What is the easiest way to synchronize files and folders between your computer and OneDrive?

You can house your files in the cloud at a variety of online storage sites—including Dropbox, Box, Google Drive, and iCloud—but only Microsoft OneDrive is built directly into Windows 10.

With OneDrive, you can store documents, photos, and other files online and sync them across multiple computers and devices. You can also share any file on OneDrive with other people.

To use OneDrive, you need a Microsoft Account, which you can set up through the Microsoft account website(Opens in a new window). You will also need the right type of storage plan for your needs. A basic free plan offers you 5GB of OneDrive space. For $1.99 a month, you can score 100GB of real estate. A subscription to Microsoft 365 Personal ($6.99 a month or $69.99 a year) grants you a hefty 1TB of OneDrive space, while Microsoft 365 Family ($9.99/month or $99.99/year) doles out 1TB each for up to six users.

Set Up OneDrive

OneDrive is automatically available and ready to use in Windows 10. In fact, when you go through the Windows 10 setup, you're asked if you want to use OneDrive. If you missed that opportunity, you should still see an icon for OneDrive in the System Tray. If the icon does not appear, you'll need to trigger it manually from the OneDrive exe file.

To do this, open File Explorer. Make sure that hidden items are enabled (click the View menu and check the box for Hidden items). Then, drill down to the following location: C:\Users\[YourUsername]\AppData\Local\Microsoft\OneDrive\.

In that folder, double-click the OneDrive.exe file, and the icon will appear in the System Tray. Right-click that icon and select Settings. Click the Settings tab and make sure the box to Start OneDrive automatically when I sign in to Windows is checked.

At the Settings screen, click the Account tab and select the Add an account button. At the Set up OneDrive screen, enter the email address for your Microsoft Account and click Sign in. Choose your type of OneDrive account (Personal, Work, or School). Enter your password and click Sign in. 

Confirm the location that Microsoft has set for your OneDrive folder. You can change the location or accept the default and click Next. Review the tutorial screens that explain how to set up OneDrive, then click the Open my OneDrive folder.

Add Files to OneDrive

Your next task is to select the folders and files you wish to add and sync to your OneDrive storage. From File Explorer, move any folders and files you wish to synchronize into your OneDrive location. For example, if you use a folder called Word Documents for your Microsoft Word files, move that entire folder into OneDrive (so that typically would be C:\Users\[username]\OneDrive\Word Documents).

Follow the same steps for any other folders you wish to include as part of your OneDrive synchronization. You can also create any new folders that you want to sync in OneDrive.

Sync Files in OneDrive

Next, you’ll need to choose the folders and files you wish to sync. Right-click the System Tray icon for OneDrive and select Settings. Click the Account tab and then select Choose folders. Here you'll see the files and folders that you moved into your OneDrive folder. If you wish to sync everything stored in your OneDrive folder, click the checkbox for Make all files available.

Otherwise, check the individual folders you wish to sync and uncheck any folders you don't want synced. Unchecked folders will remain on OneDrive but will be removed from your current PC. Click OK when done.

Cloud Storage 

You can choose to store your synced files locally or opt to download them only when they’re needed. Click the Settings tab and look at the setting for Files-On-Demand, which should be enabled by default. With this setting turned on, your OneDrive files are stored online instead of on your computer. 

The links to your online files still appear in File Explorer. When you double-click a file to access it, the file is downloaded on the fly from OneDrive to your computer. The advantage of Files-On-Demand is that you save space on your hard drive. The disadvantage is that you need to be online to access a file. 

You may want to leave this option disabled if you have plenty of hard drive space but enabled if you’re low on storage. You can also opt to store certain folders and files online only and others both online and locally. Click the checkbox if you wish to turn off this option.

Back Up With OneDrive

After OneDrive is up and running, you can also use it to back up important folders. From the OneDrive program window, click the Backup tab and select Manage backup. You can opt to back up your desktop, pictures folder, and documents folder. Check the items you wish to back up and click Start backup.

You can also choose to automatically save photos and videos to OneDrive whenever you connect a camera, phone, or other picture-taking device. Plus, you can automatically save screenshots to OneDrive. To enable either option, check the box next to it.

View Folders and Files

You can view your local OneDrive folders and files in File Explorer. Right-click on the OneDrive System Tray icon and select Open folder.

You can also view OneDrive folders and files stored online. Again, right-click on the System Tray icon and select View online. Sign in with your Microsoft Account. Up pops a page displaying the files and folders contained in your online OneDrive space.

From this page, you can open a folder by clicking on it. Right-click a folder or file to access a pop-up menu with commands such as Download, Delete, Move To, Copy To, and Rename.

Create a Photo Album

You can build your own photo albums from selected photos stored in OneDrive. At your online OneDrive site, click the entry for Photos in the left pane. Click the heading for Albums and then click the Create a new album button in the first thumbnail. Name your album, select the photos you wish to add, then click Add Album, and the album is created.

You can share your OneDrive folders or files with other people either from File Explorer or from your online OneDrive site. In File Explorer, right-click the file you wish to share and select Share from the pop-up menu. That generates a link you can email or share with someone else, giving that person the ability to read and potentially edit that file.

To share a file from OneDrive online, right-click the file and select Share. You can then send an email with a link to the shared file or copy a link to share elsewhere.

Turn Off Automatic Sync

If you want to remove a PC from OneDrive, first make sure all the files you need are synced to that PC. Do this by opening the OneDrive System Tray icon. Select Settings > Account > Choose folders. Check the box to Sync all files and folders in OneDrive, especially if you unchecked any folders previously. 

This action will download any files from OneDrive that don’t already exist on your PC. This process will take some time, but you can check the progress by right-clicking the OneDrive System Tray icon to see how much time is left.

Once all your files are backed up to your PC, right-click the OneDrive System Tray icon and select Settings. At the Settings tab, uncheck the box to Start OneDrive automatically when I sign in to Windows. Then click the Account tab and click the Unlink this PC link. At the prompt, click the Unlink account button, and now your PC will no longer sync with OneDrive.

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