Microsoft OneDrive: File Management and Storage

File Management

1. Creating Files in OneDrive 
2. Creating and Organizing Files in OneDrive 
3. Upload Files/Folders to OneDrive
4. Download Files from OneDrive 
5. File Types Not Supported by OneDrive

Using Files on Demand

1. Enabling Files On-Demand in OneDrive 
2. Using Files On-Demand 
3. Setting Up Files for Offline/Online Access 
4. Saving local disk space with Files On-Demand 

Quick Links

File Management 

Creating Files in OneDrive 

1. Access OneDrive: Open your web browser, go to onedrive.live.com, and sign in with your Microsoft account.
2. Navigate to the Folder: Choose an existing folder by clicking on it, or remain in the main directory where you want to create the new file.
3. Create a New File: Click the New button at the top of the page and select the type of file you want to create (e.g., Word document, Excel workbook, PowerPoint presentation). A new file will open, allowing you to start editing immediately.

4. Name Your File: Click on the file name at the top (e.g., "Document," "Workbook") and type in your desired name. Press Enter to save the new name.

Creating and Organizing Files in OneDrive 

1. Create Folders: Click the New button, select Folder from the dropdown, enter a name, select a folder color if preferred, and click Create.

2. Move Files into Folders:

• Option 1: Right-Click and ‘Move to’: Right-click the file, select Move to, choose the destination folder, and confirm.

• Option 3: Three Dots (More Options) and ‘Move to’: Click the ellipsis (...) next to the file, select Move to from the dropdown, choose the destination folder, and confirm.

3. Rename Files or Folders: 

• Option 1: Right-Click and ‘Rename’: Right-click the file or folder, select Rename, type the new name, and press Update.

• Option 2: Select and ‘Rename’: Click the file's circle, click Rename in the toolbar, type the new name, and press Update.

• Option 3: Three Dots (More Options) and ‘Rename’: Click the ellipsis (...) next to the file or folder, select Renamefrom the dropdown, type the new name, and press Update.

4. Sort Files: Click Sort at the top to sort by name, modified date, or other criteria.

5. Use Color Tags (if available): Right-click on a folder, choose Folder color, or utilize color-tagging options to categorize files.

Upload Files/Folders to OneDrive 

1. Open OneDrive: Go to OneDrive and sign in with your Microsoft account.
2. Choose the Destination Folder: Navigate to the folder where you want to upload files, or stay on the main page to upload directly to the root directory.
3. Upload Files: Click New on the left side, select Upload (choose either Files or Folder), select the files or folder you want to upload, and click Open to start uploading. Monitor the progress indicator to confirm completion.

Windows Platform

Use the OneDrive app or File Explorer for seamless drag-and-drop uploads directly to OneDrive folders.

Mac Platform

Use Finder or the OneDrive menu bar app to drag files directly into synced folders.

• Option 2: Select and ‘Download’: Click the file's circle, click Download in the toolbar, and the file will start downloading.

• Option 3: Three Dots (More Options) and ‘Download’: Click the ellipsis (...) next to the file, select Download from the dropdown, and the file will start downloading.

Note: For a single file, your browser will download it immediately to your default downloads folder. 

3. Option 1: Right-Click and ‘Select’: Right-click each file or folder to select them, then right-click again and choose Download.

• Option 2: Circle Selection: Hover over each file or folder, click the selection circle, then click Download in the toolbar.

• Option 3: Three Dots (More Options): Click the ellipsis (...) next to each file or folder, select Select, and after selecting all items, click the ellipsis again and choose Download.

Additional Notes:

• The Download button may disappear after refreshing the page. Navigate back to the folder or reload OneDrive to restore it.
• When downloading multiple files or folders, OneDrive automatically zips them before download.
• Ensure your browser supports folder downloads; most modern browsers do.
• Adjust your browser’s download settings to change the default download location.
• OneDrive supports a wide range of file types for storage and download.

File Types Not Supported by OneDrive 

System and Temporary Files: OneDrive does not sync system files like desktop.ini, thumbs.db, .ds_store, and files with .tmp, .EXE, .SYS, and .BAT extensions to ensure system stability and security.

Outlook Data Files: .pst files actively in use by Outlook are not synced.

OneNote Files: .one files created by the desktop version of OneNote are not synced.

Files with Invalid Names: File or folder names containing characters like \, /, *, :, ?, and reserved names like CON, AUXcannot be synced.

Large Files: Files exceeding 250 GB in size are not supported.

Packages or Bundles: MacOS applications, such as iMovie or Logic Pro, may store data as packages or bundles that appear as a single file but actually contain multiple files and folders. These packages cannot be synced, though individual files within them can be.

Additional Tips: OneDrive.com can only display thumbnails or image previews for images smaller than 100 MB or approximately 12000 x 8000 pixels.

Using Files On-Demand 

Enabling Files On-Demand in OneDrive: Files On-Demand allows you to save space by accessing files directly from File Explorer (Windows) or Finder (Mac) without downloading them.

Note:
Files On-Demand is enabled by default starting with OneDrive build 23.066 for Windows and macOS 12.1 Monterey. It requires macOS 10.14 or newer.

Enabling Files On-Demand in OneDrive

  For Windows

1. Open OneDrive Settings: Click the OneDrive cloud icon in the taskbar's notification area (click the arrow for hidden icons if not visible). Right-click and select Settings.
2. Go to the Settings Tab: In the OneDrive settings dialog, click the Settings tab.
3. Enable Files On-Demand: Check Save space and download files as you use them under Files On-Demand.
4. Click OK: Click OK to apply the changes.
5. Restart OneDrive: Right-click the OneDrive icon, choose Close OneDrive, and reopen it from the Start menu to ensure changes take effect.

For Mac

1. Open OneDrive: Click the OneDrive cloud icon in the menu bar. Launch OneDrive from the Applications folder or Spotlight if it’s not visible.
2. Access Preferences: Click the gear icon in the OneDrive menu and select Preferences.
3. Go to the Settings Tab: In the Preferences window, navigate to the Settings tab.
4. Enable Files On-Demand: Check Save space and download files as you use them under Files On-Demand.
5. Close Preferences: Close the window, and the changes will apply automatically.

Using Files On-Demand 

Status Icons:

• Cloud icon: File stored online only, requires an internet connection.
• Solid green checkmark: File available offline, stored on your device.
• Green checkmark in a white circle: File being used, available offline.

Make Files Always Available Offline:
Right-click a file and select Always keep on this device to ensure it's always available offline.

Setting Up Files for Offline/Online Access  

Before you can access files offline, you need to have the OneDrive app installed and Files On-Demand enabled (see previous instructions for enabling Files On-Demand). 

1. Open File Explorer: Click on the File Explorer/Finder icon on the taskbar or press Windows + E / Command + N on your keyboard.
2. Navigate to OneDrive Folder: In File Explorer/Finder, find the OneDrive folder in the navigation pane/sidebar on the left. Click on it to view your OneDrive files and folders.
3. Make Files Available Offline: Right-click on the file or folder you want to make available offline, choose Always keep on this device from the context menu, and a solid green checkmark will appear on the file or folder icon, indicating that it's available offline.

Accessing Files Offline 

Once you've set files or folders to be available offline: 

1. Access Files Anytime: Open File Explorer and go to your OneDrive folder to access any files with a solid green checkmark, even without an internet connection.
2. Work on Your Files: Any changes made to offline files will automatically sync with your OneDrive cloud storage once you reconnect to the internet.

Notes:

• Storage Space: Making files available offline uses local storage on your device.
• Syncing: Periodically connect your device to the internet to sync offline files and keep changes updated across devices.

By following these steps, you can seamlessly switch between online and offline modes, making sure your files are accessible no matter where you are. 

Saving local disk space with Files On-Demand 

After enabling Files On-Demand, you can manage which files are stored locally and which are only available online: 

1. Open File Explorer: Access File Explorer/Finder by clicking its icon on the taskbar or pressing Windows + E / Command + N.
2. Go to the OneDrive Folder: Find OneDrive listed in the left sidebar of File Explorer/Finder. Click on it to view all your OneDrive files and folders.
3. Identify File Status:
   • Cloud icon: The file is stored online only and doesn't take up local space.
   • Solid green checkmark: The file is stored locally and available offline.
   • White checkmark in a green circle: The file is available both online and offline but primarily stored online.
4. Set Files to Online-Only: To save space, right-click a file or folder with a green checkmark, select Free up space, and the status will change to an online-only cloud icon, removing the local copy while keeping the file accessible online.
5. Accessing Online-Only Files: Double-click an online-only file when connected to the internet. OneDrive will download the file and open it. Afterward, you can keep it locally or set it to online-only again to save space.

Additional Tips:

• Automatic Sync: Changes to files will sync automatically when connected to the internet, ensuring the latest version is available on all devices.
• Internet Connection: A reliable internet connection is necessary for accessing online-only files.
• Regular Cleanup: Review local files periodically to free up space, especially on devices with limited storage.

By following these steps, you can manage your local disk space effectively while ensuring that all your important files remain accessible through OneDrive's Files On-Demand feature. 

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