OneDrive
Understanding OneDrive Sync Icons
This guide explains the icons that appear on your OneDrive files in File Explorer (Windows) or Finder (Mac), so you always know the sync status of each file.
Time needed
5 minutes to read
Platform
Microsoft 365
Guide steps
3 clear sections
Before you begin
OneDrive sync is installed and set up on your computer.
Follow along
Step-by-step guide
Understand the common sync icons
- Instruction 1: Green circle with a white tick: the file is synced — the version on your computer matches the version in the cloud. This is the normal state.
- Instruction 2: Blue circle with a white cloud: the file is stored only in the cloud (Files On-Demand). It will download when you open it. See the 'Freeing Up Disk Space with Files On-Demand' guide.
- Instruction 3: Two spinning blue arrows: the file is currently syncing — it is being uploaded to or downloaded from the cloud. Wait for this to complete.
- Instruction 4: White circle with a grey cloud and an arrow: the file is available locally and has been pinned to always be available offline.
- Instruction 5: Red circle with a white X: there is a sync error — something prevented the file from syncing. Read on for what to do.
- Instruction 6: Yellow warning triangle: OneDrive needs your attention — for example, there is a storage warning or a sign-in issue.
Action map
Understand the common sync icons
- 01
Green circle with a white tick: the file is synced — the version on your computer…
- 02
Blue circle with a white cloud: the file is stored only in the cloud (Files On-Demand).…
- 03
Two spinning blue arrows: the file is currently syncing — it is being uploaded to or…
Visual guide
Use this visual action map alongside the written instructions above.
Open OneDrive help & learning for Understanding OneDrive Sync IconsRespond to a red error icon
- Instruction 1: Right-click the file with the red X icon and look for an error message in the context menu or tooltip.
- Instruction 2: Common reasons for sync errors: the file name contains characters that OneDrive does not support (such as # % & * : < > ? / \ |), the file is too large (OneDrive supports files up to 250 GB), or the file path is too long.
- Instruction 3: Rename the file to remove unsupported characters, then try again.
- Instruction 4: If the error persists, click the OneDrive icon in the taskbar and read the error message it shows. Follow the suggested action.
- Instruction 5: For errors you cannot resolve yourself, contact the helpdesk and describe the error message.
Check overall sync status
- Instruction 1: Click the OneDrive cloud icon in the system tray (Windows) or menu bar (Mac) to open the sync status panel.
- Instruction 2: You will see a summary of any files that are syncing, waiting, or have errors.
- Instruction 3: If everything says 'Up to date', all your files are safely backed up to the cloud.
Quick fixes
Troubleshooting
The OneDrive icon is completely missing from my taskbar
OneDrive may not be running. Search for OneDrive in the Start menu and open it to restart the sync app. If it still does not appear, check that OneDrive is installed and sign in again.
A file has been showing spinning arrows for over an hour
The file may be locked open by another application. Close the file completely, then wait a minute to see if syncing resumes. If not, see the 'Fixing Common OneDrive Sync Errors' guide or contact the helpdesk.
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