Introduction

Syncing a SharePoint document library to your Windows computer allows you to access and manage files directly from File Explorer—even when you're offline. OneDrive Sync makes this seamless by automatically syncing changes between your computer and SharePoint Online. This guide provides detailed instructions on how to set up OneDrive Sync for a SharePoint library.

Requirements

Before you begin, ensure the following:

• Your organization policy allows SharePoint sites to be synced to workstations.
• You have access to a SharePoint Online site via Microsoft 365.
• You are signed in to OneDrive with your work account.
• The latest version of OneDrive is installed on your Windows PC (Windows 10 or 11 recommended).
• You have permission to access the SharePoint document library.

Step-by-Step Instructions

Step 1: Sign In to Microsoft 365

• Open your browser and go to https://www.office.com.
• Sign in using your Microsoft 365 work or school account.

Step 2: Open the SharePoint Library

• Click on the SharePoint icon or open the site directly if you have the link.
• Navigate to the site that contains the document library you want to sync.
• Click on the document library name (e.g., Documents).

Step 3: Start the Sync Process

• In the library's toolbar (usually at the top), click the Sync button.
• This will open a prompt asking for permission to open OneDrive.
• Click Open Microsoft OneDrive when prompted.
• If you're not already signed into OneDrive, sign in using your Microsoft 365 account.

Step 4: Confirm and Sync

• OneDrive will confirm the location where the files will be synced on your computer.
• Click Start sync.
• The files will start downloading and syncing to your local device. You’ll see the library appear in File Explorer under a folder labeled with your organization’s name.

Step 5: Access Files from File Explorer

• Open File Explorer.
• Look under the Quick Access or OneDrive - [Organization Name] section.
• The synced library will appear as a folder—click to access your SharePoint files locally.

Tips and Best Practices

• File Status Icons:
  • A green check means the file is available offline.
  • A blue cloud means the file is online-only (to save space).
  • A sync icon indicates the file is currently syncing.
• Manage Sync Settings:
  • Right-click the OneDrive icon in the system tray > Settings > Account tab to manage or stop syncing specific libraries.
• Avoid Sync Issues:
  • Do not rename the root folders.
  • Avoid special characters in file names like * ? < > |.
• Storage Space:
  • If you have limited local storage, enable Files On-Demand to view files without downloading them.

Additional Resources

• Microsoft Support: Sync SharePoint Files with OneDrive
• How to Use OneDrive Files On-Demand
• Troubleshooting OneDrive Sync Issues

Let me know if you want a version tailored for macOS users or if you’d like to include visuals!