visit the official WPS Office website and download the free installer.
- 2. Install the Application: Run the setup file and follow the on-screen instructions to install the software.
- 3. Save Files Locally: Create your documents and simply click 'Save' to choose a local folder on your computer effortlessly.
Frequently Asked Questions
Does selecting 'Always keep on this device' remove my file from OneDrive?
No, marking a file as 'Always keep on this device' simply downloads a permanent local copy for offline access while keeping the original file securely synced to your OneDrive cloud storage.
How do I remove a local file without deleting it from OneDrive?
To remove a local copy without deleting the cloud version, right-click the file in File Explorer and select 'Free up space'. The icon will change to a blue cloud, indicating it is now online-only.
Why do my files automatically save to OneDrive?
If your OneDrive is set to back up your Documents or Desktop folders, or if your Office applications are defaulted to the synced OneDrive folder, files will automatically save there. You can disable this in the 'Manage backup' section of your OneDrive settings.
