Microsoft OneDrive

What Is OneDrive?

OneDrive (specifically OneDrive for Business) is each user's personal cloud storage space in Microsoft 365. Every SPS staff member with a Microsoft 365 account gets at least 1 TB of OneDrive storage. It's where "My Files" live — documents, photos, and other work files that belong to an individual, not a team.

The OneDrive sync client runs on Windows and integrates directly into File Explorer. Users see their OneDrive folder alongside local folders — but the files are actually stored in the cloud and synced to the device. Changes made on one computer sync to all others where the user is signed in.

OneDrive vs. SharePoint — The Distinction That Matters Most

• OneDrive = "My files." Personal. Files belong to one person. When that person leaves SPS, their OneDrive is eventually deprovisioned (files may be transferred to a manager).
• SharePoint = "Our files." Team/organization. Files belong to a department or project group. Survive individual departures.
• In File Explorer, they look identical. Both appear as synced folders. Users often don't know which is which. Ask: "Did you create this file, or is it shared with your team?"

Common Tech Line Tickets

• "OneDrive isn't syncing" — The most common ticket. Check: is the OneDrive client running? (Blue or white cloud icon in the system tray.) Any red X on the icon? Look at sync errors from the OneDrive menu. Common causes: file name too long, invalid characters in file name (< > : " / \ | ? *), file is open in another program, or the user is out of storage space.
• "I'm out of space" — OneDrive for Business gives 1 TB minimum. Users usually aren't truly out of 1 TB. More likely: their Recycle Bin is full (deleted files count against quota for 93 days), or they have version history bloat (OneDrive keeps 500 versions by default). Empty the recycle bin first.
• "Files have a red X or warning icon" — Sync error. Click the OneDrive cloud icon → View sync problems. It will tell you exactly which files failed and why. Typical fix: rename the file (remove special characters), close the file in other apps, or free up space.
• "I shared a file but they can't open it" — Check the sharing link settings. "Anyone with the link" vs. "People in SPS" vs. "Specific people." If they chose "Specific people," they need to enter the exact email address. Also check if the link has an expiration date or password.
• "My files disappeared from my computer" — Files On-Demand may have removed local copies. The files are still in the cloud. Check OneDrive on the web (onedrive.com). Right-click files/folders in File Explorer and select "Always keep on this device."
• "I accidentally deleted something" — OneDrive has a recycle bin. Go to onedrive.com → Recycle Bin. Items stay for 93 days for personal OneDrive. Second-stage recycle bin for another 93 days (accessible through site settings).

Files On-Demand — What Staff Should Know

Files On-Demand is a OneDrive feature that keeps files in the cloud until you open them. You see all your files in File Explorer, but they're really just placeholders (shown with a cloud icon). When you open one, OneDrive downloads it on the spot. This saves huge amounts of disk space.

Status icons in File Explorer:

• Cloud icon: Online-only. File is in the cloud, not on the local drive. Needs internet to open.
• Green checkmark: Always available on this device. Downloaded and taking up local disk space.
• Solid green check: Always keep on this device is enabled. File is local.
• Sync pending icon (arrows): Currently syncing.

Sharing Files from OneDrive

OneDrive sharing is the easiest way for staff to share files without involving SharePoint. Right-click a file in File Explorer → Share, or use the Share button on the OneDrive web interface.

• "Anyone with the link": No sign-in required. Use cautiously — this is the least secure. Good for public documents, bad for anything confidential.
• "People in Seattle Public Schools": Requires the recipient to sign in with an SPS account. The safest option for internal sharing.
• "Specific people": Only the named individuals can open it. Best for confidential or limited-distribution files.
• "Can edit" vs. "Can view": Self-explanatory but often overlooked. Default is usually "Can edit" — change to "Can view" if the recipient shouldn't modify the file.

Quick Troubleshooting Steps

1. Restart the OneDrive client — Right-click the cloud icon in the system tray → Close OneDrive. Then reopen from the Start menu. This fixes most transient sync issues.
2. Check file names — Invalid characters (< > : " / \ | ? *), names that start or end with a space, or total path length over 400 characters will block sync. Rename and retry.
3. Pause and resume syncing — Right-click → Pause syncing (2 hours) → Resume. Sometimes the sync queue gets jammed and needs a reset.
4. Unlink and re-link — OneDrive settings → Account → Unlink this PC. Then sign in again. This is a heavy reset but fixes persistent sync problems. Warning: re-syncing all files can take hours on slow connections.
5. Reset OneDrive — Press Win+R, run: %localappdata%\Microsoft\OneDrive\onedrive.exe /reset. This restarts OneDrive and rebuilds the sync database. No data is lost — files stay in the cloud.
6. Check storage — Go to onedrive.com → Settings → Storage. Check usage and empty the recycle bin if needed.

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