Sync
Common Use Cases
- File Explorer loyalists: teams that prefer working in Windows File Explorer or Mac Finder get SharePoint files alongside their local folders
- Offline work: field staff and travelers mark key folders as always available so files open without an internet connection
- Desktop application workflows: files used by applications that expect a local path open straight from the synced folder
- Bulk file operations: moving, renaming, and reorganizing batches of files is often faster in a synced folder than in the browser
- Familiar transition from file shares: organizations moving off network drives give users an experience that feels the same
- Quick saves from any app: desktop applications save directly into the synced library without a separate upload step
Benefits
- Native desktop experience: SharePoint files open, save, and behave like any local file
- Automatic two-way updates: changes made locally upload to SharePoint, and changes from colleagues flow down to the device
- Offline access: files marked Always keep on this device remain available with no connection, then sync when back online
- Storage efficiency: Files On-Demand placeholders take almost no disk space until a file is actually opened
- Status at a glance: cloud, sync, and green check icons show whether each file is online-only, syncing, or stored locally
- Co-authoring preserved: Office documents opened from a synced library still support real-time co-authoring
Details
- Feature Category: File Management
How It Works
- The OneDrive sync app does the work: the same client that syncs personal OneDrive files also syncs SharePoint libraries
- Sync from the library: the Sync command on a document library registers it with the sync app on that device
- Files On-Demand placeholders: files show as lightweight entries in File Explorer and download the moment they are opened
- Two-way replication: local edits upload automatically, and other people’s changes download in the background
- Per-device setup: sync is established on each computer individually, so a new PC means setting up sync again
- Always keep on this device: marks specific files or folders to stay fully downloaded for offline use
Limits and Nuances
- 300,000 file guideline: Microsoft recommends keeping total synced items under about 300,000 across all libraries for reliable performance
- Per-device, not per-user: sync settings do not follow the user; each computer is configured separately
- Sync or shortcut, not both: a folder added as a shortcut to OneDrive cannot also be synced, so teams should standardize on one approach
- Invalid characters and path length: certain characters and very long folder paths can prevent files from syncing
- Conflicts are possible: when the same file changes in two places while offline, the sync app prompts to keep one or both copies
- Deletions sync too: deleting a file in the synced folder deletes it from SharePoint for everyone, though it goes to the recycle bin
- Initial sync takes time: the first sync of a very large library can take a while as metadata and files are processed
Common Questions About Sync in SharePoint
What does the Sync button in SharePoint actually do?
It connects the document library to the OneDrive sync app on your computer, which creates a folder in File Explorer or Finder under your organization’s name. The files in that folder are the SharePoint files. Anything you add, edit, or delete locally is replicated to SharePoint automatically, and your colleagues’ changes appear on your device the same way.
What is the difference between Sync and Add Shortcut to OneDrive?
Sync registers a library with the sync app on one specific device, while Add Shortcut to OneDrive places a link to the folder inside your OneDrive, so it follows you to every device and the browser. The two cannot be combined on the same folder, which is why many organizations pick one approach as their standard.
Can I work on synced files offline?
Yes. Files marked Always keep on this device stay fully downloaded and open without any connection. Edits you make offline are stored locally and upload automatically the next time the device connects. Online-only placeholder files, on the other hand, need a connection for the first download before they can be opened.
How many files can I sync from SharePoint?
Microsoft recommends keeping the total under about 300,000 items across every library you sync for reliable performance. You can stay below the guideline by syncing only the libraries you actively use, choosing specific folders within a library, or relying on Files On-Demand placeholders so content stays in the cloud until needed.
Is it safe to delete files from the synced folder?
Deleting a file in the synced folder deletes it from the SharePoint library for everyone, not just from your computer. The file moves to the site recycle bin, where it can be restored within the retention window. This catches many users off guard, so it is worth explaining during rollout that the synced folder is the library.
Should my organization standardize on sync or shortcuts?
Many organizations standardize on either sync or Add Shortcut to OneDrive depending on how their teams work, because an inconsistent mix of both creates confusion. Greg Zelfond, the SharePoint consultant behind LookBook 365, builds document management environments entirely out of the box and helps clients pick the right file access strategy for each team.