How to Sync SharePoint with OneDrive (2026)
SharePoint files don’t have to live in a browser. With OneDrive, the same files appear in File Explorer (Windows) or Finder (Mac), sync to every signed-in device, and work offline. There are two ways to do it — here’s both, when to pick which, and how to clean up the sync when something goes wrong.
Two Methods: Sync vs Add Shortcut
| Method | Where the folder lives | Follows your account? | Best for |
|---|---|---|---|
| Sync | Under your org name in File Explorer | ❌ This device only | A heavily-used library on one main PC |
| Add shortcut to OneDrive | Inside OneDrive – <your org> | ✅ All devices | Folders you want everywhere — desktop, laptop, mobile, web |
Microsoft now recommends Add shortcut to OneDrive as the default. It’s portable, easier to manage, and shows on onedrive.com too.
Method 1: Sync (One Device)
- Sign in to SharePoint in your browser.
- Open the document library you want to sync (most team sites have a “Documents” library; communication sites may have several).
- On the library command bar, click Sync.
- Browser pops up “Open Microsoft OneDrive?” — click Open.
- The OneDrive app receives the request. A blue cloud appears in the system tray as it starts syncing.
In File Explorer, look in the left pane for an entry like “Contoso – Marketing Team” under your org. That’s your synced library.
Sync grabs the entire library, not a single folder. Use Add shortcut if you only want one folder.
Method 2: Add Shortcut to OneDrive (All Devices)
- Open the library and navigate to the folder you want.
- Single-click the folder to select it — don’t open it.
- On the toolbar, click Add shortcut to OneDrive.
- A toast confirms “Added to OneDrive”.
Open File Explorer > OneDrive – <your org>. The folder appears with a small chain-link badge marking it as a shortcut.
Because it lives in OneDrive, you see the same folder on every device signed into the same account — Windows, Mac, iOS, Android, and the OneDrive web app.
Use Both — They Coexist
You can sync a whole library to one main PC and add OneDrive shortcuts for specific folders too. The shortcut and the synced copy both point to the same SharePoint source — edits made in either reach SharePoint, and SharePoint pushes them back to the other location.
That said, don’t sync the same library AND add a shortcut to the same library — you’ll see duplicate copies in File Explorer and OneDrive may flag the conflict.
Set Up OneDrive on a New Mac or PC
If you’ve never signed into OneDrive on this device:
- Install OneDrive (built into Windows 11; download from
microsoft.com/onedrivefor Mac or Windows 10). - Open OneDrive and sign in with your work account.
- Pick a folder location (default is fine).
- Choose Files On-Demand (recommended) — cloud icons appear in File Explorer; files download only when you open them.
Now repeat the Sync or Add shortcut steps above from SharePoint.
Stop Syncing
Synced library
- Right-click the OneDrive cloud in the system tray (Windows) or menu bar (Mac).
- Open Settings > Account.
- Find the library and click Stop sync.
OneDrive shortcut
- Open File Explorer > OneDrive – <your org>.
- Right-click the shortcut folder > Remove shortcut.
In both cases, the SharePoint library is untouched — you’re only removing the local copy/link.
Troubleshooting
”Sync” or “Add shortcut to OneDrive” is missing
The site has been blocked from sync by tenant policy. Try the other method first; if both are blocked, ask IT to allow sync for this site.
OneDrive shows “Sync paused”
Click the OneDrive icon in the tray > Resume syncing. Common reasons: battery saver on, metered connection, free disk space low.
A file shows a red X
Sync failed. Click the OneDrive icon to see the error. Usual culprits:
- Filename has banned characters (
< > : " / \ | ? * # %) - Path exceeds 400 characters
- A file the same name already exists with a sync conflict
”This file isn’t available offline”
You haven’t downloaded it (Files On-Demand). Right-click > Always keep on this device.
Sync is missing files
Click the OneDrive icon > Settings > Account. Make sure no folders are excluded under Choose folders.
Excel/Word says the file is locked
Someone else has it open. The OneDrive icon will show who. They have to close before changes can sync.
Quick Reference
| Action | Where |
|---|---|
| Sync whole library | Library toolbar > Sync |
| Add a folder shortcut | Select folder > toolbar > Add shortcut to OneDrive |
| Stop sync | OneDrive tray > Settings > Account > Stop sync |
| Remove shortcut | File Explorer > right-click shortcut > Remove shortcut |
| Pin file offline | Right-click > Always keep on this device |
| Free up disk space | Right-click > Free up space |
Related SharePoint guides: How to add a SharePoint folder to File Explorer · How to create a SharePoint site · How to create a SharePoint folder · How to create a SharePoint list · How to export a SharePoint list to Excel
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