What do the icons on my Microsoft SharePoint mean?

There are so many different icons for Microsoft SharePoint and OneDrive, but how do you make sense of them all?


Here at Solve-IT we like to make things easier, and have put them all into one handy list for you!


The Microsoft OneDrive icons in the notification area and File Explorer tell you the sync state of the file or folder.

These icons appear to the right of the document name, or in the system tray in the bottom right of your screen.

Three little blue lines



The glimmer marks (three little blue lines) seen next to a file or folder indicate that the file is new. You'll see this only when using OneDrive.com online.

Red circle with white cross



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.

Contact the Helpdesk to get assistance.

Black circle with white cross



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.

OneDrive paused icon



The paused symbol over the OneDrive or OneDrive for work or school icon means your files are not currently syncing.


Contact the Helpdesk to get assistance.

OneDrive icon with sync pending arrows



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.


Yellow exclamation mark OneDrive icon



If you see a yellow warning triangle over your OneDrive or or OneDrive for work or school icon, it means your account needs attention. Contact the Helpdesk to get assistance.

Blue cloud icon



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.


Green tick icons



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.”

Solid green circle with the white check mark



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.


Padlock icon



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

If you require any assistance, please do not hesitate to contact the Helpdesk on 01392 875757 or Helpdesk@Solve.UK.com

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