OneDrive File Issues

How to Use OneDrive to Sync Important Folders Across Devices

Amos Gikunda Sep 25, 2026 870 views

Question details

The user needs to back up specific folders, control which files take up physical storage space on their computer, and access their synchronized data across multiple devices.

How to Use OneDrive to Sync Important Folders Across Devices

Product: Microsoft OneDrive
Device & OS: not provided
Scenario: Setting up folder backups and using selective synchronization to manage local disk space while keeping files accessible across devices.
Observed behavior: Files need to be synchronized through the OneDrive folder path, with options to retain local copies or keep files available online only.

Before you start

Ensure you are signed into the Microsoft OneDrive desktop client with the same Microsoft account on all the devices you intend to synchronize.

Solution 1Recommended

Configure OneDrive Selective Sync and Folder Backup

Use OneDrive settings to select which folders to back up to the cloud and choose which files to keep physically stored on your local device.

Selective synchronization allows you to control which OneDrive folders are downloaded to your computer's hard drive. This is especially useful for saving space on devices with limited storage.

Open OneDrive Settings

Click the OneDrive cloud icon in the taskbar notification area (system tray), click the gear icon, and select 'Settings'.

Manage Backup and Selective Sync

Navigate to the 'Sync and Backup' tab. Click on 'Manage backup' or 'Select folders' to choose exactly which folders you want to store locally on your computer.

Keep Files Locally

To ensure a specific file or folder is always available offline, open File Explorer, right-click the file in your OneDrive folder, and select 'Always keep on this device'.

Configure OneDrive Selective Sync and Folder Backup

Online Access: Files that you choose not to synchronize locally will not take up hard drive space, but they remain fully accessible through OneDrive on the web or the mobile app.

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Edit Your Synced Documents with WPS Office

While OneDrive handles your file synchronization, WPS Office provides a lightweight, highly compatible, and completely free alternative to Microsoft Office for editing your synced Word, Excel, and PowerPoint files.

1. Install WPS Office: Download and install the free WPS Office suite on your device.
2. Open Synced Files: Navigate to your local OneDrive folder via File Explorer and open your Office documents directly in WPS Office.
3. Save and Sync Automatically: Edit your documents and hit save. OneDrive will automatically detect the changes made by WPS Office and sync them across all your devices.

Seamless format compatibility with Microsoft Office files (.docx, .xlsx, .pptx) stored in your OneDrive.Lightweight installation that opens synced files instantly without slowing down your computer.Familiar user interface for immediate productivity without a steep learning curve.Built-in PDF editing tools for comprehensive document management.

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Frequently Asked Questions

Why are some of my OneDrive files showing a cloud icon?

A cloud icon indicates that the file is available online but is not currently taking up physical space on your computer. When you open the file, it will download automatically, or you can right-click it and select 'Always keep on this device'.

Can I choose not to sync certain large folders to my laptop?

Yes. Open your OneDrive Settings, navigate to 'Sync and Backup', click 'Select folders', and simply uncheck any large folders you do not want downloaded to your laptop's hard drive.

Will deleting a synced file on my computer delete it everywhere?

Yes. If you delete a file from a synced OneDrive folder on your local device, it will be moved to the OneDrive recycle bin and subsequently removed from all your other synchronized devices.

How do I access my synced folders on my mobile phone?

Download the Microsoft OneDrive app from your device's app store (iOS or Android), sign in with the same Microsoft account you use on your computer, and you will be able to view and open all your synced files.

Document & File Issues