SharePoint File Sync User Guide
Sync a SharePoint document library with OneDrive, find the synced folder, check status, and manage local file storage.
Purpose
Use OneDrive to sync a SharePoint document library when you need offline access, faster browsing, or a local copy on your device.
If your organization blocks sync or the library does not appear, contact IT support before you troubleshoot further.
Install OneDrive
Use the Microsoft OneDrive app on Windows or Mac before you sync the library.
Open or install OneDrive
- On Windows, open OneDrive from the Start menu.
- On Mac, open OneDrive from Applications.
- If OneDrive is not installed, install the version approved by your organization.
Sign in with your work account
- Sign in with the account that has access to the SharePoint site.
- Use the same account for OneDrive and Microsoft 365.
Confirm OneDrive is ready
- Wait until OneDrive finishes signing in.
- Look for the cloud icon in the menu bar or notification area.
If OneDrive is already installed and signed in, move to the sync steps.
Sync the SharePoint library
Start the sync from the SharePoint document library in your browser.
Open the SharePoint library
- Go to the SharePoint site in your browser.
- Open the document library you want to sync.
Start syncing
- Select Sync on the library toolbar.
- If prompted, choose Open Microsoft OneDrive.
- Confirm the prompt to start syncing.
Wait for the first sync to finish
- Let OneDrive download the library and files.
- Stay connected to the internet until the first sync completes.
Large libraries can take a while to sync the first time. You can keep working while OneDrive runs in the background.
Find the synced library
After OneDrive connects the library, it appears in File Explorer on Windows or Finder on Mac.
- On Windows, open File Explorer and look under your organization name or OneDrive.
- On Mac, open Finder and look under OneDrive or the organization folder.
- Use the SharePoint folder name to find the synced library.
Check syncing
OneDrive uses file status icons to show whether a file is online, available on your device, or still syncing.
| Icon | Status | Meaning |
|---|---|---|
| Cloud | Online-only | The file stays in SharePoint and downloads when you open it. |
| Green check | Available locally | The file is on your device and opens without downloading. |
| Sync arrows | Syncing | OneDrive is uploading or downloading changes. |
| Red X | Sync error | OneDrive cannot sync the file and needs attention. |
If the status does not change after a few minutes, open the OneDrive activity center and check for an error message.
Choose always keep or free up space
Use file status options to control whether a file stays on your device.
Keep a file offline
- Right-click the file or folder.
- Select Always keep on this device.
Return a file to online-only
- Right-click the file or folder.
- Select Free up space.
Use Always keep on this device for files you need offline. Use Free up space when you want SharePoint to keep the file without storing a local copy.
Practical examples
These examples show when file sync helps in everyday support situations.
- Traveling without reliable internet: Keep the files you need offline before you leave.
- Working in a shared folder: Sync the library so you can edit files in File Explorer or Finder and let OneDrive upload changes.
- Recovering a recently edited file: Open the synced library and use the local copy if the browser is slow or unavailable.
When to contact IT support
Contact IT support if any of the following happen:
- The Sync button does not appear in SharePoint.
- OneDrive does not open after you select Sync.
- The library starts syncing but never finishes.
- Files show a red X after you try again.
- You do not see the synced library in File Explorer or Finder.
- Your organization requires special permissions and the library still does not sync.
Quick checklist
Before you finish, confirm these items:
- OneDrive is installed and signed in with your work account.
- You started sync from the correct SharePoint document library.
- The library appears in File Explorer or Finder.
- The file status icons show normal sync behavior.
- You know how to use Always keep on this device and Free up space.
Final note
If the library still does not sync after you check these items, contact IT support with the SharePoint site name, library name, and any OneDrive error message you see.
Last updated 4 days ago
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