# Sync OneDrive and SharePoint files to your computer > Set up the OneDrive app on Windows or Mac, understand the cloud and tick icons, back up your Desktop and Documents, and fix common sync problems. > > Source: https://docs.officeniaga.com/m365-onedrive-sync/ The OneDrive app keeps your work files on your computer and in the cloud at the same time. Sign in to OneDrive with your work account, and your files appear in File Explorer or Finder in a folder called **OneDrive - YourCompanyName**. ## Set up OneDrive on Windows On Windows 11, OneDrive is already installed. On older computers, download it from Microsoft's OneDrive download page first. 1. Select the **Start** button, search for **OneDrive** and open it. *(Screenshot: Windows Start search for onedrive with the OneDrive app as the best match)* 2. On **Set up OneDrive**, type your work email address and select **Sign in**, then enter your password. *(Screenshot: Set up OneDrive window with the work email address typed in and the Sign in button)* 3. Microsoft asks **Sign in to all apps and websites on this device?**. On a shared or personal PC, select **No, this app only**. On a company PC, select **Yes**. *(Screenshot: Sign in to all apps and websites on this device? window with No, this app only and Yes buttons)* 4. On **Your OneDrive folder**, check the location under **Your OneDrive folder is here** and select **Next**. To keep it on another drive, select **Change location** first. *(Screenshot: Your OneDrive folder screen showing the folder path under Your OneDrive folder is here, the Change location link and the Next button)* 5. Select **Next** on **Get to know your OneDrive**, **Share files and folders** and **All your files, ready and on-demand**. *(Screenshot: All your files, ready and on-demand screen explaining the Online-only, On this device and Always available icons)* 6. On **Get the mobile app**, select **Later**. You can install the phone app at any time. *(Screenshot: Get the mobile app screen with the Get the mobile app and Later buttons)* 7. On **Your OneDrive is ready for you**, select **Open my OneDrive folder**. *(Screenshot: Your OneDrive is ready for you screen with the Open my OneDrive folder button)* When you finish, a cloud icon appears near the clock, and the **OneDrive - YourCompanyName** folder opens in File Explorer. ## Set up OneDrive on a Mac The Mac app works in the same way. 1. Open **OneDrive** from **Applications**, or press **Command + Space** and search for it. 2. Sign in with your work account. 3. Choose where to keep the OneDrive folder, then choose which folders to sync and select **Next**. 4. When asked, turn on **OneDrive Finder Integration** in your Mac's settings so the status icons show in Finder. ## OneDrive on your phone The OneDrive phone app does not sync a whole folder like the computer app. It shows your files from the cloud and downloads each one when you open it. Follow these steps to use it: 1. Install **Microsoft OneDrive** from Google Play or the App Store and sign in with your work account. See [install the apps](/m365-install-apps/). 2. Tap **My files** to see the same files as on your computer. 3. To keep a file on the phone for use without internet, tap **...** next to it and turn on **Make available offline**. It then appears under **Offline files** on the **Home** tab. *(Screenshot: On Android: the OneDrive file menu with the Make available offline switch highlighted)* To add a photo or document from the phone, tap **+** at the bottom right and choose **Upload**. ## What the icons mean OneDrive saves space by keeping some files only in the cloud until you open them. The icon next to each file tells you where it is: - **Blue cloud**: online only. It opens when you are connected to the internet. - **Green tick in a white circle**: downloaded because you opened it. It works offline. - **White tick in a green circle**: you chose **Always keep on this device**. - **Two arrows**: syncing now. - **Red cross**: cannot sync. See the common issues below. You see the icons in the **Status** column in File Explorer. *(Screenshot: File Explorer showing the OneDrive - Syarikat Anda Sdn. Bhd folder with a blue cloud, green outline ticks and a solid green tick in the Status column)* Right-click a file or folder and choose **Always keep on this device** before you travel, or **Free up space** to send it back to the cloud. *(Screenshot: File Explorer right-click menu with Always keep on this device, Free up space and OneDrive options)* ## Back up your Desktop and Documents OneDrive can back up your **Desktop**, **Documents** and **Pictures** folders, so they are safe if your laptop is lost. 1. Select the OneDrive cloud icon near the clock, then the gear, then **Settings**. *(Screenshot: OneDrive panel from the cloud icon, with the gear menu open and Settings at the top)* 2. Open the **Sync and backup** tab and select **Manage backup**. *(Screenshot: OneDrive Settings on the Sync and backup tab with the Manage backup button)* 3. In **Back up folders on this device in OneDrive**, turn on the folders you want to back up and select **Save changes**. *(Screenshot: Back up folders on this device in OneDrive window with Documents and Pictures turned on)* Your admin may have turned this on for everyone, or turned it off. ## Stop syncing on an old computer Before you give away or reset a computer, unlink OneDrive from it. Your files stay safe in the cloud. 1. Select the OneDrive cloud icon near the clock, then the gear, then **Settings**. 2. Open the **Account** tab and select **Unlink this PC**. *(Screenshot: OneDrive Settings on the Account tab showing the work account and the Unlink this PC link)* 3. Select **Unlink account** to confirm. *(Screenshot: Unlink account on this PC? window with the Unlink account and Cancel buttons)* Files that were downloaded to the computer stay in the folder there, and online-only files are removed from it. ## Get back a file you deleted Deleting a synced file on your computer also deletes it from OneDrive, but you can get it back for a while. 1. Open [OneDrive](https://m365.cloud.microsoft) on the web and select **Recycle bin** on the left. *(Screenshot: OneDrive Recycle bin with deleted sample files and the Recycle bin menu item highlighted)* 2. Select the circle next to the file, then select **Restore** at the top. The file goes back to its old folder and syncs to your computer again. If the file is not there, check the **Second-stage recycle bin** link at the bottom of the page. ## Team files from SharePoint and Teams To see a team's files in File Explorer, open the team's SharePoint site or the files in Teams, go to the folder or library, and select **Add shortcut to My files**. The folder then appears in your OneDrive folder. Microsoft recommends shortcuts over the older **Sync** button. See [SharePoint basics](/m365-sharepoint-basics/). ## Still stuck WhatsApp our support team at [+60 16-916 3324](https://wa.me/60169163324). ## Common issues ### A file shows a red circle with a white cross. OneDrive cannot sync that file. Close the file if it is open, check the name has no unusual characters and the full path is not too long, then try again. You can also move it out of OneDrive and back in. ### OneDrive is stuck on Processing changes. This happens when a file is open, very large, or many files are waiting. Close open files and give it time. If it stays stuck, right-click the OneDrive cloud icon, pause sync for 2 hours, then resume. ### I deleted a file on my computer. Is it gone? Deleting a synced file also deletes it from OneDrive. Open OneDrive on the web and look in the Recycle bin. Microsoft keeps deleted work files there for 93 days unless your admin changed it.