Could not find "Always keep on device" and "Free up space" options in context menu for local OneDrive files

Question

Could not find "Always keep on device" and "Free up space" options in context menu for local OneDrive files

Cola 25

Previously I could toggle the "Always keep on device" or "Free up space" options by right clicking on a OneDrive file from File Explorer. Today I found out that the options were gone. A few weeks ago I did tinker with the Registry Editor (added an "Open with" option for context menu on the background of a folder view), but I forgot if the last time I'd used those OneDrive options was before that tinkering or after. If it was before, it might have been my tinkering that caused the disappearance.

Not sure if this serves as any clue but this is how my OneDrive's Settings > Sync and Back Up look like:

Screenshot 2025-08-13 102926

Screenshot 2025-08-13 102936

I find it a bit weird that there's a "Exclude specific files, ..." section but with no further options to actually do that.

Another weird thing: the address bar when I'm in the OneDrive directory used to look like this:
User's image

Now it looks like this:
User's image

without the cloud icon. I used to be able to click on the cloud icon and view info about my OneDrive storage or something-- I don't really remember.

Would appreciate any insights and thoughts as to why the options have disappeared. And maybe some insights into where the OneDrive options might be set in the Registry Editor would be helpful too.

**Moved from 'Windows for home' > Windows 11 > Files, folders, and storage

Locked Question. You can vote on whether it's helpful, but you can't add comments or replies or follow the question.

Rodrigo Queiroz 78,580 Reputation points Independent Advisor

2025-08-14T18:42:31.0933333+00:00

But does it show the same way when you open the folder on the path shown on "Location on your PC"?
Chris358cp 5 Reputation points

2025-08-15T07:23:11.87+00:00

Something's definitely changed. Previously the settings for Files On-Demand looked like this:

And suddenly they look like your screenshot.

The thumbnails in File Explorer have all changed too, going from little blue clouds and green checkmarks to ugly brown archive boxes.

It really sucks that apparently we're no longer able to select which files we want to keep on our device and which one we send to the cloud to free up space.
Cola 25 Reputation points

2025-08-15T15:21:19.0433333+00:00

Exactly! Yes, now my OneDrive files have little brown archive boxes on the icons and there are no more blue clouds/green checkmarks too.
Cola 25 Reputation points

2025-08-15T15:25:54.7466667+00:00

Yes. The "Location on your PC" is "C:\Users\User\OneDrive - Institution XYZ". Typing this path into the address bar in File Explorer brings me to the OneDrive folder, but all the same, there are no "Always keep on device" or "Free up space" options when I right click on a file, and on the address bar, a desktop icon is there instead of the previous blue cloud icon.
Chris358cp 5 Reputation points

2025-08-15T15:35:30.3833333+00:00

Which version of OneDrive are you using?

I uninstalled the app that I had (I think it was 25.137.0715.0001) and installed the "latest version" 25.130.0706.0004 from the release notes. That fixed the problem, it removed the archive boxes and brought back the blue clouds/green checkmarks as well as the "Always keep on this device" and "Free up space" options in context menu.

Let me know which OneDrive release you see in your Installed Apps so we can be sure of the culprit!
Wong 0 Reputation points

2025-09-29T07:18:51.8033333+00:00

Having exactly same problem. Good to know that I am not alone but, afraid that this is going to be another OneDrive problem that going to take forever to resolve :(

All OneDrive files tagged with a small brown box icon no longer showing if its status whether they are online only or kept locally. Cannot set any files to free up space or keep locally as well. Very annoying :(

4 answers

Rodrigo Queiroz 78,580 Reputation points Independent Advisor

2025-08-14T18:42:31.0933333+00:00

But does it show the same way when you open the folder on the path shown on "Location on your PC"?
Chris358cp 5 Reputation points

2025-08-15T07:23:11.87+00:00

Something's definitely changed. Previously the settings for Files On-Demand looked like this:

And suddenly they look like your screenshot.

The thumbnails in File Explorer have all changed too, going from little blue clouds and green checkmarks to ugly brown archive boxes.

It really sucks that apparently we're no longer able to select which files we want to keep on our device and which one we send to the cloud to free up space.
Cola 25 Reputation points

2025-08-15T15:21:19.0433333+00:00

Exactly! Yes, now my OneDrive files have little brown archive boxes on the icons and there are no more blue clouds/green checkmarks too.
Cola 25 Reputation points

2025-08-15T15:25:54.7466667+00:00

Yes. The "Location on your PC" is "C:\Users\User\OneDrive - Institution XYZ". Typing this path into the address bar in File Explorer brings me to the OneDrive folder, but all the same, there are no "Always keep on device" or "Free up space" options when I right click on a file, and on the address bar, a desktop icon is there instead of the previous blue cloud icon.
Chris358cp 5 Reputation points

2025-08-15T15:35:30.3833333+00:00

Which version of OneDrive are you using?

I uninstalled the app that I had (I think it was 25.137.0715.0001) and installed the "latest version" 25.130.0706.0004 from the release notes. That fixed the problem, it removed the archive boxes and brought back the blue clouds/green checkmarks as well as the "Always keep on this device" and "Free up space" options in context menu.

Let me know which OneDrive release you see in your Installed Apps so we can be sure of the culprit!
Wong 0 Reputation points

2025-09-29T07:18:51.8033333+00:00

Having exactly same problem. Good to know that I am not alone but, afraid that this is going to be another OneDrive problem that going to take forever to resolve :(

All OneDrive files tagged with a small brown box icon no longer showing if its status whether they are online only or kept locally. Cannot set any files to free up space or keep locally as well. Very annoying :(

Answer 1

Brian Tan 5

Try unlinking and relinking as directed here

https://learn.microsoft.com/en-us/answers/questions/5363805/free-up-space-option-disappeared?from=ContactUsWebBCQR&CorrelationId=eaf22faf-9875-4768-90c9-81b13923086e

0 comments

Answer 2

David Potts 20

I had a small issue with Explorer Status Icons not always not displaying the correct status. After involving CoPilot, it's turned into a bigger issue. I now have a newer version of OneDrive that won't interact with Explorer at all, no Status Icons and no ability to "Keep On Device" or "Free Up Space". Such a backwards step from Microsoft.

Stefan Blom 348.9K Reputation points MVP Volunteer Moderator

2026-08-07T19:50:40.9466667+00:00

I had a small issue with Explorer Status Icons not always not displaying the correct status. After involving CoPilot, it's turned into a bigger issue. I now have a newer version of OneDrive that won't interact with Explorer at all, no Status Icons and no ability to "Keep On Device" or "Free Up Space". Such a backwards step from Microsoft.

@David Potts

If none of the suggestions in this thread has helped, please start your own thread. Use the Ask a question option (see the screen shot below). Be sure to include the relevant information for your system (version of Office, operating system, etc.). Good luck.

The current thread is a year old and it will be closed.

Answer 3

Rodrigo Queiroz 78,580 Independent Advisor

Go to Settings > Apps > Installed Apps and uninstall the OneDrive app.
Download and reinstall OneDrive:
https://oneclient.sfx.ms/Win/Installers/25.130.0706.0004/amd64/OneDriveSetup.exe

Monika Naus 5 Reputation points

2025-09-18T22:30:44.28+00:00

I have the same issue. Came back from holiday in early September, and my OneDrive files now have brown filing cabinet icons, and I do not have Always keep on this device or Free up space options when I right click. Using Windows 11, Office 365. The 'installer' above tells me that my version of OneDrive is newer and recommends against installing that version. My Windows 11 updated on a regular update last week. I cannot find any 'official' information about this change, and how to 'always keep on this device' should this be required, even temporarily.
Bones 0 Reputation points

2025-10-08T10:35:15.52+00:00

I have the same issue just today after latest Windows update, now the files I had previously set as free up space just have the brown cabinet icon. So I no longer have control over what files are stored locally and those that are on cloud only. A definite step backwards.
Doug Griffin 0 Reputation points

2025-10-23T11:51:23.18+00:00

It appears that we will need to go back to using an external usb hard drive to keep a copy of all files local. My hard disk is not large enought to locally syncronize all files, and I have many files which are multiple gb and can't be downloaded on demand in a timely fashion.

Microsoft, please restore the very awesome option you have removed to choose which files are kept locally.

Answer 4

Rodrigo Queiroz 78,580 Independent Advisor

Hi, I'm Rodrigo and I will help you.
Looks like the folder is not synced to OneDrive, that's why it does not show the cloud icon and the options when you right-click.

Open the Start Menu, type OneDrive and press enter. It will open the OneDrive folder, does it show the cloud icon in the address bar?

Cola 25 Reputation points

2025-08-13T14:27:58+00:00

Unfortunately, I have done exactly that, and yet the cloud icon still does not show up on the File Explorer address bar.

If I click on the cloud icon on the right side of the taskbar, it shows that I am signed in to my OneDrive account and all my files are synced.
Rodrigo Queiroz 78,580 Reputation points Independent Advisor

2025-08-13T14:35:35.2066667+00:00

Open the OneDrive on the right side of the taskbar > Settings > Account > Choose Folders > Check the path on "Location on your PC" and open the folder in the location. Does is show your OneDrive folder?
Cola 25 Reputation points

2025-08-14T13:18:04.5933333+00:00

Yes, it does. Here's a screenshot:

I'm able to click on "Choose folders" too: