If your computer is running low on storage but your OneDrive is full of files you need access to, Files On-Demand lets you keep everything visible in File Explorer without actually storing it all on your device. Files stay in the cloud until you open them, then download automatically when you need them.
How Files On-Demand works
When Files On-Demand is turned on, you will see all your OneDrive files in File Explorer as normal. But not all of them are stored locally. Each file has a small status icon next to it that tells you where it lives.
A blue cloud icon means the file is online only. It does not take up space on your computer. You can see it and open it, but it will need to download first.
A green tick with a white background means the file has been downloaded and is available offline. It takes up space on your device but will be freed automatically if your storage gets low.
A green tick with a green background means you have marked the file to always stay on your device. It will not be removed automatically.
How to free up space on a specific file or folder
Right click on any file or folder in your OneDrive in File Explorer. Select Free up space. The file will be removed from your local drive but remain fully accessible from OneDrive. The next time you open it, it will download automatically. This is the quickest way to reclaim space without losing access to anything.
How to keep a file available offline
If you know you will need a file when you do not have internet access, right click it and select Always keep on this device. This ensures it stays downloaded locally regardless of your storage situation. This is useful for files you work with daily or documents you need on the go.
How to turn on Files On-Demand
Files On-Demand is usually turned on by default when OneDrive is set up. If it is not, click the OneDrive cloud icon in your system tray near the clock. Click the gear icon and select Settings. Under the Sync and backup tab, look for the Files On-Demand section and make sure it is enabled.
How much space can this save?
It depends on how many files you have in OneDrive. For most business users with several gigabytes of documents, presentations and spreadsheets, switching older files to online only can free up a significant amount of space without any effort. You do not need to move or delete anything. The files stay exactly where they are in your folder structure.
For a more thorough cleanup of your computer, see our guide on how to free up space and speed up a slow computer.
When to get help
If Files On-Demand is not available, if OneDrive is not syncing properly, or if you need storage policies configured across your team so that everyone benefits from this feature automatically, these require admin-level setup. Recloud configures and manages OneDrive for our clients so your team gets the most out of their storage without running into problems.