Before troubleshooting OneDrive, check whether the affected file is actually stored on your device and avoid deleting anything from the OneDrive folder. OneDrive sync is two-way: changes you make in the synced folder can change the cloud copy, and cloud changes can flow back to your computer. Start by checking the sync status and file availability; then try the least disruptive fix that matches the message you see.
First, confirm what is stored on your device
Check the OneDrive cloud icon in the Windows notification area or Mac menu bar for its current status. Then inspect the icon beside the affected file in File Explorer or Finder. With Files On-Demand, an online-only item is a placeholder: it does not have a downloaded local copy and needs an internet connection to open. A green check indicates local availability. To keep a file downloaded for offline use, select Always keep on this device; the file will use disk space. Microsoft describes Files On-Demand and its status icons in its Files On-Demand guidance.
Files On-Demand availability can depend on Windows and OneDrive versions. Microsoft lists Windows 10 version 1709 or later and Windows Server 2019 among the requirements, and says it is enabled by default in OneDrive build 23.066 or later. These version details do not establish what is configured on a particular device.
Choose the right file location before changing anything
| What you want | What to do | What to expect |
|---|---|---|
| A cloud copy and a downloaded copy for offline access | Keep the file in the OneDrive folder and select Always keep on this device. | The file stays downloaded and uses local disk space. |
| A cloud copy while saving local storage | Use Files On-Demand to make the file online-only, or choose which folders sync. | An online-only file needs an internet connection to open. |
| A copy on the computer, but not in OneDrive | Move the file to a location outside the OneDrive folder. | Deleting it from inside the synced folder is not equivalent; deletion can propagate to OneDrive. |
| Reconnect OneDrive after basic checks fail | Unlink and relink the account, following the platform steps below. | Files may need to sync again, so allow time for the process. |
Microsoft explains that deleting an item inside the OneDrive folder can remove it from OneDrive as well as the computer. If you want to keep the computer copy but remove the cloud copy, move the file outside the OneDrive folder rather than deleting it there. See Microsoft’s OneDrive file deletion guidance.
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Fix “Processing changes” or “Sync pending”
“Processing changes” does not necessarily mean sync is broken. Microsoft lists open files, many new files, a very large file, a password or sign-in requirement, a recent sign-in or computer update, and hidden or temporary files as possible causes. Large uploads or a large batch of files can take time.
- Check the OneDrive status and activity. Open the OneDrive menu from its cloud icon and review whether it is still working or asking you to sign in.
- Finish editing open files. Save and close the file, or close the app that is using it, then check whether the status changes.
- Confirm you are signed in. If OneDrive requests your password or account verification, complete that prompt.
- Allow an active sync to finish. If many or large files are being uploaded, give the process time before trying a more disruptive fix.
- Check for hidden or temporary files. If the status persists, inspect the affected folder for these items and consult Microsoft’s OneDrive sync troubleshooting guidance.
Fix “This file can’t be synced” without discarding it
First close the app that is using the file and confirm that your account has permission to read and write it. Microsoft’s documented move-and-return approach is on a OneDrive for Business support page, so its account scope matters:
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- Move the affected file from the OneDrive folder to a separate local folder outside OneDrive. Keep that copy; do not delete it.
- Close and restart OneDrive, then wait until its status says Up to date.
- Only after OneDrive reports current, copy the preserved file back into the OneDrive folder and check its sync status.
Microsoft’s page for this procedure is scoped to OneDrive for Business sync problems. If you use a personal account or the error continues, consult OneDrive support rather than assuming the same procedure resolves every cause.
Unlink and relink OneDrive if simpler checks do not help
Microsoft documents unlinking and relinking as a troubleshooting step. It says: “No data will be lost by unlinking and re-linking your OneDrive, your local folders are just disconnected from the cloud for a short while.” That assurance concerns unlinking and relinking; it is not a blanket guarantee for deleting files or using every reset option. Microsoft’s unlink and relink instructions say changes made while unlinked sync after you reconnect.
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- Windows: Select the OneDrive cloud icon in the notification area, open Settings, choose Account, then select Unlink this PC. Sign in again. If OneDrive recognizes the existing folder, choose Use this folder.
- Mac: Open OneDrive Preferences, select Account, and choose Unlink this Mac. Sign in again to reconnect.
- After reconnecting: Let OneDrive re-sync and check its status. Microsoft notes that files may be represented by placeholders during this process, and a large sync can take time.
Do not treat every reset as safe
Reset procedures are not interchangeable. In particular, Microsoft’s guidance for a macOS Files On-Demand migration reset warns that local content may be removed and unsynced content may be lost. Do not use that reset on the assumption that the unlink-and-relink reassurance applies to it. Before a reset that could remove local content, verify that important files have synced or make a separate copy outside the OneDrive folder. See Microsoft’s OneDrive reset guidance.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.When to ask for help
If the error remains after these checks, confirm which files exist locally and which are available in OneDrive on the web before making further changes. Microsoft maintains a known-issues and sync troubleshooting page; it was labeled last updated April 20, 2026, so check the live page for current issues rather than assuming an item listed there is still active. Work or school account users should contact their organization’s IT support if syncing continues to fail. Microsoft also offers account-specific support routes through its OneDrive help pages.
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