How to Sync a SharePoint Site with OneDrive

Prerequisites Before You Start

SharePoint sync through OneDrive for Business requires the modern OneDrive sync client — the older Groove.exe client (which handled SharePoint Workspace) is no longer supported. Check the following before proceeding:

• OneDrive client version: Open the OneDrive tray icon → Help & Settings → About. You need build 23.x or later for reliable SharePoint sync. Build 17.x and earlier used the deprecated Groove engine.
• Account signed in: The OneDrive client must be signed into the same Microsoft 365 account that has access to the SharePoint site. Check under Settings → Account.
• Sufficient local storage: If you are not using Files On-Demand, all synced content will download locally. Verify free disk space against the library size shown in SharePoint Site Settings → Storage Metrics.
• Permissions: You need at least Read permission on the document library. Site Members and Owners can sync by default; Visitors can sync if SharePoint admin has not disabled it.

Step-by-Step: Syncing a SharePoint Library

1. Open a browser and navigate to your SharePoint site. The URL will look like https://yourcompany.sharepoint.com/sites/SiteName.
2. In the left navigation, click Documents (or the name of the specific document library you want to sync).
3. In the top command bar, click the Sync button (cloud icon with arrows). If you do not see it, click the three-dot (...) overflow menu — it may be hidden on narrower screens.
4. A browser prompt will appear: "This site is trying to open Microsoft OneDrive." Click Open.
5. The OneDrive client opens and begins setting up the sync. A new folder appears in Windows Explorer under Your Organisation Name in the left panel — separate from your personal OneDrive folder.
6. OneDrive will show Setting up sync… in the tray icon activity feed. For large libraries, initial sync can take several hours depending on file count and internet speed.

Choosing Which Folders to Sync (Selective Sync)

If the SharePoint library contains dozens of folders and you only need a subset, use selective sync to avoid downloading content you do not need:

1. Right-click the OneDrive tray icon and choose Settings.
2. Go to the Account tab and find the SharePoint library listed under Folders.
3. Click Choose folders next to the library name.
4. Uncheck any top-level folders you do not want synced locally. Click OK.

Deselected folders remain visible in Explorer with a cloud icon (Files On-Demand placeholder) if that feature is enabled, or disappear entirely if it is not. You can still access deselected folders via the SharePoint web interface.

SharePoint Sync Limits to Know

Common Sync Errors and Fixes

Error: "You don't have access to this folder"

This appears when your Microsoft 365 account is signed into OneDrive but does not have permission on the specific SharePoint site or library. Ask your SharePoint site owner to add you as a Member or grant you Read access. If you are the admin, check the library's permission inheritance — it may have broken inheritance and a restricted set of users.

Error: "This library contains too many items and can't be synced"

This triggers when the library exceeds 300,000 items. Options: archive older content to reduce the item count, use selective sync to sync only a subfolder (click into the subfolder in SharePoint and use its Sync button), or access the library exclusively via the browser.

Error: "We can't sync this folder because it contains items with file names or types we don't support"

Certain characters and file types are blocked. Check for filenames containing: \ / : * ? " < > |, names beginning or ending with a space or period, files named _vti_, desktop.ini, .lock, or .tmp. Rename or remove the offending files in SharePoint first, then restart the sync.

Sync stuck on "Processing changes"

This is usually caused by a file locked by another process or a permission issue on a specific item. Open the OneDrive activity feed (click the tray icon) and look for a red X or exclamation mark on specific files. Address each flagged file individually. If the issue persists, reset the OneDrive client:

# Run in Command Prompt — resets OneDrive client and clears cached sync state
# Your files are NOT deleted; sync will re-establish after reset
%localappdata%\Microsoft\OneDrive\onedrive.exe /reset

# Wait 2 minutes, then restart OneDrive if it does not relaunch automatically
%localappdata%\Microsoft\OneDrive\onedrive.exe

Removing a SharePoint Sync

To stop syncing a SharePoint library without deleting files from SharePoint:

1. Right-click the OneDrive tray icon → Settings → Account tab.
2. Find the SharePoint library under Folders and click Stop sync.
3. Confirm the prompt. The local folder is removed from Explorer; files remain in SharePoint.

If the library folder persists in Explorer after stopping sync, it can be safely deleted from the local disk — it is no longer connected to SharePoint and deleting it locally will not affect the online files.

Admin and PowerShell Options

SharePoint administrators can control sync behaviour via the SharePoint admin centre or PowerShell. To block sync for users outside the corporate tenant (preventing personal account sync of company data):

# Requires SharePoint Online Management Shell
# Install-Module -Name Microsoft.Online.SharePoint.PowerShell

Connect-SPOService -Url https://yourcompany-admin.sharepoint.com

# Allow sync only from devices joined to AAD tenant (blocks personal accounts)
Set-SPOTenantSyncClientRestriction -Enable $true -DomainGuids "your-tenant-guid"

# View current restriction settings
Get-SPOTenantSyncClientRestriction

To configure OneDrive sync settings via Intune or Group Policy (recommended for managed devices), use the OneDrive ADMX templates available from Microsoft. Key policies include AllowTenantList to restrict which tenants can sync, and FilesOnDemandEnabled to enforce Files On-Demand across all devices.

Need Help?

Melbits manages Microsoft 365 environments for Melbourne businesses, including SharePoint architecture, OneDrive client deployment via Intune, and sync policy configuration. If your team is hitting sync errors or you need SharePoint set up correctly from the start, contact us for a consultation.