When using OneDrive, you’ll see various icons next to files and folders. These indicate the sync status, availability, and sharing status of each item. You’ll also find a status icon in your system tray (Windows) or menu bar (Mac), which shows the overall status of the OneDrive application.
We may also refer to the OneDrive application as the "OneDrive client" or "client", it is all the same thing.
| Status | Windows Icon | Mac Icon | Description |
|---|---|---|---|
| Locally Available |
Green tick/check mark |
No icon |
The file is stored both in the cloud and on your device. It can be opened without an internet connection. |
| Always Keep on this Device |
Green circle with white tick |
Grey circle with white tick
|
Files will always remain on your device and won't be removed by OneDrive to save space. |
| Online-Only |
Blue cloud |
Grey cloud |
The file is stored in the cloud only. It doesn’t use local disk space and requires internet to open. |
| Sync Pending (or in Progress) |
Blue circular arrows |
Grey circular arrows |
OneDrive is currently syncing changes to or from this item. |
| Sync Error |
Red X |
Cloud with grey X |
There’s an issue syncing this item. Click the OneDrive icon for more information. |
| Not Running | No icon on Windows |
Cloud with exclamation mark |
OneDrive is not running. Launch the app to resume/start syncing. |
| Shared File/Folder |
Person icon |
Two people icon |
The item has been shared with others, either inside or outside of your organisation. This appears alongside the sync/availability icon. (Does not apply to SharePoint/Teams sites/content.) |
| Linked Folder (Shortcut) |
Link/Chain icon |
Not shown on Mac | This is a shortcut to a folder stored in OneDrive online, such as a SharePoint site. |
The OneDrive icon in your system tray (Windows) or menu bar (Mac) shows the current status of the OneDrive service.
| Status | Windows | Mac | Description |
|---|---|---|---|
| Normal |
Blue/White cloud |
Black/Grey cloud |
OneDrive is working as expected. |
| Sync Pending |
Cloud with blue arrows |
Cloud with grey arrows |
OneDrive is currently syncing files or folders. |
| Sync Error |
Cloud with red X |
Cloud with grey X |
Sync has failed. Click the icon for more details. |
| Sync Paused |
Cloud with pause symbol
|
Cloud with pause symbol |
Sync has been paused manually, or due to a metered connection (e.g. mobile hotspot). Click on the cloud, and then on the banner to resume - example: |
| Account Needs Attention |
Cloud with yellow exclamation mark |
Not shown on Mac |
Sign-in required or another account issue. Click for details. |
| Not Signed In |
Greyed cloud with slash |
Greyed cloud with slash |
You're not signed in to OneDrive. Click to sign in. |
| Not Running |
No icon in tray |
No icon in menu bar |
OneDrive isn’t running. Launch the app to continue syncing. |
| New Feature or Message |
Cloud with blue info circle
|
(Not shown on Mac as of April 2024, though it is documented on Microsoft's documentation)
|
OneDrive has a new feature or tip available. Click to view. |
Check 1: Check if OneDrive Is Running
Check 1a: If you're syncing SharePoint or Teams files
If you have SharePoint or Teams files synced, they may be missing icons, or showing errors like this:
When you also attempt to open a file, the file may not open, and you may get a message asking you to ensure OneDrive is running. If this is the case, you will need to launch the OneDrive application as shown above.
(Windows)
(Mac)
Check 2: Sign In to OneDrive
If the cloud icon appears grey or has a slash through it, click it and follow the prompts to sign in.
Check 3: Re-Sync Shared Libraries
If a SharePoint or team folder isn’t syncing, go to the site in your browser and click the “Sync” button again to reconnect.
If OneDrive is running but issues persist (such as unsynced files or folders not updating), it may be necessary to reset or re-map your sync.
If in doubt, please raise a ticket via the helpdesk for support, to avoid data loss.
Last updated: 22 April 2025
