Data Backup Problems

How to Move All OneDrive Files to an External Hard Drive

Maira Mehtab Sep 21, 2026 868 views

Question details

The user needs to transfer all files from a full OneDrive account to an external hard drive before clearing their cloud storage account.

Product: OneDrive
Device & OS: not provided
Scenario: OneDrive cloud storage has reached its maximum capacity, requiring the user to create a complete data backup on a physical external drive to safely free up cloud space.
Observed behavior: The user wants to securely copy all files to an external device, ensure data integrity, and clear the OneDrive account without risking permanent data loss.

Before you start

Ensure your external storage device is properly connected to your computer and has sufficient free capacity to hold the entire contents of your OneDrive folder.

Solution 1Recommended

Safely Download and Transfer Files to an External Drive

This is the most secure method to ensure all your files are completely downloaded and physically backed up before making any changes to your OneDrive account.

Before copying files to an external drive, it is crucial to ensure that all files are actually downloaded to your local computer. If you use 'Files On-Demand', some files might only exist in the cloud, and copying them without downloading will result in broken shortcuts.

Download OneDrive Files Locally

Open Finder (Mac) or File Explorer (Windows) and navigate to your OneDrive folder. Select all files and folders, right-click, and choose 'Always keep on this device' to force a full local download.

Copy to the External Drive

Connect your external USB drive. Once all OneDrive files have a solid green checkmark indicating they are locally available, select them all, copy them, and paste them into a new folder on your external storage device.

Verify the Backup

Navigate to the folder on your external drive and open several different types of files (such as documents and images) to verify that they open correctly and the backup is completely uncorrupted.

Important Verification Step: Do not delete any content from your computer or OneDrive until you have verified that the files on your external drive can be opened successfully.

Solution 2

Unlink OneDrive to Safely Clear Storage

Once your backup is verified, you must unlink your account to prevent local deletions from syncing and deleting your cloud files.

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Easily Edit Your Backed-Up Files Offline with WPS Office

After moving your OneDrive files to an external drive, you need a reliable offline office suite to open, edit, and manage your documents. WPS Office is a highly compatible, lightweight alternative to Microsoft Office that works seamlessly with local and external storage without forcing cloud synchronization.

1. Install WPS Office: Download and install WPS Office for free on your Mac or Windows computer.
2. Connect Your Drive: Plug in the external storage device where you saved your OneDrive backup.
3. Open and Edit Files: Launch WPS Office, click 'Open', and browse your external drive to seamlessly access and edit your Word, Excel, and PowerPoint files.

Fully compatible with Microsoft Office formats including .docx, .xlsx, and .pptx.Works flawlessly completely offline, perfect for editing files directly from your external storage device.Lightweight installation saves valuable local disk space compared to other office suites.Familiar user interface ensures a seamless migration with zero learning curve.

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Frequently Asked Questions

Can I move the OneDrive folder directly to my external drive?

Yes, you can change the location of your OneDrive folder to an external drive by unlinking your account and re-linking it while selecting the external drive as the new destination. However, the drive must always remain connected while OneDrive is running to prevent syncing errors.

Why are my copied OneDrive files not opening from the external drive?

If your OneDrive was set to use 'Files On-Demand', the files on your computer were likely just shortcut links to the cloud. You must right-click the files in the original OneDrive folder and select 'Always keep on this device' to download the actual data before copying them to the external drive.

Will deleting local files on my computer delete them from the OneDrive cloud?

Yes. If your computer is still actively linked to your OneDrive account, deleting files from the local OneDrive folder will sync the deletion to the cloud. To prevent this, you must unlink your account in the OneDrive settings before deleting any local files.

How do I check how much storage my OneDrive files are using?

Right-click the OneDrive folder in File Explorer (Windows) or Finder (Mac) and select 'Properties' or 'Get Info'. Look at the 'Size on disk' value to see exactly how much space your files take up, and ensure your external drive has at least that much free capacity.

Migration & Recovery