Updated September 2026: in 2021, a couple of months after choosing OneDrive, I listed its limits: no full device backup, trouble choosing folders on Mac, and problems with file locking and collaboration in Office. I have rewritten it with how OneDrive works on Mac now and what it is and is not designed for.
I chose OneDrive for two reasons: Office apps and generous storage. After a couple of months, three constraints bothered me. It could not back up an entire phone or Mac. On Mac, I could not pick the folders I wanted in the way I expected. And sharing Office files with family did not handle locking and collaboration as I hoped.
Is OneDrive a backup service?
No. OneDrive is a sync service. It keeps chosen folders identical across devices and the cloud, and it keeps previous versions of files and a recycle bin for a limited time. It does not image a whole Mac or phone. For a full Mac backup, use Time Machine alongside it; for iPhone, use iCloud backup or a computer backup.
Can you choose which folders sync on a Mac?
Yes. In the OneDrive app's settings you can choose which OneDrive folders are downloaded to the Mac, and Files On-Demand shows cloud files without downloading them until needed. Recent versions can also back up the Mac's Desktop and Documents folders to OneDrive automatically. Folders elsewhere on the Mac need to be moved into the OneDrive folder to sync.
How do Office files handle collaboration?
Word, Excel and PowerPoint files stored in OneDrive support co-authoring, where several people edit at once and see each other's changes. It works best when everyone uses current Office versions or Office on the web. Problems usually come from older Office versions or files opened from a local copy outside OneDrive, which then conflict.
What are the real limits today?
- No full-device backup, by design.
- Syncing is limited to the OneDrive folder and the backed-up folders.
- Sharing a family plan's Office licences does not mean sharing files; each person has their own OneDrive.
Is OneDrive still a good choice?
For sync, Office and per-person storage, yes. Pair it with a proper backup tool, and set up shared folders deliberately for files the family needs to work on together.
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