File Access · Method One
File Explorer: it still works the way you expect
Good news first: on your work computer, IT has already connected SharePoint and OneDrive to Windows File Explorer. You don't need to install or set up anything. Your folders are waiting in the left-hand pane, and opening, saving, renaming, and dragging files all work exactly as they did on the old drives.
Step by Step
Finding your files
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Open File Explorer
Click the folder icon on your taskbar, or press Windows key + E. Same as always.
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Look in the left-hand pane for two entries
Carolina Meadows (with a small building icon) holds the shared libraries that replaced the group drives.
OneDrive – Carolina Meadows (with a cloud icon) holds your personal work files — the replacement for your private drive.
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Open folders like you always have
Double-click into your department's library and you'll see the same folder structure that lived on the old drive. Double-click a document and it opens in Word, Excel, or whichever program it belongs to.
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Save as usual
When you save from Word or Excel, save into the same folders under Carolina Meadows or OneDrive. The file syncs to the cloud automatically — usually within seconds.
Pin your favorites
Right-click any folder you use daily and choose Pin to Quick access. It will sit at the top of the left pane, one click away — just like your old shortcuts.
The One New Thing
Those little icons next to your files
Because your files now live in the cloud, File Explorer shows a small status icon beside each one. This is the only visible difference from the old drives — and it's helpful once you know the language.
| Icon | What it means | What to do |
|---|---|---|
| Blue cloud outline | Online-only. The file lives in the cloud and takes no space on your PC. It downloads the moment you open it. | Nothing — just double-click to open. You'll need an internet connection. |
| White circle with green check | Downloaded to this computer because you opened it. Opens instantly, still synced. | Nothing. Windows may free up the space later if unused. |
| Solid green circle with white check | “Always keep on this device” — available even with no internet. | Use sparingly, for files you truly need offline. |
| Two arrows in a circle | Syncing right now — your recent change is uploading. | Give it a moment. Don't shut down mid-sync if you can help it. |
| Red circle with white X | Something's stuck — the file or folder isn't syncing. | Click the OneDrive cloud icon near the clock to see why, or call the IT Help Desk. |
| Small people icon | The file or folder is shared with others. | Nothing — it's just letting you know. |
Working offline or need a file on the go?
Right-click a file or folder and choose Always keep on this device before you travel. Choose Free up space later to return it to online-only. Either way it stays in the library for everyone else.
Same As Ever
Everything that hasn't changed
Opening & editing
Double-click opens files in the full desktop apps — Word, Excel, PowerPoint — not the browser. Edit and save like always.
Drag, drop, copy, paste
Move files between folders, copy them, and use Ctrl+C / Ctrl+V exactly as before.
Right-click menu
Rename, delete, create new folders — all still there. You'll notice a few new options too, like Share and Version history. Those are gifts from SharePoint; try them when you're curious.
Saving from any program
File → Save As still lists your folders. Anything saved into the synced folders lands in SharePoint automatically.
Two cautions worth remembering
Deleting is deleting for everyone. Removing a file from a shared library removes it from the library itself, not just your view. (It can be restored from the recycle bin for 93 days — see the FAQ.)
Big reorganizations ripple outward. Dragging whole folder trees around a shared library moves them for your entire department. Coordinate first.
Watch & Learn
See it in action
A short video is worth a thousand screenshots. This walkthrough shows how SharePoint libraries connect to File Explorer and what the experience looks like day to day. (On your computer this is already set up — skip the setup steps and watch how it's used.)
“How To Sync Or Unsync SharePoint To File Explorer” — Level Up with Louis. A clear, current tour of SharePoint libraries inside File Explorer.
Go deeper
Microsoft Support · Article
View SharePoint files in File Explorer
Microsoft's own reference on how SharePoint libraries appear in File Explorer, what the requirements are, and the difference between viewing and syncing. Useful background if you like to know how things work under the hood.
Microsoft Support · Article
Work with synced files in File Explorer
The day-to-day manual: opening, moving, and managing synced files, plus what each status icon means. If you bookmark one Microsoft page about File Explorer, make it this one.
Microsoft Support · Article
What do the OneDrive icons mean?
A complete illustrated glossary of every cloud, check mark, arrow, and X you might see next to your files — including the rare ones our table above doesn't cover.