How to use OneDrive Files On-Demand to save disk space

Microsoft 365 & Office KB-392

Summary

This guide helps you troubleshoot and resolve: How to use OneDrive Files On-Demand to save disk space. Follow the steps below to fix the issue.

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Common Causes

OneDrive Files On-Demand allows you to see all your files in the OneDrive folder on your computer without actually downloading them. This is an essential feature for small business users and home offices working with limited disk space, as it ensures your local hard drive isn't filled with data that is already safely backed up in the Microsoft 365 cloud.

Understanding the Status Icons

Before configuring your settings, it is important to understand the icons that appear next to your files and folders in File Explorer:

Blue cloud icon: The file is "Online-only". It does not take up space on your computer and is downloaded only when you open it.
Green tick with white circle: The file is "Locally available". You opened an online-only file, and OneDrive downloaded it. It takes up disk space, but Windows may remove the local copy if space becomes low.
Solid green circle with white tick: The file is "Always keep on this device". You have specifically told OneDrive to keep this file offline. It takes up disk space and is always available without internet.

How to Enable Files On-Demand

Click the OneDrive icon (blue cloud) in your Windows system tray (bottom right corner of your screen).
Select the Settings (gear icon) and then click Settings from the menu.
In the left-hand navigation pane, select Sync and backup.
Scroll down to the Advanced settings section and expand it.
Under Files On-Demand, ensure the option Save space and download files as you use them is toggled On.

Managing Your Local Storage

Freeing Up Space

If your hard drive is nearly full, you can manually remove local copies of files without deleting them from the cloud:

Open File Explorer and navigate to your OneDrive folder.
Right-click on the file or folder you wish to remove from your local drive.
Select Free up space from the context menu.
The icon will change back to a blue cloud, and the local disk space will be reclaimed.

Ensuring Critical Files are Offline

If you frequently travel or work in areas with unstable internet, you should mark essential documents for offline access:

Right-click the specific folder or file you need available at all times.
Select Always keep on this device.
The icon will change to a solid green circle, indicating it will remain on your hard drive regardless of your connection status.

Tip: To quickly analyse which folders are taking up the most space, right-click a folder and select Properties. Compare the "Size" (total size of files) with the "Size on disk" (actual space used on your hard drive).

Troubleshooting Common Issues

Files are not changing to "Online-only"

If you select Free up space but the files remain local, check the following:

Ensure you are signed into your Microsoft 365 account and the OneDrive app is running.
Verify that you are not using a very old version of Windows 10 that does not support the latest Files On-Demand features.
Check if the files are currently open in another application; close all programs and try again.

Warning: Do not manually delete files from the OneDrive folder using the Delete key if your intention is only to save space. Deleting a file in the OneDrive folder will move it to the Recycle Bin in both your local drive and the cloud. Always use the Free up space option instead.

For further assistance with your Microsoft 365 environment, you may find these guides helpful:

If you are experiencing persistent syncing errors or disk space issues, please Open a Ticket.

Still Having Issues?

Need more help? If the issue persists after trying these steps, please open a support ticket and our team will assist you.

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