What do OneDrive icons mean

Created On28 July, 2021

Last Updated On28 July, 2021

byKnowledge Base Creator

The Microsoft OneDrive icons in desktop notification areas, menu bars, Windows File Explorer and macOS Finder tell you the sync state of the file or folder.

If you don’t see any desktop notification or menu bar icons, OneDrive may be hidden, not installed or not running.

OneDrive sync error icon

OneDrive for Business sync error icon

A red circle with a white cross means that a file or folder cannot be synced. You’ll see this in File Explorer or on the OneDrive notification area icons.

Click the blue or white OneDrive icon in the notification area to learn more about the problem.

For more help, read how to Fix OneDrive sync problems.

A grayed-out OneDrive icon in the taskbar means you’re not signed in, or OneDrive setup hasn’t completed.

Press , search for OneDrive and then open the OneDrive desktop app.

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.

Learn more about How to Pause and Resume sync in OneDrive.

OneDrive for Business sync in progress icon

The circular arrows over the OneDrive or OneDrive for work or school notification icons signify that sync is in progress. This includes when you are uploading files, or OneDrive is syncing new files from the cloud to your PC. Sync icons may also be seen online in OneDrive.com. OneDrive will also check for other file or folder changes and may show “Processing changes”.

If OneDrive shows “Processing changes” for a long time, it could be because you have an online file open, a very large file syncing, a lot of files stuck in a queue.

If you see a red “no entry” style icon over your OneDrive icon, it means your account is blocked.

If you see a yellow warning triangle over your OneDrive or or OneDrive for work or school icon, it means your account needs attention. Select the icon to see the warning message displayed in the activity center.

If you see a “people” icon next to your OneDrive files or folders, this indicates the file or folder has been shared with other people.

A blue cloud icon next to your OneDrive files or folders indicates that the file is only available online. Online-only files don’t take up space on your computer.

You can’t open online-only files when your device isn’t connected to the Internet.

When you open an online-only file, it downloads to your device and becomes a locally available file. You can open a locally available file anytime, even without Internet access.

If you need more space, you can change the file back to online only. Just right-click the file and select “Free up space.”

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.

This is not a OneDrive icon, but a corrupted Windows shortcut icon. If you see a gray X over your Windows Desktop shortcuts, try these tips:

Right-click on your Desktop and select Refresh.
Uninstall any backup applications that are not longer used. Restart your computer after each uninstallation.

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

Learn more about restrictions and limitations when you sync files and folders.

If you have signed in to the OneDrive sync app with both work or school and a personal account, you will see two OneDrive sync icons.

The blue one is for your work or school account, the white one is for your personal account.

Learn how to add an account in OneDrive.

The glimmer marks (three little blue lines) seen next to a file or folder indicate that the file is new.

The three squares icon next to an album indicates a shared collection of files. You will see this whether you are the owner of the files, or if they have been shared with you.

The blue diamond icon on the OneDrive.com toolbar shows your current subscription with OneDrive or Microsoft 365, and how much storage you have used.

If you don’t have a subscription, select the icon to see what plans are available.

A black circle with a white cross means that a file or folder cannot be synced. Mac users will see this in Finder or on the OneDrive menu bar icons.

Click the OneDrive icon in the menu bar area to learn more about the problem.

A grayed-out OneDrive icon in the taskbar means you’re not signed in, or OneDrive setup hasn’t completed.

Use Finder or Spotlight to start OneDrive.

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.

Learn more about How to Pause and Resume sync in OneDrive.

The circular arrows over the OneDrive or OneDrive for work or school notification icons signify that sync is in progress.

This includes when you are uploading files, or OneDrive is syncing new files from the cloud to your PC.

Sync icons may also be seen online in OneDrive.com.

OneDrive will also check for other file or folder changes and may show “Processing changes”.