How to Sync a SharePoint Site with OneDrive

SharePoint Overview

A SharePoint site is a web-based platform within Microsoft’s SharePoint service that organizations use to store, organize, share, and access information. It serves as a central hub for collaboration, document management, and communication across teams
or departments. SharePoint sites are highly customizable and can include various components like document libraries, lists, calendars, discussion boards, and custom applications to streamline business processes.

Here are some key types of SharePoint sites:

  1. Team Sites: These are used for collaboration within a team or project. Members can upload and manage documents, share information, and work together in real-time.
  2. Communication Sites: These are designed to broadcast information to a broader audience. They are more focused on sharing content like news, reports, or other key updates.
  3. Hub Sites: These connect multiple SharePoint sites to bring related teams or projects together, providing a unified navigation and structure.
  4. Document Libraries: SharePoint sites often include libraries where files can be stored, versioned, and shared with permissions and access controls.

By using a SharePoint site, users can work together effectively, with features like:

  • Document collaboration (version control, check-in/check-out)
  • Workflows and automation
  • Permissions management
  • Integration with Microsoft 365

To sync a SharePoint site with OneDrive.

1. Navigate to the SharePoint Site

  • Open your browser and go to your SharePoint site that you want to sync.
  • Go to the document library or the folder within the library that you wish to sync.

2. Click the “Sync” Button

  • In the document library, click the Sync button (it typically appears in the top toolbar).
  • If this is your first time syncing with OneDrive, your browser will prompt you to open OneDrive.

3. Open in OneDrive

  • If prompted, click Open Microsoft OneDrive or Yes to allow OneDrive to sync.
  • OneDrive will launch and start syncing the selected SharePoint library or folder to your computer.

4. Sign In (if necessary)

  • If you’re not already signed in to OneDrive, you may be prompted to log in with your Microsoft account credentials.

5. Find the Files Locally

  • Once the sync is set up, you can find the SharePoint files in the OneDrive – [Your Organization Name] folder on your computer.
  • These files will sync between your device and SharePoint, allowing offline access. Any changes you make will automatically sync when you’re online.

6. Manage Sync Settings

  • You can manage your sync settings via the OneDrive app by right-clicking the OneDrive icon in the system tray and selecting Settings. From there, you can choose which folders to sync or stop syncing a library.

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This process integrates SharePoint files with OneDrive, making it easier to access and manage shared documents across devices.

Need help to setup your SharePoint site, please Click here to get in touch.

Why Syncing SharePoint with OneDrive is Useful?

Syncing gives you offline access to files and ensures your team has the latest documents. It’s especially beneficial for businesses working on collaborative projects, allowing everyone to view, edit, and share files seamlessly, even without internet access.

Access Synced Files on Your Device

After setup, you’ll see a new folder in File Explorer (Windows) or Finder (Mac) named after the SharePoint library. Files are available locally, meaning you can open and edit them without an internet connection. Any updates will automatically sync when you’re back online.

Troubleshooting Common Sync Issues

1. Sync Conflicts: If changes are made by multiple people, you may get a sync conflict. OneDrive will prompt you to choose which version to keep.
2. Storage Space: If local storage becomes an issue, use the “Free up space” option on files you don’t need offline.

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