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Files & Storage · 5 guides

Recover and sync files

Deleted files, missing OneDrive documents, version history, and sync errors.

How to recover deleted files

Get a file back after it was deleted from your PC, OneDrive, or a shared library.

EasyAbout 8 minutes4 steps

You might notice

  • A file vanished from a folder
  • You emptied the Recycle Bin too soon
  • A teammate deleted a shared document
  1. 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.

  2. 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.

  3. 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.

  4. 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.

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.

ModerateAbout 10 minutes4 steps

You might notice

  • Folder looks empty or shorter
  • Search cannot find the file
  • The file exists on another person’s PC
  1. 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.

  2. 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.

  3. 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.

  4. 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.

How to restore a previous version of a file

Roll back a document after a bad edit, a merge, or an overwrite.

EasyAbout 5 minutes3 steps

You might notice

  • Content is missing or wrong
  • A coworker overwrote your work
  • The file will not open after a crash
  1. 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.

  2. 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.

  3. 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.

OneDrive is not syncing

The OneDrive cloud icon shows an error, files stay at “sync pending,” or changes never appear for coworkers.

ModerateAbout 10 minutes4 steps

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
  1. 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.

  2. 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.

  3. 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.

  4. 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.

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.

EasyAbout 6 minutes3 steps

You might notice

  • Cloud icon instead of a green check
  • File opens only when online
  • You need documents for travel
  1. 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.

  2. 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.”

  3. 03

    Free up space later

    When you return, right-click unused folders → Free up space so they become online-only again.