Data Backup Problems

How to Download All OneDrive Files Before Canceling Microsoft 365

Huma Ashraf Ch Oct 10, 2026 868 views

Question details

The user needs to download and preserve all files stored in Microsoft OneDrive locally to prevent data loss prior to canceling their Microsoft 365 subscription.

How to Download All OneDrive Files Before Canceling Microsoft 365

Product: Microsoft OneDrive
Device & OS: Windows
Scenario: Canceling a Microsoft 365 subscription while ensuring all cloud files are successfully backed up and accessible offline.
Observed behavior: The goal is to move or copy synchronized cloud files to a local drive unlinked from OneDrive, ensuring documents open correctly offline after the account is deactivated.

Before you start

Verify that your computer or external hard drive has enough available storage space to accommodate the total size of all files currently stored in your OneDrive account.

Solution 1Recommended

Transfer Files via Windows File Explorer

The most reliable method to back up your files is to manually copy them from the synced OneDrive folder to a local or external drive using File Explorer.

By default, Windows uses a feature called 'Files On-Demand', meaning some files might only exist in the cloud until you open them. You must ensure files are fully downloaded to your device before moving them to an un-synced folder.

Open File Explorer

Press the Windows Key + E on your keyboard to launch Windows File Explorer.

Locate Your OneDrive Folder

In the left-hand navigation pane, click on the 'OneDrive' icon to view all your synchronized cloud files and folders.

Download Online-Only Files

Select all the files and folders you wish to keep, right-click them, and choose 'Always keep on this device'. Wait for the status icons to change to a solid green checkmark, indicating they are fully downloaded.

Copy to a Local Folder

Right-click the selected files and click 'Copy'. Navigate to a local folder that is not synced with OneDrive (such as a folder on an external hard drive or a newly created local directory), right-click inside the folder, and select 'Paste'.

Verify Local Access

Disconnect your computer from the internet and try opening several copied files from the new destination to confirm they are accessible offline before canceling your Microsoft 365 account.

Transfer Files via Windows File Explorer

Backup Complete: Once you have verified that the files are accessible locally, it is safe to proceed with canceling your Microsoft 365 subscription without losing your data.

Solution 2

Download Files as a ZIP via OneDrive Web

If you do not use the OneDrive desktop application, you can download all your files directly through your web browser.

Free Microsoft Office alternative

Seamlessly Switch to WPS Office After Canceling Microsoft 365

Once you have backed up your OneDrive files and successfully canceled Microsoft 365, you will still need a reliable suite to open and edit your documents. WPS Office is a free, lightweight, and powerful alternative to Microsoft Office that offers a familiar interface and comprehensive editing tools for all your local files.

1. Download WPS Office: Visit the official WPS website and click the 'Download WPS Office Free' button to get the installer.
2. Install the Software: Run the downloaded installer and follow the simple on-screen instructions to set up the software on your computer.
3. Open Your Backed-Up Files: Launch WPS Office and directly open your recently saved local Word, Excel, and PowerPoint files to continue working seamlessly.

Fully compatible with Microsoft Office formats, including .docx, .xlsx, and .pptx.Completely free to use, saving you from expensive recurring subscription fees.Lightweight design that installs quickly and runs smoothly on both modern and older devices.Familiar user interface requires no learning curve for former Microsoft 365 users.

microsoft office alternative - wps office

Frequently Asked Questions

Will I lose my OneDrive files immediately after canceling Microsoft 365?

Microsoft typically provides a grace period (often 30 days) during which your data remains accessible in a read-only state. However, to prevent accidental data loss, it is highly recommended to download and back up all your files to a local drive before initiating the cancellation process.

Why are my downloaded OneDrive files showing a cloud icon in File Explorer?

A cloud icon indicates that the file is online-only and not physically stored on your hard drive. Before moving these files, you must right-click them and select 'Always keep on this device' to force them to download locally. The icon will change to a solid green checkmark when the download is complete.

How can I check how much storage space my OneDrive files will take?

Open File Explorer, right-click the OneDrive folder, and select 'Properties'. Look at the 'Size' metric to determine exactly how much local or external storage space you will need to accommodate the complete backup.

Can I download all my OneDrive files at once on a Mac?

Yes, you can use the Finder app to drag and drop your synced files from the OneDrive folder to a local Mac folder. Alternatively, you can log into the OneDrive website via Safari or Chrome and download your files as a ZIP archive.

Migration & Recovery