Files & Storage · 5 guides
Share and access files
Low disk space, home access, locked files, large shares, and mapped drives.
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.