How to Sync OneDrive Files and Folders Across Devices

OneDrive syncs files automatically after you sign in, but only files stored inside your OneDrive folder or Windows folders included in OneDrive backup are uploaded. A file saved elsewhere on the computer will not sync merely because the OneDrive app is running.

The basic setup is to sign in to OneDrive, confirm its folder location, and place files inside that folder. You can then decide whether to back up Desktop, Documents, and Pictures, which cloud folders should appear on the computer, and which files must remain available without an internet connection.

Choose the Right OneDrive Sync Option

Several OneDrive settings sound similar but perform different jobs. Start with the result you want:

This distinction prevents a common mistake: Choose folders does not upload an unrelated folder from your drive. It controls which folders already stored in OneDrive are shown in File Explorer on that computer.

Set Up OneDrive on Windows 11

OneDrive is normally included with Windows 11. These steps also work on supported Windows 10 installations with the current OneDrive sync app.

1. Open Start and search for OneDrive.
2. Launch the app and enter your personal Microsoft account or work or school account.
3. Confirm the location shown on the Your OneDrive folder screen.
4. Select Change location now if you want the OneDrive folder on another supported local drive.
5. Complete the setup screens, then select Open my OneDrive folder.

The default personal folder is usually similar to:

C:\Users\YourName\OneDrive

A work account normally appears as OneDrive - OrganizationName. File Explorer can show a personal account and one or more work or school accounts separately. Windows supports only one Personal OneDrive account in the sync app, although multiple work or school accounts can be added.

Microsoft’s OneDrive synchronization instructions confirm that Windows 11 already includes OneDrive and that the setup wizard is the best time to change the local folder location.

OneDrive does not open or appear in search

Download the current OneDrive app from Microsoft and install it. A work or school computer may restrict OneDrive installation or sign-in through an organization policy, so contact the administrator if setup options are unavailable.

Sync a File or Folder With OneDrive

Open File Explorer and select OneDrive in the navigation pane. Copy, move, or save the item anywhere inside that folder.

For example, a document saved here is part of OneDrive:

C:\Users\YourName\OneDrive\Projects\Budget.xlsx

OneDrive uploads the file when the computer is online. Edits made on OneDrive.com or another connected device are then downloaded to the computer.

Moving a folder into OneDrive changes its local location. Applications or shortcuts that expect the old path may need to be updated. Copy the folder instead when you need to test the result before removing the original.

Synchronization is two-way. Deleting a synced item in File Explorer also removes it from OneDrive and other connected devices. The item normally goes to the OneDrive recycle bin, but sync should not be treated as an independent backup against every accidental change.

Sync Desktop, Documents, and Pictures

Files in the ordinary Desktop, Documents, and Pictures folders are not automatically part of OneDrive unless folder backup is enabled.

1. Select the OneDrive cloud icon in the taskbar notification area.
2. Select the Help and Settings gear, then Settings.
3. Open Sync and backup.
4. Select Manage backup.
5. Turn on the folders you want OneDrive to protect.
6. Select Save changes or Start backup, depending on the app version.

Microsoft currently lists Desktop, Documents, Pictures, Music, and Videos among the folders that may be available for OneDrive folder backup. The exact choices can depend on the account and device. Its folder-backup documentation also warns that cloud-only files may need to be downloaded before you stop backing up a folder.

Check storage before starting folder backup

The upload can stop when the files exceed the available OneDrive storage. Right-click the folders you plan to back up, open Properties, and compare their combined size with the storage available in your OneDrive account.

Large video collections can consume storage and upload bandwidth quickly. Start with the folders that contain irreplaceable work, documents, or photos rather than enabling every option without checking the size.

Understand what changes when folder backup starts

OneDrive redirects the selected known folder into OneDrive. Your Desktop files may then appear on another Windows computer where you enable the same backup using the same account.

Do not manually create competing Desktop or Documents copies while setup is running. Let OneDrive complete the move, confirm the files online, and update any applications that depend on an old custom path.

Choose Which OneDrive Folders Appear on the PC

A large OneDrive account does not need to display every folder on every computer.

1. Select the OneDrive cloud icon.
2. Open Help and Settings > Settings.
3. Select Account.
4. Choose Choose folders for the correct account.
5. Clear a folder you do not want displayed on this computer.
6. Select OK.

The cleared folder remains in OneDrive and on other devices. It disappears from this computer’s OneDrive folder, so confirm that you are changing folder selection rather than deleting the folder in File Explorer.

Use Choose folders when a work archive or large media folder is irrelevant to one computer. Use Files On-Demand instead when you want to see a folder in File Explorer without storing all of its contents locally.

Understand OneDrive Status Icons and Offline Files

Files On-Demand lets File Explorer show OneDrive files without downloading every file immediately.

To keep a file available without internet, right-click it and select Always keep on this device. To remove its local copy after it has synced, right-click it and select Free up space.

Freeing space does not delete the cloud copy. Deleting the file is different and removes it from synced locations.

For a separate local copy that is no longer tied to synchronization, follow how to download files from OneDrive and save the copy outside the OneDrive folder.

Sync OneDrive Between Two Computers

OneDrive does not directly copy files from one PC to another. Each computer synchronizes with the same cloud account.

1. Allow the first computer to finish uploading the required files.
2. Sign in to OneDrive.com and confirm that those files appear and open correctly.
3. On the second computer, open OneDrive and sign in with the same Microsoft account.
4. Use Choose folders to select what should appear on that computer.
5. Mark essential files Always keep on this device when they must work offline.

Avoid copying an entire active OneDrive folder to the second computer with a USB drive and then signing in over it. Duplicate files, old versions, or conflicts may be uploaded. Let OneDrive create and populate its own folder, then copy only exceptional items after checking which version is current.

Edits sync both ways. Closing a document on one computer before opening it on the other reduces the chance of creating conflicted copies, especially when the application does not support live coauthoring.

Sync OneDrive on Android or iPhone

Install Microsoft OneDrive from the phone’s official app store and sign in with the same account. Files already stored in OneDrive become visible in the app without downloading the entire library to the phone.

To make an item available without internet, open its menu and select Make available offline. This is different from saving a separate copy to the phone.

Camera Upload can automatically send new photos and videos to OneDrive when enabled in the mobile app settings. Check the selected Microsoft account, background-data permissions, battery restrictions, mobile-data preference, and available cloud storage before relying on it.

Changes made inside the OneDrive app or a connected Microsoft Office app can sync back to the cloud. A file saved by another phone app to an unrelated local folder will not automatically join OneDrive unless that app saves or shares it there.

How to Confirm OneDrive Has Finished Syncing

Do not assume that seeing a file in File Explorer means it has uploaded successfully. Use these checks:

1. Select the OneDrive cloud icon and read the current status.
2. Look for a red X or circular-arrow icon beside the file.
3. Open OneDrive.com in a browser and confirm the file appears in the expected folder.
4. Open the file online or compare its modified time when the upload is important.

The OneDrive activity panel should report that files are up to date when pending changes have finished. A blue cloud beside a file means the cloud copy exists, while circular arrows mean processing is still underway.

OneDrive Is Not Syncing New Files

OneDrive normally syncs automatically and does not require a manual Sync button for ordinary files. When a change remains pending:

• Confirm that the file is actually inside the OneDrive folder or a backed-up Windows folder.
• Select the cloud icon and resume syncing if it is paused.
• Verify that the correct personal or work account is signed in.
• Check both OneDrive storage and local disk space.
• Close the file in any application that may be locking it.
• Shorten unusually long folder paths and remove unsupported characters reported by OneDrive.
• Restart OneDrive from its Help and Settings menu.
• Check OneDrive.com to determine whether the cloud copy or local copy is missing.

Resetting should come after these checks because it rebuilds the local synchronization connection. The reset OneDrive without losing files guide explains the correct reset commands, what the process changes, and when unlinking the PC is the better next step.

A specific error code deserves its own diagnosis. For example, OneDrive error 0x80070185 can appear when Windows tries to access a cloud-backed file that is not available as expected.

Avoid These OneDrive Sync Mistakes

• Do not delete a synced file when you only want to free local disk space.
• Do not unlink or reset OneDrive before confirming important files online.
• Do not assume Desktop, Documents, and Pictures are protected without checking Manage backup.
• Do not sign in with a different Microsoft account on the second device.
• Do not edit the same non-coauthored file offline on two devices and expect OneDrive to choose the correct version.
• Do not use Choose folders as a substitute for uploading a local folder.
• Do not stop folder backup without reading whether files will remain in OneDrive or move back to the PC.

The safest workflow is to upload a small test folder first, confirm it on OneDrive.com and a second device, then expand the setup. That test proves the account, folder location, and offline choices are correct before you entrust a larger collection to the synchronization process.

Frequently Asked Questions

Does OneDrive sync automatically?

Yes. The desktop app monitors the OneDrive folder and enabled backup folders while it is running and connected. Files outside those locations do not sync automatically.

How do I manually sync OneDrive?

Ordinary OneDrive synchronization is automatic. Select the cloud icon, resume syncing if paused, close any file blocking an upload, and restart OneDrive when the activity remains stuck. Confirm the result on OneDrive.com.

Does OneDrive sync files both ways?

Yes. Additions, edits, renames, and deletions can propagate between the cloud and connected devices. Use Free up space, not Delete, when you only want to remove a downloaded local copy.

Can I sync any folder without moving it into OneDrive?

OneDrive directly supports its own folder and Windows folders offered through Manage backup. An arbitrary folder normally must be moved into OneDrive or handled through a supported application or organizational configuration. Avoid unsupported folder-link tricks that can cause loops or inconsistent results.

Why are my OneDrive files not showing on another computer?

Check that both computers use the same account, the first upload completed, and the missing folder is selected under Choose folders on the second computer. Confirm the files on OneDrive.com to identify which side has not synchronized.