Microsoft 365 Help Free disk space with online-only files
Keep files safely in OneDrive while removing their downloaded copies from the computer.
Before you start
- OneDrive is signed in, connected and fully synced.
- Check that important files are visible online before removing local downloads.
Follow these steps
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Check that upload is complete
Click the OneDrive cloud icon near the clock. Resolve any sync error first. Use View online and confirm the file is present in your work OneDrive.
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Open the folder in File Explorer
Press Windows + E. Select OneDrive – Initech Solutions and find the files or folder taking space.
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Look at the status
A blue cloud means online-only. A green outlined tick means downloaded locally. A solid green circle with a white tick means it is set to stay on this device.
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Choose Free up space
Right-click the file or folder and select Free up space. You may need the OneDrive submenu or Show more options. Do not choose Delete.
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Wait for the blue cloud
The item remains listed in File Explorer but its status changes to a cloud. Its cloud copy is kept; the downloaded file contents are released from local storage.
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Know what happens when you open it
Opening the file while online downloads it again. You can make it online-only again later using Free up space.
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Keep job files offline when necessary
Before travelling somewhere with poor reception, right-click the files you need > Always keep on this device. Wait for solid green ticks, then test that you can open them.
You have finished when…
- The file is still listed with a blue cloud and is still available online.
Helpful tips
- Online-only and offline are opposites. Online-only saves disk space; available offline uses disk space.
- This frees computer storage, not your OneDrive storage quota.
- If Files On-Demand options are missing, open OneDrive Settings > Sync and back up > Advanced settings and check Files On-Demand, or ask the office if settings are managed.
Something looks different?
I cannot open an online-only file without internet.
Reconnect to download it. For future offline use, select Always keep on this device while you still have a connection.
I accidentally clicked Delete.
Open OneDrive on the web > Recycle bin and look for the item. Restore it promptly; if it is a company shared file, tell the office.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.