Microsoft OneDrive is a cloud-based file hosting and synchronisation service which allows users to access their files from anywhere on virtually any device. It is available to most University Staff and Students as part of their Office 365 Subscription.

To ensure that your data is safely synchronised (backed up) into your Cloud storage, it is important to understand a few of the basic status messages that the OneDrive client may display.

A full description of all of OneDrive's status icons can be found on this Microsoft webpage.

If you need further guidance on the use of OneDrive (or Filestore), please check this set of Frequently Asked Questions.

How to find the icon for your OneDrive client

For Windows, the OneDrive Client (if running) can be found in the system tray, near the clock, and looks like a blue cloud.

For macOS, it is shown in the menu bar (again, near the clock) and looks like a grey cloud.

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Status Check

Please note: all of the status indicators below apply equally to both macOS and Windows, but from here only Windows screenshots will be used.

Normal Status

OneDrive is working correctly and everything is up-to-date (all protected data is synchronised/backed up)

This should be the most common status indication. It shows that OneDrive is working correctly. All data in their protected folders (usually Desktop, Documents, and Pictures folders) have been uploaded into your Cloud storage - ready to be accessed from all of your other devices.

The system tray icon will be a plain blue cloud (grey on macOS) with no other indicators.

 

If you open your OneDrive client (by single left-clicking on the tray icon), you will see the text "Your files are synced" as a banner across the top of the window, with details of recently synchronised files below.

Alternatively, if you look in Windows Explorer (Finder on macOS) you'll see a green tick against all of your files and folders.

Please note: the tick may be inside a green circle, or a green dot, depending on how your client has been set up. Either way, it is protected and saved to your Cloud storage.

 

 

You may also see a blue-outlined cloud against some files and folders. This means that the data is currently only being held in the Cloud (and not taking up unnecessary space on your local hard disk) but is ready to be downloaded locally whenever you wish to access it (known as "Files On-demand").

 

OneDrive is working correctly and files are currently being synchronised/backed up from the local hard disk to your Cloud storage

You should see this status indication whenever you add a new file (or update an existing one) in one of your protected folders. It shows that OneDrive is currently in the process of uploading the new data into your Cloud storage. 

Please note: if you see this status message please be aware that your data will not be protected until it has finished and the client shows the "everything up-to-date" status as above.

The system tray icon will be the normal blue cloud (grey on macOS) with a circular double-arrow in the bottom right-hand corner:

 

If you open your OneDrive client (by single left-clicking on the tray icon) you will see the text "OneDrive is updating files..." as a banner across the top of the window, with specific details of the updates below.

 

Alternatively, if you look into Windows Explorer (Finder on macOS) you'll see the circular double-arrow against the specific files and folders that are currently being updated.

 

Warning Status: Synchronisation is paused (nothing is currently being synchronised/backed up)

If you see this status (a Blue or Grey cloud with two short, vertical, parallel lines in the bottom right corner), it means that your files are not currently being synchronised and OneDrive needs your attention to resume protecting them.

It may be because you've temporarily paused synchronisation yourself. However, to resume the upload of any changed documents into your cloud storage you will need to click on the OneDrive icon and choose "resume syncing" from the banner at the top of the window:

Alternatively, you can right-click on the OneDrive icon and choose "Resume syncing" from the menu options:

After synchronisation is resumed, you should see the "currently updating" icon, followed by the "OneDrive is up-to-date" icon.

 

Error Status

You are not logged in to OneDrive (nothing is currently being synchronised/backed up)

If you see this status (a Blue or Grey cloud with a grey diagonal line across it), it means that you are not currently logged into OneDrive and none of your files or folders are being synchronised. OneDrive needs your attention to resume protecting them.

There are a few reasons why you may not be logged into OneDrive:

• You might have not set it up yet
• Your cached password might have expired and OneDrive requires you to re-enter it

By clicking on the OneDrive client, you will see a step-by-step instruction on how to remediate the issue: 

 

When your OneDrive client is not connected, you will also see grey crosses on any previously synchronised files and folders, showing that they are currently not uploaded into your Cloud storage:

 

Other error status

This status (a Blue or Grey cloud with a yellow triangle and black exclamation mark in the bottom right-hand corner) means that OneDrive is in an error state that requires your attention. It might be that:

• You have an outstanding Multi-factor authentication request
• There is some other error with your account

 

This status (a Blue or Grey cloud with a red circle and white cross in the bottom right-hand corner) means that a file or folder cannot be synced and needs to be manually resolved. This Microsoft article may help you resolve the issue.

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Getting IT help

If you need help, please contact ServiceLine or visit one of our Tech Hubs.

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Related content

Description of all of OneDrive's status icons (external link)

Fix OneDrive sync problems (external link)

Uploading files to Onedrive