10 guides
Files & Storage
Recover files, sync OneDrive, share large documents, and map network drives.
How to recover deleted files
Get a file back after it was deleted from your PC, OneDrive, or a shared library.
You might notice
- A file vanished from a folder
- You emptied the Recycle Bin too soon
- A teammate deleted a shared document
- 01
Check the Recycle Bin on the PC
Open Recycle Bin, search by name, and Restore. This only helps for files deleted from the local disk, not from a browser-only SharePoint view.
- 02
Check OneDrive recycle bin
In the OneDrive website, open Recycle bin and restore the file. Shared libraries have their own recycle bin on the SharePoint site.
- 03
Restore a previous version if the file still exists
If the file is there but empty or overwritten, use Version history in OneDrive, SharePoint, Word, or Excel and restore an earlier copy.
- 04
Ask whether someone else has a copy
Email attachments, chat downloads, and a teammate’s sync folder often still hold a copy while retention is still open.
Did this get you unstuck?
A file disappeared from OneDrive or SharePoint
A document you used recently is gone from the folder you expect, but you did not delete it.
You might notice
- Folder looks empty or shorter
- Search cannot find the file
- The file exists on another person’s PC
- 01
Search across the whole library
Use OneDrive or SharePoint search, not just the current folder. Files are often moved, renamed, or saved to a personal folder by accident.
- 02
Sort by Modified and check Shared
On the OneDrive home page, open Recent and Shared. A file can leave a folder and still exist in Recent.
- 03
Review the recycle bin and version history
Restore from the site recycle bin if it was deleted. If a sync conflict created a “computer name” copy, open both and keep the right one.
- 04
Confirm you are in the right tenant and site
Some people have a personal OneDrive and several SharePoint sites. Check the site name in the browser bar.
Did this get you unstuck?
How to restore a previous version of a file
Roll back a document after a bad edit, a merge, or an overwrite.
You might notice
- Content is missing or wrong
- A coworker overwrote your work
- The file will not open after a crash
- 01
Use Version history in the Office app
In Word, Excel, or PowerPoint, open File → Info → Version history, or the title-bar version menu. Preview a version, then Restore.
- 02
Or restore from OneDrive or SharePoint
In the browser, select the file → Version history. Restore the version you want. The current copy is kept as another version.
- 03
Save a copy first if you are unsure
Download the current file before restoring so you can compare. Restoring does not always keep unsaved local edits.
Did this get you unstuck?
OneDrive is not syncing
The OneDrive cloud icon shows an error, files stay at “sync pending,” or changes never appear for coworkers.
You might notice
- Red X or pause on the OneDrive icon
- A file is on your PC but not on the website
- Storage is full
- 01
Read the icon and unpause
Click the OneDrive cloud in the notification area. Resume sync if it is paused. Sign in again if it asks.
- 02
Fix the file that is blocking the queue
OneDrive often stalls on one invalid name, an open file, or a path that is too long. Rename, close Office apps, and shorten folders.
- 03
Check quota
If the account is full, sync stops. Move large videos or archives to an approved archive library, or delete old Recycle Bin items.
- 04
Reset the client if it is stuck
Quit OneDrive and reopen. If errors remain, use the official reset command from Microsoft 365 support, then sign in again. Your cloud files are not deleted by a client reset.
Did this get you unstuck?
Files are stuck as online-only and will not open offline
Cloud icons appear on files, and they will not open on a plane or without internet.
You might notice
- Cloud icon instead of a green check
- File opens only when online
- You need documents for travel
- 01
Always keep the files you need on this device
In File Explorer, right-click the file or folder → Always keep on this device. Wait until the icon becomes a solid green check.
- 02
Do this before you leave the network
Pin folders while you still have internet and OneDrive is finished syncing. Check the OneDrive icon for “Up to date.”
- 03
Free up space later
When you return, right-click unused folders → Free up space so they become online-only again.
Did this get you unstuck?
The disk is full or Windows says low storage
The laptop warns that the drive is almost full, and apps start failing to save.
You might notice
- Low disk space banner
- Downloads fail
- Windows Update will not install
- 01
See what is using space
Open Settings → System → Storage and wait for the breakdown. Temporary files, Downloads, and Videos are the usual offenders.
- 02
Empty Recycle Bin and Downloads you do not need
Delete installers and duplicate downloads. Empty Recycle Bin. Do not delete folders you do not recognize under Windows or Program Files.
- 03
Use OneDrive Files On-Demand
In OneDrive settings, make older files online-only so they leave local disk but remain in the cloud. Right-click a folder → Free up space.
- 04
Clear Windows temp and update leftovers
In Storage, clean Temporary files. Keep Downloads reviewed before you tick that box. Restart after a large cleanup.
Did this get you unstuck?
How to access work files from home
Open your documents away from the office without emailing copies to yourself.
You might notice
- A file is only on the office PC
- You need a SharePoint library from home
- A network drive will not open off-site
- 01
Prefer OneDrive and SharePoint in the browser
Sign in to office.com or the company portal. Your files and shared libraries are there without a mapped drive.
- 02
Use the OneDrive app on the laptop
If the laptop is already signed in, files in your OneDrive folder work online or offline depending on how you pinned them.
- 03
Connect VPN only for legacy file servers
Old mapped drives still need VPN. If a drive fails from home, confirm VPN is connected, then retry the \\server\share path.
- 04
Stop emailing yourself copies
That creates version confusion and can leak data through personal mail. Save to OneDrive and send a link.
Did this get you unstuck?
I cannot open a file because of permissions or a lock
Windows or Office says you do not have access, or the file is locked by another user.
You might notice
- Access denied
- File is locked for editing
- You can view but not save
- 01
If it is locked, open read-only or ask the other editor
Office shows who has the file. Ask them to close it, or use Open as copy. Autosave on SharePoint usually allows co-authoring instead of a hard lock.
- 02
If access is denied, request access
Use the Request access button on the SharePoint page so the owner gets a mail. Do not ask a coworker to email a private copy of restricted files.
- 03
Sign in with the work account
A personal Microsoft account in the browser can open the page and still have no permissions. Check the account photo in the top corner.
- 04
Local files that say in use
Close Word and Excel from Task Manager if a previous crash left them open. Then reopen the file.
Did this get you unstuck?
How to map a network drive
Reconnect a department share so it appears as a drive letter in File Explorer.
You might notice
- A drive letter is missing after a restart
- You were told to use \\server\share
- The drive asks for a password every time
- 01
Be on VPN or the office network
Mappings fail immediately from guest Wi-Fi or a home network without VPN.
- 02
Map it from File Explorer
Right-click This PC → Map network drive. Choose a letter, enter the official path, and tick Reconnect at sign-in. Use your work credentials if asked.
- 03
Save the correct account
Use domain\username, not a personal Microsoft account. If Windows stored the wrong password, delete it from Credential Manager and map again.
- 04
Prefer a shortcut to SharePoint if IT has migrated the share
Many “S: drives” are now libraries. Ask your team whether the live location is still the file server.