You want to access your work files from your phone or tablet even when you have no internet connection. The OneDrive mobile app for iOS and Android lets you mark individual files and folders as offline, so they are stored locally on your device. This article explains how to set up offline files in the OneDrive mobile app for OneDrive for Business accounts. You will learn the steps to make files available offline, how to manage offline storage, and what to do when offline access does not work as expected.
Key Takeaways: Offline Files in the OneDrive Mobile App
- OneDrive app > file > Make Available Offline: Toggles local storage for the selected file or folder on iOS and Android.
- OneDrive app > Me > Settings > Offline Files: Shows which files are stored offline and lets you remove them to free space.
- OneDrive app > file > Always Keep on Device: Forces a file to remain offline even if you have not opened it recently.
What Are Offline Files in the OneDrive Mobile App
Offline files are copies of your OneDrive for Business documents that are saved directly to your mobile device. When you mark a file as offline, the OneDrive app downloads the latest version to your phone or tablet. You can open, edit, and save changes to that file without an internet connection. The next time your device connects to Wi-Fi or cellular data, the app syncs your changes back to OneDrive.
This feature is different from the desktop Files On-Demand feature in Windows. On mobile, you must explicitly choose which files to make offline. The app does not automatically cache files you have opened recently. You control the offline set manually, which helps you manage limited storage on your device.
Before you start, ensure you have the latest version of the OneDrive app from the Apple App Store or Google Play Store. You must sign in with your Microsoft 365 work or school account. Offline files are available for all file types that OneDrive supports, including Word, Excel, PowerPoint, PDFs, and images.
Steps to Make Files Available Offline in the OneDrive Mobile App
The process is nearly identical on iOS and Android. The following steps use the iOS interface, but Android users will find the same options in the same locations.
- Open the OneDrive app and locate the file or folder
Tap the OneDrive icon on your home screen. Navigate through your folders or use the search bar at the top to find the item you want to access offline. - Tap the three-dot menu next to the item name
On iOS, tap the circle with three dots to the right of the file or folder name. On Android, tap the vertical three-dot icon on the right side of the row. - Select Make Available Offline
From the menu that appears, tap Make Available Offline. The app begins downloading the file. A blue circle with a check mark appears next to the file name once the download completes. - Verify the offline status
Open the file to confirm it opens without an internet connection. You can test this by enabling Airplane Mode on your device and opening the file from the OneDrive app. It should open normally.
To make a folder available offline, follow the same steps. When you mark a folder as offline, the app downloads all files currently inside that folder. New files added to the folder later are not automatically downloaded. You must open the folder again and tap Make Available Offline to sync new content.
Using Always Keep on Device for Individual Files
The Always Keep on Device option works similarly to Make Available Offline but with one difference: the app never removes the local copy even if you have not opened the file for a long time. Standard offline files may be removed by the app if you run low on storage, but Always Keep on Device files stay until you manually remove them.
- Tap the three-dot menu next to the file
Find the file you want to pin to your device. - Tap Always Keep on Device
The app downloads the file and displays a pin icon next to the file name.
To remove the Always Keep on Device status, tap the three-dot menu again and select Free Up Space. The local copy is deleted, but the file remains in your OneDrive cloud storage.
Managing Offline Files and Storage
You can view all files you have marked as offline in one place. This helps you review what is taking up space on your device and remove files you no longer need offline.
- Open the OneDrive app and tap the Me tab
The Me tab is located at the bottom right on iOS and at the top left on Android. - Tap Settings
Scroll down and tap Settings. - Tap Offline Files
You see a list of every file currently stored offline. The list shows the file name, size, and the date it was last synced. - Remove individual files or clear all
Tap the red minus icon next to a file to remove it. To delete all offline files, tap Clear All Offline Files at the bottom of the screen.
The Offline Files screen also shows the total storage used by offline content. If you are running low on space, remove large files that you can access online later.
Common Issues When Setting Up Offline Files
Make Available Offline option is grayed out
This happens when the file is stored in a location that does not support offline access. Files in shared libraries where you have view-only permissions cannot be made offline. Files that are larger than the device free space are also blocked. Free up storage on your device or ask the library owner for edit permissions.
Offline files do not sync changes
If you edit an offline file and the changes are not syncing when you reconnect, the file may be locked by another user. Close the file and reopen it. If the conflict persists, the app creates a separate copy with your changes. You can merge the two versions manually in the desktop app.
Offline files disappear after update
After a major OneDrive app update, offline files may be removed as part of the app refresh. This is rare but has been reported. After updating the app, open the Offline Files screen in Settings and re-mark the files you need.
Offline Files vs Always Keep on Device: Key Differences
| Item | Make Available Offline | Always Keep on Device |
|---|---|---|
| Purpose | Temporary offline access for files you need now | Permanent local storage for critical files |
| Auto-removal by app | Possible when device storage is low | Never removed automatically |
| Icon indicator | Blue circle with check mark | Pin icon |
| Manual removal | Tap Free Up Space or remove in Offline Files settings | Tap Free Up Space or remove in Offline Files settings |
| Recommended for | Files you need for a specific trip or meeting | Reference documents you access daily |
Use Make Available Offline for files you need for a short period. Use Always Keep on Device for files you rely on regularly and cannot risk being removed.
You can now set up offline files in the OneDrive mobile app and control exactly what stays on your device. Start by marking a few key documents as offline and test them in Airplane Mode to confirm they work. For files you open every day, use the Always Keep on Device option to prevent accidental removal. Check the Offline Files screen in Settings once a month to review storage usage and remove files you no longer need offline.