How To Sync Sharepoint To File Explorer
Introduction
In today’s fast-paced Australian business environment, organisations rely heavily on efficient file management, security, and collaboration. With teams between 20 and 250 staff, the ability to seamlessly access files across devices is essential. Microsoft SharePoint, part of the Microsoft 365 and Office 365 ecosystem, is a powerful tool for managing documents, collaborating across departments, and connecting distributed teams.
This guide shows you exactly how to sync SharePoint to File Explorer (or Windows File Explorer), ensuring your staff can access documents quickly via the familiar Windows interface. Whether you’re using SharePoint Online, Microsoft OneDrive, or OneDrive for Business, syncing your SharePoint Document Library to your local computer boosts productivity and simplifies daily work.
By the end of this guide, you’ll understand:
- How to sync a SharePoint library using the Sync button
- How Files On-Demand, status icons, and the Windows notification area work
- How the SharePoint Library ID, permissions, and sync behaviours affect your setup
- How to troubleshoot sync issues, including file path problems, large files, version discrepancies, and illegal characters such as
: - When to use backup tools like Syskit Point, Shoviv Software, or Cloud Drive Migrator
This guide is designed for business owners, Global Marketing users, Network Administrators, IT leaders, and service desk teams who want a smoother SharePoint-to-File-system experience.
Understanding SharePoint File Syncing
What is SharePoint File Syncing?
Syncing allows you to access SharePoint libraries and shared documents directly through File Explorer on your Windows desktop or Mac Finder. Once synced, your SharePoint folder appears just like a standard folder on your local device.
Key benefits include:
- Real-time syncing via OneDrive Files On-Demand
- Offline access controlled by Offline Client Availability
- Faster navigation using Quick Access or the quick access area in Windows Explorer
- Native integration with desktop Office applications like Word, Excel, and PowerPoint
Unlike simply accessing files in a web browser, syncing provides:
- Full version control with Version history
- Clear visual indicators such as the Blue Cloud Icon, Green Checkmark Icon, Gray Cloud Icon, Yellow Exclamation Mark, Padlock Icon, and Circular Arrows
How Syncing Works Behind the Scenes
The OneDrive sync client connects SharePoint data with your local device. It pulls files from the SharePoint site using the SharePoint URL, authentication via your Microsoft account credentials or Office 365 work or student account, and stores temporary metadata in system memory.
The sync client monitors changes using:
- Status column indicators
- Windows System Tray or Windows taskbar notification area icons
- Notification area popup notifications
It respects:
- SharePoint Permissions & Inheritance
- Rights Management Service (RMS) and IRM-protected SharePoint rules
- Lifecycle Policy, content usage, user activity, and library settings
- Network conditions and Configuration settings, including Intune and Dynamic Groups
Pre‑Requisites & Requirements
System and Account Requirements
Before syncing SharePoint with File Explorer, you need:
- Windows 10, Windows 11, or MacOS 12.1+
- OneDrive for Business installed and signed in
- Correct SharePoint access permissions
- A supported browser (Internet Explorer 11 is not recommended)
- A stable internet connection
- A SharePoint site with syncing enabled via the Set-SPOTenant cmdlet
Checklist Table
| Requirement | Description |
|---|---|
| Windows 10/11 or MacOS 12.1 | Supported operating systems |
| OneDrive Sync Client Installed | Confirm via the Account tab in OneDrive |
| SharePoint Online Access | Must have login and permissions |
| SharePoint URL | Direct link to the correct storage site |
| IRM-protected SharePoint | Must comply with Rights Management Service |
| Trusted Sites | SharePoint URLs added to browser trusted sites |
| Network Drive Policies | No restrictive GPO blocking sync |
Step-by-Step Guide: Syncing SharePoint to File Explorer
Step 1: Open the SharePoint Library
Go to your SharePoint site using a modern web browser. Navigate through the navigation menu to the relevant Document library, SharePoint list, or shared locations. Confirm the library’s Library settings allow offline sync.
Step 2: Start Syncing Using the Sync Button
In the menu bar of the Document Library, click the Sync button. This triggers a connection to Microsoft OneDrive or OneDrive for Business.
A popup notification will appear, asking to open Microsoft OneDrive.
Step 3: Sign In Using Microsoft Credentials
Enter your Office 365 work or student account details when prompted. This ensures your sync is mapped to the correct profile type.
Step 4: Complete the Setup
Approve any prompts and select Sync, not “Add shortcut.” Avoid using shortcuts if you need:
- Offline access
- Reliable sync behaviour
- Conflict detection
- Access to Version history
Step 5: Access Files in File Explorer
Your library now appears in Windows File Explorer under:
OneDrive – [Organisation Name]
From here, you can:
- Pin folders to Quick Access
- View icons like the cloud icon, Green Checkmark, Yellow Exclamation Mark, and more
- Work on files that sync back to SharePoint automatically
Step 6: Work With Synced Files
You can open Office files, move files using the Move to command, upload using the Upload button, and restore deleted items from the Recycle Bin or Recycling Bin.
Be aware of:
- Illegal characters (e.g.,
:) causing sync errors - File path character limits
- Issues with large files impacting system memory or sync speed
- Conflicts shown as Version Discrepancies
Alternative Method: View in File Explorer
The View in File Explorer feature mirrors a library temporarily using an authenticated browser session. It requires Edge in IE Mode because Internet Explorer 11 is retired.
It does not support:
- Offline access
- Files On-Demand
- Version history
Troubleshooting & Tips
Common Sync Issues
- Illegal character errors — rename files
- File size limitations — compress or split files
- Permissions issues — check your Permissions Matrix
- Status icons stuck — restart OneDrive or reboot
- Padlock Icon — indicates restricted permissions
- Gray Cloud Icon — OneDrive offline
- Blue Cloud Icon — Files On-Demand placeholder
Best Practices
- Use cloud backup solutions (Syskit Point, Shoviv, Cloud Drive Migrator)
- Review Content usage and User activity reports
- Configure Jobs via Job Schedule for backup tasks
- Maintain SharePoint to File system consistency
- Reduce help desk requests by educating users on sync icon meanings
FAQ
- Can I sync multiple SharePoint libraries? Yes, but consider system memory and CPU load.
- What happens if I delete a file? It moves to the SharePoint or OneDrive Recycle Bin.
- How do I stop syncing? Use the OneDrive Help & Settings menu.
- Why am I seeing Version Discrepancies? Conflicts occur when multiple users edit offline.
- Can I use this on Mac Finder? Yes—OneDrive supports Mac syncing.
Comparison Table — Sync Options
| Feature | Sync | View in File Explorer | Shortcut |
|---|---|---|---|
| Offline Access | Yes | No | Yes |
| Real-time sync | Yes | No | No |
| Files On-Demand | Yes | No | No |
Conclusion
Syncing SharePoint libraries to Windows File Explorer or Mac Finder dramatically improves productivity, minimises service desk ticket volume, and provides a smoother collaboration experience. If your organisation needs help optimising SharePoint, managing Configuration settings, or improving security, Enabla Technology can help.
Leave a Reply