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What do the icons in Microsoft OneDrive mean?

Summary

In the digital age, cloud storage has revolutionised the way we manage and access our files. Microsoft OneDrive is a cloud storage service, that stands out as a reliable platform for seamless file storage and collaboration. As you explore OneDrive, you’ll encounter a variety of icons, each with its own unique meaning.

In this blog, we’ll unravel the significance of these icons, empowering you to make the most of your OneDrive experience.

Introducing the Icons

Understanding the language of OneDrive icons is key to navigating the cloud with confidence. Whether you’re collaborating with team members, ensuring offline access, or troubleshooting syncing hiccups, these icons serve as your guide.

OneDrive icons empower you to harness the full potential of cloud storage, making your digital experience efficient, collaborative, and hassle-free.

Sync icon

OneDrive’s sync icon, a set of rotating arrows forming a circle, is the engine behind real-time collaboration. This icon assures you that your files are syncing between your local device and the cloud, ensuring you have the latest versions accessible across all your connected devices.

Solid green circle with the white check mark icon

Files that you mark as “Always keep on this device” have the green circle with the white check mark. These always available files download to your device and take up space, but they’re always there for you even when you’re offline.

Green checkmark icon

The green checkmark is the symbol of success. When you see it next to a file or folder, it signifies that the item has been successfully synced and is up to date. It’s a visual cue that your changes have been seamlessly integrated into the cloud.

Blue cloud icon

The blue cloud icon indicates that a file or folder is stored exclusively in the cloud and hasn’t been downloaded to your local device. This is a space-saving feature, allowing you to access your files without occupying unnecessary storage space on your device.

White Cloud with Blue Outline icon

OneDrive’s sync icon, a set of rotating arrows forming a circle, is the engine behind real-time collaboration. This icon assures you that your files are syncing between your local device and the cloud, ensuring you have the latest versions accessible across all your connected devices.

Paused icon

The paused symbol over the OneDrive or OneDrive for work or school icon means your files are not currently syncing.

To resume syncing, select the relevant OneDrive icon in the notification or menu bar area, select More and then Resume syncing.

Sync icon with exclamation mark

If you spot the sync icon with an exclamation mark, it’s a signal that something requires your attention. This could be due to a syncing issue, such as a conflict in file versions or a connectivity problem. Investigating and resolving the underlying issue will help ensure a smooth syncing process.

Red X icon

The red X is a cautionary symbol, indicating a problem with syncing a particular file or folder. Possible issues include insufficient permissions, a file in use, or other conflicts. Addressing these problems promptly will resolve the syncing issue.

Shared icon

When you encounter a file or folder with a person icon, it means the item has been shared with others. This feature facilitates collaborative work, allowing multiple users to access and edit the same files.

Padlock icon

OneDrive will show a padlock icon next to the sync status if the file or folder has settings which prevent it from syncing.

Chain icon on a folder

A chain or link icon over a folder means it’s a shortcut to another folder that has been shared.

Grey X on desktop icons

This is not a OneDrive icon but indicates a corrupted Windows shortcut icon.

Files with this icon won’t sync

You may see this icon if you sign into OneDrive with a work or school account. It means your admin has blocked the sync of certain file types. It’s most common to block Outlook data files.

NOTE: If you also sign into OneDrive with a personal account, the same restrictions will apply.

Red with white bar icon

The red “no entry” style icon over a OneDrive icon, indicates the individuals account is blocked.


Further Information

If you have any questions about this or need assistance, then please contact the GCC Group Support Team on 0345 260 1151 or servicedesk@gccgroup.co.uk