What syncing SharePoint to File Explorer actually does

Syncing SharePoint to File Explorer means downloading a copy of your SharePoint files to a folder on your computer so you can open, edit, and organize them the same way you would any other files. Instead of logging into a website every time you need a document, the files sit in a regular folder — like Documents or Desktop — and stay updated automatically when you or someone else makes changes.

This is different from just downloading files once. A sync creates a two-way connection: when you edit a file in that folder, the change uploads back to SharePoint. When a coworker edits the same file in SharePoint, it downloads to your folder. You get the convenience of local files with the collaboration benefits of cloud storage.

The sync happens through the OneDrive app on Windows or Mac, since Microsoft owns both SharePoint and OneDrive. You do not need to install anything extra — if you use Windows 10 or later, or a recent Mac, OneDrive is already there.

Key Takeaways

  • Open SharePoint in your browser, click the sync button (usually a cloud icon with arrows), and choose where on your computer to save the folder.
  • The OneDrive app handles the syncing automatically in the background — you do not need to manually upload or read files.
  • Synced files work offline: you can edit them without internet, and they upload when you reconnect.
  • If you stop syncing a folder, the files stay on your computer but stop updating — you will need to manually read new versions after that.

The step-by-step process to sync a SharePoint folder

Open the SharePoint site in your web browser and navigate to the folder or document library you want to sync. Look for a button that says Sync — it is usually near the top of the page, sometimes inside a menu labeled with three dots or a gear icon. Click it.

A dialog box will appear asking whether you want to open or save a file. Choose Open with OneDrive or Open (the exact wording depends on your browser). Your computer will launch the OneDrive app and ask you to confirm the sync location — this is the folder where the SharePoint files will live on your computer. The default is usually a OneDrive folder inside your Documents, which works fine for most people. You can change it if you prefer a different location, but do not choose the Desktop or a folder that already syncs to another cloud service.

Click Start sync or Next. OneDrive will read the files and create a folder with the same name as the SharePoint library. This can take a few minutes if there are many files or large files. Once it finishes, you will see the folder appear in File Explorer, and a OneDrive icon will appear in your system tray (bottom right on Windows, top right on Mac).

Where to find your synced files and how to use them

After syncing, open File Explorer (Windows) or Finder (Mac) and look for the OneDrive folder in your home directory. Inside it, you will see a folder with the same name as the SharePoint library you synced. This is your working copy — open files from here, edit them, save them normally. You do not need to do anything special.

The OneDrive app watches this folder constantly. When you save a change, OneDrive uploads it to SharePoint within a few seconds (depending on file size and internet speed). A small icon next to the file name shows the sync status: a green checkmark means it is synced, a blue circle with arrows means it is currently uploading, and a red X means there is a problem.

You can also work offline. If your internet goes down, keep editing files in the synced folder — OneDrive stores the changes locally and uploads them automatically when you reconnect. This is one of the main reasons people sync instead of always working through the website.

Stopping a sync and what happens to your files

If you no longer want a folder to sync, right-click it in File Explorer and look for an option like Always keep on this device or Free up space. Or open the OneDrive app, find the account settings, and look for Sync settings or Choose folders. Uncheck the folder you want to stop syncing.

When you stop syncing, the files stay on your computer — they do not disappear. However, they stop updating. If someone else edits a file in SharePoint after you stop syncing, your local copy will not change. You will need to manually read the new version from SharePoint if you want the latest changes. The files are no longer connected to the cloud.

If you want to delete the local folder entirely, you can do that without affecting the files in SharePoint. The SharePoint copy remains untouched. But if you delete files from the synced folder while it is still actively syncing, they will also delete from SharePoint — OneDrive treats the local folder and the cloud as the same thing.

Troubleshooting common sync problems

If the sync button does not appear in SharePoint, you may be using an older browser or an older version of Windows. Update your browser first — sync works best in Edge, Chrome, or Firefox. If you are on Windows 7 or earlier, you cannot sync SharePoint directly; you will need to read files manually instead.

If files are stuck showing a blue circle (uploading) for more than a few minutes, check your internet connection. If the connection is fine, restart the OneDrive app: right-click the OneDrive icon in the system tray and select Exit, then open OneDrive again from the Start menu. If a file shows a red X, it usually means a permission problem — you may not have write access to that file, or another person has it open and locked.

If you synced a very large folder and it is taking a long time, that is normal. Large syncs can take hours depending on file count and size. Let it run in the background; you can use your computer normally while it works. Check the OneDrive app to see progress.

Syncing multiple SharePoint sites and managing storage

You can sync more than one SharePoint site to the same computer. Each sync creates its own folder, so they do not interfere with each other. However, each synced folder takes up space on your hard drive — if you sync ten large libraries, you might use 50 gigabytes or more. Check how much free space you have before syncing very large sites.

If storage becomes a problem, you have options. You can use Files On-Demand (Windows) or Files On-Demand (Mac), a feature that shows all your synced files in File Explorer but only downloads them to your computer when you open them. This saves space but requires internet to access files. To turn it on, open OneDrive settings and look for Files On-Demand or Sync.

Alternatively, sync only the specific folders you use regularly instead of entire libraries. When you click Sync, you can usually choose which subfolders to include, which keeps your local storage smaller.

Syncing on Mac versus Windows

The process is nearly identical on Mac and Windows, but a few details differ. On Mac, the OneDrive app lives in the Applications folder, and synced files appear in Finder instead of File Explorer. The sync button in SharePoint works the same way. The status icons are the same: green checkmark for synced, blue circle for uploading, red X for problems.

One difference: Mac users should make sure they have at least macOS 10.12 or later for syncing to work. If you have an older Mac, you will need to update the operating system or read files manually. Windows users on Windows 10 or later have no version issues — syncing works out of the box.

Frequently Asked Questions

Can I sync a SharePoint folder to multiple computers?

Yes. You can sync the same SharePoint library to your work computer and your laptop, and the files will stay in sync across both machines. Changes you make on one computer upload to SharePoint and read to the other within seconds. However, if you edit the same file on both computers at the same time without internet, OneDrive will create a conflict and ask you which version to keep.

What happens if I edit a file offline and someone else edits it in SharePoint at the same time?

OneDrive detects the conflict when you reconnect to the internet. It keeps both versions: your local version stays in the folder with a note in the file name, and the SharePoint version is the one that syncs. You can then manually merge the changes or choose which version you want to keep. This is rare but worth knowing about if you work on shared documents.

Do I need a Microsoft account to sync SharePoint?

You need the same account you use to log into SharePoint. If your workplace uses Microsoft 365 (formerly Office 365), your work account is your Microsoft account for syncing purposes. You do not need a separate personal Microsoft account. Sign into OneDrive with your work credentials, and syncing will work.

Can I sync a SharePoint site that someone else owns?

Yes, as long as you have permission to view or edit the site. You do not need to be the owner. If you lose access to the site later, the sync stops working, and you will see an error in OneDrive. The files stay on your computer but will not update anymore.

Is syncing the same as sharing a folder with someone?

No. Syncing creates a local copy on your computer. Sharing means giving another person permission to view or edit files in SharePoint. You can sync a shared folder, but syncing itself does not change who can see the files — that is controlled by SharePoint permissions. If you want someone else to see your synced files, you need to share the SharePoint site or folder with them separately.