OneDrive is Microsoft's cloud storage service that stores your files on the internet instead of only on your computer

OneDrive is a file storage system run by Microsoft. Instead of keeping documents, photos, and spreadsheets only on your hard drive, OneDrive copies them to Microsoft's servers. You can then reach those files from any device — your phone, tablet, work computer, or a friend's laptop — as long as you have internet and your Microsoft account login.

You get storage space automatically when you create a Microsoft account. The free tier gives you 5 gigabytes. If you need more room, you can pay for additional storage through Microsoft 365 subscriptions, which bundle OneDrive space with other Microsoft tools like Word, Excel, and Outlook.

OneDrive works in the background on Windows computers and integrates with Microsoft Office applications. On phones and tablets, you read the OneDrive app from your device's app store. The service syncs — meaning it keeps copies in sync — between your devices, so changes you make on one show up on the others.

Key Takeaways

  • OneDrive stores your files on Microsoft's servers so you can reach them from any internet-connected device using your Microsoft account.
  • Every Microsoft account includes 5 gigabytes of free storage; larger amounts require a paid Microsoft 365 subscription.
  • Files you save to OneDrive sync automatically across your devices, so edits on your phone appear on your computer without manual uploading.
  • OneDrive integrates directly into Windows File Explorer and Microsoft Office, so you can save documents there the same way you save to your local hard drive.

How OneDrive stores and syncs your files

When you save a file to OneDrive, it goes to Microsoft's data centers and stays there. A copy also lives on your device. The sync process watches both locations — if you change the file on your computer, OneDrive updates the copy on the internet. If you edit it on your phone, the computer version updates too. This two-way sync means you always have the latest version no matter which device you use.

You control which folders sync to which devices. On a Windows computer, you can tell OneDrive to sync only certain folders to save hard drive space, or to sync everything. On a phone, the OneDrive app shows your files but does not necessarily store them all locally — it downloads them only when you open them, which saves phone storage.

Files stay in OneDrive until you delete them. Deleted files go to a trash folder for 93 days before Microsoft removes them permanently. You can restore them during that window if you change your mind.

Accessing OneDrive on different devices

On a Windows computer, OneDrive appears as a folder in File Explorer, the same way your Documents or Downloads folders do. You save files there exactly as you would to your hard drive. A small icon in the taskbar shows sync status — a green checkmark means everything is current, a clock means syncing is in progress.

On a Mac, OneDrive works similarly but requires you to read the app from Microsoft's website first. Once installed, it creates a OneDrive folder in Finder.

On an iPhone or Android phone, you read the OneDrive app from the App Store or Google Play. The app shows your files in a list and lets you open, edit, or share them. You can also set the app to back up your phone's photos and videos automatically.

You can also reach OneDrive through a web browser by going to onedrive.live.com and signing in with your Microsoft account. The web version lets you view, upload, and manage files from any computer, even one where OneDrive is not installed.

Sharing files and collaborating with others

OneDrive lets you share files and folders with other people without sending them copies. You right-click a file, select Share, and enter the email addresses of people you want to give access to. You choose whether they can only view the file or also edit it.

When you share a file, the other person gets a link. They can open it in their browser or in Microsoft Office if they have it installed. Changes they make appear in real time if you are both editing at the same time — you see their cursor moving and their edits appearing as they type.

Shared files stay in your OneDrive storage, so they do not take up space on the other person's device. If you stop sharing, they lose access when ready.

Storage limits and upgrading

The free OneDrive account includes 5 gigabytes of storage. For most people who store documents and spreadsheets, this is enough for several years. Photos and videos use much more space — a single high-resolution photo can be 5 to 10 megabytes, so 5 gigabytes fills quickly if you back up your phone's camera roll.

Microsoft 365 subscriptions add storage. A Microsoft 365 Personal subscription (which covers one person) includes 1 terabyte — 1,000 gigabytes — and costs a monthly fee. A Microsoft 365 Family subscription covers up to six people and gives each person 1 terabyte. You can also buy additional storage without a full Microsoft 365 subscription, though this is usually more expensive per gigabyte than the subscription route.

When you reach your storage limit, OneDrive stops syncing new files until you delete something or buy more space. Files already in OneDrive stay there, but you cannot add new ones.

Security and privacy on OneDrive

OneDrive encrypts your files in transit — meaning the data is scrambled while traveling between your device and Microsoft's servers — so no one can read them while they move across the internet. Files are also encrypted while stored on Microsoft's servers.

Your Microsoft account password is the main lock on your files. If someone gets your password, they can access everything in your OneDrive. Microsoft offers two-factor authentication, which adds a second verification step — usually a code sent to your phone — when you sign in from a new device. Turning this on makes your account much harder to break into.

Microsoft scans files in OneDrive for viruses and malware using automated tools. If it finds something suspicious, it quarantines the file and notifies you. You can then delete it or restore it if you believe it is safe.

Common reasons OneDrive stops working

If OneDrive stops syncing, the most common cause is a lost internet connection. Check that your device is connected to Wi-Fi or mobile data. Once the connection returns, sync usually resumes automatically within a few minutes.

Another frequent issue is running out of storage space. If your OneDrive is full, new files will not sync. Check your storage usage in OneDrive settings and delete files you no longer need, or buy more space.

Occasionally, the sync process gets stuck on a single file — usually because the file name is too long, contains special characters, or is locked open in another program. Closing the program or renaming the file usually fixes it. If a file consistently will not sync, you can exclude it from syncing in OneDrive settings.

If you sign out of your Microsoft account on a device, OneDrive stops syncing there. Signing back in resumes syncing, though it may take time to read all your files again if the device has been offline for a while.

Frequently Asked Questions

Does OneDrive work offline?

OneDrive requires an internet connection to sync files. However, files already downloaded to your device stay there and can be opened offline. When you reconnect to the internet, any changes you made offline sync to the cloud. On phones, the OneDrive app can read files for offline use, but this must be done intentionally — it does not happen automatically.

Can I use OneDrive on a Mac or Linux computer?

OneDrive works on Mac through a downloadable app from Microsoft. Linux does not have an official OneDrive app, but you can access your files through the web browser at onedrive.live.com. Some third-party tools exist for Linux, but they are not supported by Microsoft.

What happens to my files if I close my Microsoft account?

If you delete your Microsoft account, Microsoft keeps your OneDrive files for 90 days. During that time, you can recover them if you reactivate the account. After 90 days, the files are permanently deleted. If you straightforward stop using OneDrive but keep your account, your files stay there indefinitely.

Can I recover a file I accidentally deleted?

Yes. Deleted files go to the OneDrive recycle bin for 93 days. Open OneDrive on any device, find the recycle bin or trash folder, locate the file, and restore it. After 93 days, Microsoft permanently removes it and recovery is not possible.

Is OneDrive the same as SharePoint?

OneDrive is for personal file storage. SharePoint is a separate Microsoft tool designed for teams and organizations to store and share files together. SharePoint has more advanced permission controls and is usually managed by a company IT department. Many organizations provide both — OneDrive for personal work and SharePoint for team projects.